Meeting Services - Reservations Policies

CONDUCT AND RESPONSIBILITY

Groups/individuals using facilities must restore them to original condition.
Groups/individuals reserving space in Aztec Center or Scripps Cottage are responsible for the behavior of their guests and members.
It is agreed that any charges arising from the use of Aztec Center will be billed to the organization or individual indicated, but will remain the obligation of the individual until paid. This will include any theft or property damage occurring from the use of the facility under the provisions of this agreement.
It is understood that the organization/individuals agrees to abide by Associated Students policies and University regulations.
An officer for the organization using the facilities must have their reservations confirmation in his/her possession at the time of occupancy and present, upon request, as evidence that proper arrangements for occupancy have been made.
No organization may reserve space on behalf of another organization.
Organizations/individuals may not sell, sublease or transfer reservations to another individual or organization.
The organization/individual reserving the space must be the primary organizer of the event.
Organization members must be present at the event to assist in event management and coordination.
Organizations/individuals violating this policy may be subject to applicable rate charges and/or suspension of facility reservation privileges.
Student Organizations who fail to renew their on-campus status by the established deadline date will automatically lose all reservation privileges and all standing reservations will be canceled.
All organizations/individuals are expected to leave the room in the same condition as which it was found. Food and beverage items must be picked up and properly disposed. Direct cleaning expenses may be billed to the organization if excessive cleaning to the room is required above and beyond the normal cleaning conducted for room turnaround.
Groups/individuals agree to indemnify, defend, and hold Aztec Center, Associated Students, the California State Universities and officers, employees and agents harmless against all claims, loss or liability arising from damage to or destruction of property or injury or death to persons occurring because of or related to their reservation.

RESERVATION CONFIRMATIONS

Once the reservation is made, a copy of the reservation will be provided to the person making the reservation for confirmation and signature. A signed copy will be kept on file in the Meeting Services Office.
Reservations requiring Payment, Ticket Agreements, Alcohol Permits, Event Approval or Insurance are considered "tentative" until all appropriate documents for event approval are submitted.
Reservations are subject to automatic cancellation if the supporting documents are not submitted by the deadline date.
Telephone reservations will be accepted as tentative and must be confirmed by signature (either in person or via fax) within two (2) business days.
Telephone reservations that are not confirmed by signature within two (2) business days are automatically canceled.
Reservation confirmations will reflect an estimate of charges (if applicable). The charges noted are estimates only. In some cases, a deposit or pre-payment of the estimated charges may be required in advance.
A reservation is not confirmed unless a reservation confirmation has been generated by the Reservations Desk and is signed by the client.

EVENT APPROVAL

An Event Approval Form will need to be completed and submitted to the Meeting Services for final event approval if the event involves any of the following: Open to the public, Fund-raising, donations, Admission, ticket sale, Off-campus speaker, performers, films, Outdoor amplification, Dispensing of food or beverage, Dispensing beer/wine

BILLING AND PRE-PAYMENT OF EVENTS

An estimate of charges will be submitted at the time a reservation is made.
A deposit or pre-payment may be required for certain events.
Reservations will be considered tentative and subject to cancellation until room rent is paid.
For events that involve ticket sales through the Aztec Center Ticket Office, expenses such as, room rent, cleaning, labor, etc. will be deducted from the gross ticket sales and the balance will be paid via check to the sponsoring organization.

CANCELLATION POLICY

Reservations must be canceled two (2) business days in advance (Monday-Friday)
Reservations canceled within one (1) business day or on the day of the event will be considered a NO SHOW.
All NO SHOWS will be charged the direct expenses for setting up the room ($17.00 minimum) OR the loss of room rent.
Reservations will be suspended until the account is paid.
All standing reservations will be honored provided the student organization's account is current.
If the account is not paid within 60 days, reservation privileges will be suspended and all standing reservations will be canceled without notice.
Reservations will not be accepted until the account is paid in full. Payment in full does not guarantee reinstatement of canceled reservations; reinstatement is subject to availability.

DECORATIONS

Decorations must be approved in advance by Meeting Services.
NO CONFETTI, GLITTER, RICE, OIL LAMPS OR OPEN FLAMES.
Candles may be allowed provided the candle and flame are enclosed in proper holders. ALL decorations involving candles must be approved by Reservations and are subject to inspection.
Decorations may not obstruct entrances or fire exits.
All decorations must be constructed of non-flammable materials.
Organizations should be aware that for liability reasons, Associated Students do not provide ladders or hydraulic lifts for decorating use. If equipment is needed, an Associated Students employee will be required to assist the organization. Labor costs are to be paid for by the sponsoring organization/individual.
It is the group's responsibility to remove all decorations. Failure to do so will result in a cleaning fee. Groups may also make advance arrangements to pay applicable cleaning fees for Associated Students staff to remove decorations. Any charges to the facility as a result of decorations will be paid for by the sponsoring organization.

EVENT DETAILS

To allow for proper scheduling and staffing, details must be finalized no later than five (5) business days prior to the date or the reservation will be subject to cancellation.
For Montezuma Hall, details should be finalized at least two (2) weeks prior to the event, or the reservation will be subject to cancellation.
Reservations for MAJOR events that are not confirmed fifteen (15) business days in advance will be subject to cancellation.
Major events are categorized as conferences, talent shows, cultural events, all Montezuma Hall reservations, events involving an admission or registration fee, all reservations in program rooms (Casa Real, Backdoor, Presidential Suite, Council Chambers and Scripps Cottage) and events utilizing more than one room simultaneously or on more than one consecutive day.
Any special arrangements that entail complex audio/visual requirements, parking, telephone or data lines, production technicians, etc., should be finalized no later than two (2) weeks prior to the event.
Changes in the physical set-up of the reserved space must be submitted to the Reservations Supervisor no later than two (2) days prior to the event.
Labor changes will be incurred (depending on the extent of the change) if changes are requested less than 24 hours prior to event.
Security: The Associated Students may require security for certain events. All arrangements for security must be made through the Meeting Services Office. Security costs are to be paid by the sponsoring organization/individual.

Associated Students Meeting Services reserves the right to:

Change room assignments in necessary to fulfill our obligation of serving the greatest number of customers.
Cancel an event or modify the extent of services provided in the event of utility interruptions, campus emergencies, and threat of immediate danger or acts of God.

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