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On-Line Event Assistant

FACILITY USE POLICY

Room Rental Charges and Payment Schedule

All clients are required to submit a form of payment at least five (5) business days prior to the event date, except for check payments which must be submitted at least ten (10) business days prior to the event date.  Groups that are over ninety (90) days past due on any University Student Union invoices will not be allowed to make further reservations until their account is up to date. Existing reservations for groups with invoices that are over ninety (90) days past due are subject to cancellation.

Outside clients are required to pay a 25% non-refundable, non-transferable deposit of room rental charges within five (5) business days of initiating a reservation. If a deposit is not placed by the deadline date, the reservation will be subject to cancellation without notice.

When groups falling into two different fee categories elect to co-sponsor an event, the higher facility rate shall be used to determine fees.

Officially recognized clubs and organizations receive a waiver of room rental charges for up to two (2) meeting spaces per week in standard setup. Each meeting can be a maximum of two (2) hours.

All late add reservations and late reservation change requests are subject to a processing fee. Payment for all applicable charges is due at the same time that the late request is placed.

Room rental rates are recommended by the Meeting Services Manager and must be approved by the USU Board of Directors.

Acceptable Forms of Payment:

Cash, Cashier’s Check, Money Order: No restrictions for cash. The cashier’s check and money order must be made payable to the University Student Union, Inc.

Check: Accepted up to ten (10) business days prior to the event date and must be made payable to the University Student Union, Inc.

Credit Card: Visa or Master Card only. Card holder must be present with valid picture identification.

Purchase Order: The total amount encumbered must cover all estimated event charges. This form of payment is available to CSUN clients only.

Direct Pay Stamp: Must be stamped directly onto a printed copy of the reservation. The stamp must indicate a requisition number and authorized signature.  This form of payment is available to CSUN clients only.

AS Requisition Form: The total amount encumbered must cover all estimated event charges. This form of payment is available to CSUN clients only.

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Reservation Late Add and Late Change Policy & Procedures

All reservation requests received beyond the request timelines for simple and complex events will be accommodated if time and staffing allows and the late reservation request will not impact other scheduled events.  Late reservation requests are subject to a fifty dollar ($50) processing fee.

All requests for significant changes to an existing event received within 48 hours of the scheduled start time will be accommodated if time and staffing allows and the late changes will not impact other scheduled events.  Late changes are subject to a fifty dollar ($50) processing fee per transaction.

All necessary event details, forms and signatures must be submitted along with full payment at the time of the late request.

Definitions:      Significant changes to a reservation are defined as changes to:

Simple events

Complex Events

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Where to make Facility Reservations for the University Student Union (USU) & Satellite Student Union (SSU).

Facility reservations for the USU and SSU may only be made through the Meeting Services office located in A117 of the USU. Requests for reservations may also be made in writing and sent to the Meeting Services office via mail or fax at 818.677.3615 or 818.677.4172 or by phone at 818.677.3644.

The Meeting Services office reserves the right to request reservations be submitted in writing.

The meeting Services office is open Monday through Friday from 8:00 am – 4:30 pm and by appointment. Facility reservations are not taken at the Satellite Student Union (SSU).

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Who may reserve USU & SSU Facilities.

Only authorized representatives of a sponsoring organization or department may make reservations on behalf of that sponsor. The individual making the reservation(s) assumes all responsibility for the event. Chartered Student Clubs & Organizations, Campus Departments and off campus organizations and individuals, are not permitted to reserve space on behalf of other Chartered Student Clubs & Organizations, Campus Departments and off campus organizations and individuals or other organizations or individuals or transfer reservations to another Chartered Student Clubs & Organizations, Campus Departments and off campus organizations and individuals, or sublet USU facilities.

Chartered Student Clubs & Organizations, Campus Departments and off campus organizations participating in these actions will have all reservation privileges (including existing reservations) suspended for a six (6) month consecutive period, not including interim, Summer or break periods.

Reservations may only be made by those Chartered Student Clubs & Organizations, Campus Departments or off-campus organizations that are in good financial standing with the University Student Union and Meeting Services Office.

Chartered Student Clubs & Organizations, Campus Departments, and off campus organizations that have accounts that are over ninety (90) days past due will be placed on the “HOLD” list and will not be allowed to make additional reservations. The existing reservation(s) will be cancelled until account is paid in full.

The University Student Union reserves the right to verify the identification of persons making reservations by asking for valid photo identification or other forms of identification.

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Types of Reservations at the USU and SSU.

Reservations are divided into two categories: simple and complex.

A simple reservation must meet the following criteria:

    1. The reservation time conforms to the established building hours.
    2. A building manager, Audio Visual Technician, security staff or other personnel are not required.

A complex reservation includes one or more of the following:

    1. The reservation time exceeds the established building hours.
    2. An admission fee is collected at the door and/or admission tickets are sold in advance of the program.
    3. A building Manager, Audio Visual Technician, security staff of other personnel are required.

All complex reservations must be made at least thirty (30) working days in advance. Complex events may require at least one (1) Building Manager. Chartered Student Clubs & Organizations may be required to obtain an advisor’s approval and attend an event planning workshop for all complex events scheduled. Event planning workshops must take place at least three (3) weeks prior to the event.

Complex reservations may include but are not limited to dances, concerts, fashion shows, talent shows, conferences, banquets, variety shows, comedy shows, lectures, and guest speakers.

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Special Facility Cleaning

It is the responsibility of the event sponsor to leave all facilities used in their original condition. Facilities that require special cleaning will be cleaned by the USU and charged back to the event sponsor at a rate of $12.00 per hour for each staff person required for cleaning with a minimum of one (1) hour per person. Special cleaning include but are not limited to clearing of excessive trash, boxes, pamphlets, and other event supplies, removing flyers, posters, directional signs, anything affixed, attached, or sprayed on windows, doors, and walls, and cleaning up spills and leftover food.

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Damage to Facilities

It is the responsibility of the event sponsor to leave all facilities used in their original condition. Facilities that require repair due to damage by event hosted by sponsor will be repaired by the USU or licensed contractor contracted by the USU. All charges for repairs will be charged back to the event sponsor.

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Room Set-up Arrangements

All rental facilities in the USU/SSU are arranged in pre-determined or “standard” set-ups which vary from room to room. Alternate room set-ups may be requested by event sponsors. Set-ups requests must be submitted to the Meeting Services Office at least (7) working days prior to the event. Set-up requests that are received less than seven (7) working days in advance will be subject to an additional set-up fee of $15.00 per set-up per room.

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Audio Visual Equipment

An inventory of audio visual equipment is available on a rental basis for events. Sponsors wishing to use USU/SSU equipment must request equipment at least fourteen (14) working days in advance of the event date. Equipment requested less than fourteen (14) working days prior to the event date will be charged at one and one-half (1 ½) the regular rental rate. Inventory is limited and subject to availability.

Sponsors who wish to use their own audio visual equipment must notify the Meeting Services Office at least ten (10) working days in advance. An equipment test may be necessary for outside equipment to ensure compatibility, and must be scheduled prior to the event. The USU/SSU assumes no responsibility for equipment brought into the facility.

Audio visual equipment belonging to the USU/SSU may only be used on USU/SSU premises.

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Amplified Sound

Amplified sound is permitted in the Court of Community by approval of the Executive Director/ designee on Wednesdays and Thursdays between the hours of 10:30 am – 1:30 pm (including sound check).

Amplified sound should only be heard within the USU and not within the surrounding campus areas.

Sound levels should not exceed ninety (90) decibels from the stage to the sound board. Sound levels must be lowered immediately if requested by the Executive Director/designee. Failure to lower sound level will result in sponsors’ loss of all reservation privileges (including existing reservations) for a six (6) month consecutive period, not including interim, summer of break periods.

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Food & Beverages

Clients may provide food and beverages at USU events only with prior approval from the Meeting Services Office.

The sale of any food or beverage items is prohibited.

Clients may use the University’s caterer and on-campus restaurants or an outside restaurant, caterer, deli, or store-bought pre-packaged goods to provide food and beverages at events scheduled in USU/SSU facilities. Required paperwork (described in the Procedure & Definitions section below) must be submitted at least ten (10) business days prior to the event in order for the catering to be approved. Food may not be cooked or prepared at the USU/SSU facilities. Chafing dishes and proper food temperatures are to be maintained by the caterer.

The University Student Union is not responsible for the quality of foods or the health and safety of people consuming such food products brought into the facility.

Home-made or “potluck” items are strictly prohibited.

Any required clean-up related to food and beverage service will be charged back to the sponsor at the current staff hourly rate, with a one (1) hour minimum.
                                   
Exceptions to this policy may be made by the USU Executive Director/designee.

On-campus caterer:  In order to receive approval for an on-campus caterer, a copy of the catering order must be provided to the Meeting Services Office at least ten (10) business days prior to the event date.

Off-campus caterer:  In order to receive approval for an off-campus caterer, a copy of the caterer’s current County of Los Angeles Public Health Operating Permit and proof of liability insurance (with coverage consistent with CSUN/USU requirements) must be on file with Meeting Services at least ten (10) business days prior to the event date.
                                   
In the case where the caterer’s County of Los Angeles Public Health Operating Permit and proof of liability insurance are already on file with the Meeting Services Office, a Catering Verification Form must be submitted at least ten (10) business days prior to the event date.

Pre-packaged foods: A note will be added to the reservation file by Meeting Services office staff if pre-packaged food is requested.  No further documentation is required.

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Alcohol Service

Alcohol may be served at banquets and receptions under the supervision of the University Corporation’s Executive Director/designee and with approval of the USU Executive Director/designee. Request for alcohol to be served must be made at least fourteen (14) working days in advance of the event date.

Event sponsors are required to comply with the University’s Administrative Procedures regarding the use of alcoholic beverages on campus.

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Dance Policy

A dance is defined as a social gathering on campus where the primary intent of event participants is to dance.  All dances sponsored by clubs, organizations or groups with membership primarily composed of students, (e.g., AS Space, Residence Hall Association, Union Program Council…), must be held in University Student Union (USU) facilities.  Serving alcoholic beverages is strictly prohibited at all dances.

Guidelines:     
Dances are limited to the following categories and shall be conducted in accordance with the following guidelines.

Category A:               
Attendance is limited to CSUN students with a current CSUN ID and one guest per CSUN student with current college ID or individuals possessing an event ticket are eligible to attend the dance. Attendance cannot exceed 200 participants.  No profit is expected to be generated from this event.  Advertising must be directed to targeted eligible event attendees, or organization members only.   All advertisement shall be approved in advance and shall normally occur by way of flyers, Sundial advertising, posters, emails, or the organization’s web page and must clearly state the following:

Dance entry eligibility requirements.
Persons and their possessions are subject to search. Beverage containers, weapons, mace/pepper spray, skateboards, scooters and backpacks are not permitted in the facility.

Parameters for Dances in Category A:
Capacity                      200 persons maximum.

Ticketing  and Admission           
Pre-event ticket sales or distribution is recommended. Ticketing is not required for dances hosted free of charge.  For non-ticketed events, attendees must show appropriate identification specified under Attendance Eligibility. Dance exit/reentry is allowed.

Guest Wristbands      
The use of wristbands is not required however the sponsor may choose to utilize them for the dance.

Marketing                   
Advertising must be directed to eligible event attendees, or organization members only.   Advertising may occur only after approval is granted at the Dance Planning Meeting (see Procedure, Section 8 below). All advertising must state the following:
Dance entry eligibility requirement.
Persons and their possessions are subject to search. Beverage containers, weapons, mace/pepper spray, skateboards, scooters and backpacks are not permitted in the facility.

Event Occurrence      
The sponsor will select the day and time of the dance.  There are no restrictions other than the availability of USU facilities. 

Event Location          
Category A dances may be held in the following locations:
Fernandeno Room (SSU)
Grand Salon/South Patio
Northridge Center
Pub
Shoshone Room (SSU)

Doors Open                
The dance may occur at any time during and/or after regular building hours.

Doors Close               
The sponsor will select the time to have the doors close for dance access.  The doors may remain open for the duration of the dance.  In the event of heightened security concerns or overcrowding, the Department of Public Safety has authority and may take steps to tighten security such as closing doors early.

Maximum Event End Time       
The dance time will not exceed 1:00 A.M.  The last song will be announced fifteen (15) minutes before the dance end time.

Parking
At the request of the dance sponsor, Meeting Services will arrange for reserved parking spaces.  Payment of any and all applicable parking fees will be the responsibility of the sponsoring organization. 

Pre-Dance and Post-Dance Meetings  
Meetings will be conducted with the dance sponsor to document the condition of the facility prior to the dance and at the completion of the dance.  Any changes to the condition of the facility that require special cleaning (in addition to what is covered by the basic clean-up charge) or repair will be the financial responsibility of the sponsoring organization.

Event Insurance         
The need for event insurance will be determined by the Meeting Services Manager or designee.  Payment of any and all insurance costs shall be the responsibility of the sponsoring organization.

Event Security           
A minimum of two (2) CSUN Police Officers are required.  CSUN Police Officers will be present for the duration of the dance and will arrive a half hour prior to the doors open time and depart after the dance location is cleared.  The need for additional security personnel is determined in consultation with the Department of Public Safety staff.  The Department of Public Safety is the final authority in determining security personnel staffing requirements.  Payment of any and all applicable security fees will be the responsibility of the sponsoring organization. 

All event attendees and their possessions are subject to search.  Beverage containers, weapons, mace/pepper spray and backpacks are not permitted in the facility.

Professional Event Staff      
Professional event staff may be contracted to assist the Department of Public Safety with event security. Professional event staff personnel must operate under the direction of the Department of Public Safety. Off-duty sworn officers are not permitted to work as event staff. Contracting of professional event staff is the responsibility of the sponsoring organization and must be done in direct coordination with the Department of Public Safety and Meeting Services. Payment of any and all applicable fees will be the responsibility of the sponsoring organization.  

Facility Personnel       
The need for a USU event manager or custodian will be determined by Meeting Services.  The sponsor may request these services if they are not required by Meeting Services.  Payment of any and all applicable personnel fees will be the responsibility of the sponsoring organization. 
 
Rental Fees                
If the dance is booked after regular building hours, the USU will waive the utilities fees only for chartered student clubs and organizations.  The utilities fee will not be waived for other sponsoring organizations.

Payment                     
Full payment for all charges is due no later than two (2)
weeks before the dance date.  In the event that the event cost is less than the deposit (i.e. dance ends early, reduced service fees) the remaining money will be returned to the organization.  The organization is financially responsible for any additional and/or unforeseen expenses incurred as a result of the dance. 

Category B:                
Attendance is limited to CSUN students with a current CSUN ID and one guest per CSUN student with current college ID.  Attendance cannot exceed 500 participants.  No profit is expected to be generated from this event (excluding revenues generated to cover the operational cost of the dance).  All advertisement shall be approved in advance and shall normally occur by way of flyers, Sundial advertising, posters, emails, or the organization’s web page and must state the following:
Must have a current CSUN ID
One guest per CSUN student w/current college ID
Doors close at 10:00 P.M.
Persons and their possessions are subject to search. Beverage containers, weapons, mace/pepper spray, skateboards, scooters and backpacks are not permitted in the facility.

Parameters for Dances in Category B:
Capacity                      500 persons maximum.

Ticketing and Admission
Ticket sales or distribution must be conducted in advance
of the dance.  Ticket sales must provide an incentive with respect to pre-sale ticket price.  Remaining tickets may be sold at the dance only to CSUN students with current CSUN ID cards.  The ticket price must cover the estimated total dance cost and not generate excess funds.  Access to the dance will cease at 10:00 P.M.  In the case that there is a line to enter the dance, the process to cut-off access to the line will be coordinated and initiated by the dance sponsor, USU, and Public Safety personnel at 10:00 P.M.  Dance exit/reentry is not allowed.

Guest Wristbands      
The use of wristbands is required.  At the request of the dance sponsor, Meeting Services will supply the wristbands. Payment of any and all applicable wristband costs will be the responsibility of the sponsoring organization. 

Marketing
Dance advertising may occur on campus only by way of flyers, Sundial advertising, the web page of the sponsoring and/or co-sponsoring organization(s) or the Matador Involvement Center “Get Involved” web site.   Advertising may occur only after approval is granted at the Dance Planning Meeting (see Procedure, Section 8 below).  All advertising must state the following:
Must have a current CSUN ID
One guest per CSUN student w/current college ID
Doors close at 10:00 P.M.
Persons and their possessions are subject to search. Beverage containers, weapons, mace/pepper spray, skateboards, scooters and backpacks are not permitted in the facility.

Event Occurrence      
The dance may occur on a Friday or Saturday night only, during building closed hours.  It will be the only event taking place within the facility, with the exception of the Plaza Del Sol Performance Hall.

Event Location
Category B dances may occur in the following locations:
Northridge Center
Grand Salon with South Patio

Doors Open  
The sponsor will select the time that the doors will open for guests.  It must be after the regular building closing time.

Doors Close
The doors will close for dance access at 10:00 P.M. or when the dance reaches capacity; whichever comes first.  In the event of heightened security concerns or overcrowding, the Department of Public Safety has the authority and may take steps to tighten security such as closing doors early.  See above Ticketing and Admission section for reference.

Maximum Event
The dance time will not exceed 1:00 A.M.  The last song
End Time will be announced fifteen (15) minutes before the dance end time.

Parking
Access to the parking lot will close at 10:00 P.M. or when the dance reaches capacity; whichever comes first.  The process is administered by the Department of Public Safety.  Payment of any and all applicable parking fees will be the responsibility of the sponsoring organization. 

Pre-Dance and Post-Dance Meetings  
Meetings will be conducted with the dance sponsor to document the condition of the facility prior to the dance and at the completion of the dance.  Any changes to the condition of the facility that require special cleaning (in addition to what is covered by the basic clean-up charge) or repair will be the financial responsibility of the sponsoring organization.

Event Insurance         
Event insurance is required.  The extent of coverage required is determined by the Meeting Services Manager or designee.  Payment of any and all insurance costs is the responsibility of the sponsoring organization.
 
Event Security           
A minimum of four (4) Police Officers are required.  CSUN Police Officers will be present for the duration of the dance and will arrive a half hour prior to the doors open time and depart after the dance location is cleared.  The need for additional security personnel is determined in consultation with the Department of Public Safety staff.  The Department of Public Safety is the final authority in determining security personnel staffing requirements.  Payment of any and all applicable security fees will be the responsibility of the sponsoring organization. 

All event attendees and their possessions are subject to search.  Beverage containers, weapons, mace/pepper spray and backpacks are not permitted in the facility.

Professional Event Staff      
Professional event staff may be contracted to assist the Department of Public Safety with event security. Professional event staff personnel must operate under the direction of the Department of Public Safety. Off-duty sworn officers are not permitted to work as event staff. Contracting of professional event staff is the responsibility of the sponsoring organization and must be done in direct coordination with the Department of Public Safety and Meeting Services. Payment of any and all applicable fees will be the responsibility of the sponsoring organization.  

Facility Personnel       
A minimum of one (1) USU event manager and one (1) custodian is required.  The need for additional personnel will be determined at the Dance Planning Meeting.  Payment of any and all applicable personnel fees will be the responsibility of the sponsoring organization.  

Rental Fees              
The USU will waive the utilities fees only for chartered student clubs and organizations.  The utilities fee will not be waived for other sponsoring organizations.

Payment                    
A fifty percent (50%) deposit is required two (2) weeks before the dance date.  The remaining balance must be paid no later than two (2) business days after the dance date.  All money collected at the door will be counted and verified by the USU event manager and the dance sponsor.  All funds will be deposited in the USU safe at the completion of the dance.  The sponsor must meet with the Meeting Services Manager or designee and the USU cashier within two (2) business days after the dance date to pay the remaining balance for the dance cost.  In the event that the event cost is less than the deposit (i.e. dance ends early, reduced service fees), the remaining money after the balance payment is made will be returned to the organization.  The organization is financially responsible any additional and/or unforeseen expenses incurred as a result of the dance. 

Dances intended to generate a profit, any portion of which is used for non-philanthropic purposes, and/or exceed 500 participants are not permitted.  Dances held as a fundraiser for philanthropic purposes as approved by the USU Executive Director or designee and which do not exceed 500 participants are permitted.

The USU reserves the right to review, approve or refuse dances consistent with this policy.  Exceptions to this policy are made by the USU Executive Director or designee.

Recommended for approval by the Facilities and Commercial Services Committee on May 16, 2007.
Approved by the USU Board of Directors on June 11, 2007.
 
Procedure:      
1.   Persons interested in reserving space for a dance must complete a Dance
Inquiry Questionnaire.  Information on space availability may be given at this time however a room hold will not be placed.