Policies
Some meetings may cause drowsiness.
No one likes to read meeting policies. It’s like reading the disclaimers on prescription medicines. “Do not meet while operating heavy equipment.” “If you experience a meeting that lasts longer than four hours…” You get the idea. But policies are important. So we strongly urge you to familiarize yourself with policies below before scheduling a meeting or special event here on campus.
Please note some of the policies are currently being updates to comply with campus standards. Please confirm policy with Commons Event Scheduling before moving forward with event plans.
Campus Policy Number 700-85Non-Academic Scheduling & Use of University Facilities Policy Owner: University Commons
Effective Date: 5/13/2003
NON-ACADEMIC SCHEDULING POLICY
I. GENERAL POLICY Back To Top
Registered student organizations, government, campus departments, off-campus groups and individuals may schedule University facilities for non-academic, University related purposes through the Office of the Commons on a first-come, first-serve basis. The Scheduling Office is located at the Office of the Commons. The Scheduling Office shall review and approve requests to assure that they are in accordance with campus regulations. It is the responsibility of the user to ensure that any activity conducted during their event will be in accordance with all University regulations and policies, as well as any Federal, State and Local statutes. The University reserves the right to prohibit any event that may involve potential personal liability, property damage, campus/community disruption or may otherwise be deemed to be contrary to said mission of the University.
Those using University properties and services must avoid any unauthorized implication that they are sponsored, endorsed or favored by the University.
A. NON-INTERFERENCE
Use of property, including sound amplification equipment, must not interfere with or inhibit other University functions.
B. USE OF UNIVERSITY FACILITIES Back To Top
Groups and individuals may reserve and use, subject to all the University's policies, procedures and limitations, University facilities if the proposed use is for a University related purpose or for the benefit of the University as determined by the Commons Manager. All off-campus users must provide an insurance policy naming the Regents as additional insured in respect to the time and place of their event and must sign a hold harmless agreement. A one day Special Events Policy maybe purchased through the Insurance Risk Management office. The charge for use of the facility will be in accordance with the current charges listed under section III, "Billing Policy, Procedure and Fee Schedules."
C. APPEALS
- Appeals of existing Non-Academic Scheduling Office policies, or denial of a request due to policy shall be reviewed by Commons Board of Governors. The Commons Board of Governors must review requests for policy waivers.
- Appeals of Commons Board of Governors' denial of a request for use of a Commons Complex facility shall be reviewed by the Executive Vice Chancellor or his designee.
D. FREE SPEECH Back To Top
"Areas open to the public generally" at UCR are defined as the outdoor paved walkways on campus. These areas may be used for distribution by hand of non-commercial literature incidental to First Amendment freedoms. This literature must be distributed free of charge except for reasonable reimbursement for the costs of production. No distribution of literature may occur in entrances to buildings, inside buildings or classrooms. Tables may not be used for such distribution without prior scheduling through the Non-Academic Scheduling Office. These "open" areas may also be used for exercise of speech and assembly right, however, any activity which is pre-advertised, requires sound amplification or can reasonably be expected to attract a crowd of 25 or more must be scheduled in advance through the Non-Academic Scheduling Office and is limited to the Bell Tower Walkway or Speaker's Mound area. (Refer to Section 31.14 in Policies applying to Campus Activities, Organizations and Students manual).
E. RELIGIOUS/POLITICAL ACTIVITIES
University properties - with the exception of University vehicles - shall be provided to campus organizations engaging in religious or political campaign activities according to the guidelines set forth for all campus organizations. No University, GSAUCR or ASUCR funding shall be used for these activities and all University costs must be reimbursed by the sponsoring organization.
F. ACADEMIC CLASSES
Commons facilities are not intended to be used for instructional purposes. Academic classes (Regular or Extension) may not be scheduled in the Commons without approval of the Commons Manager.
G. ALCOHOL USE AND SALE Back To Top
Any alcohol usage at campus functions scheduled through the Non-Academic Scheduling Office must have prior approval of the Vice Chancellor Administration and follow State Law, University and Campus Policies and Procedures. Forms for approval are available at the Non-Academic Scheduling Office web site at www.commons.ucr.edu or at the web site for UCR Policies and Procedures at http://vcaserver.ucr.edu/default.html. The sponsoring organization is responsible for monitoring alcohol usage and ensuring there are no violations of all applicable rules and regulations of both the State and University in regards to the serving and/or selling of alcoholic beverages.
- Sale of Alcohol Temporary Daily License All users must purchase a one-day license via the University if alcohol is to be sold. It takes a minimum of fifteen working days prior to the event for the processing of necessary request letters to Alcoholic Beverage Control. Note: Campus departments cannot hold a license.
- Liability Insurance Off-campus groups must provide evidence of Liquor Liability in addition to General Liability Insurance if they desire to serve and/or sell alcoholic beverages at their events. If the group cannot provide evidence of these coverage's, a one day Special Events Liability Insurance policy is available for purchase through the Insurance Risk Management office.
(Refer to policy 700-60, "Sale, Serving, and Consumption of Alcoholic Beverages on Campus").
H. LIABILITY/INSURANCE Back To Top
The group or individual using University property accepts full responsibility for their event. This responsibility is not limited to, but shall include, fiscal responsibility for all charges and damages associated with the event.
- Insurance naming the Regents as additional insured and a signed Hold Harmless agreement is required for all off-campus groups regardless of the event or campus co-sponsorship. For an event to be co-sponsored, it must involve extensive department activity, not just pro forma sponsorship. A one day Special Events Insurance Policy is available for purchase through the Insurance Risk Management office. Allow ten working days for the processing of the Special Event Insurance Policy. Limits of liability are determined on a case-by-case basis and are dependent upon the amount of risk associated with the activity, program, etc.
- Campus departments and programs are covered under the Regents of the University of California. Non-University participants of a campus department program may be required to provide an evidence of insurance. Depending on the event, student clubs/organizations may be required to provide insurance coverage for special events. A one day Special Events Insurance Policy is available for purchase through the Insurance Risk Management office.
- All exceptions to the insurance requirements are made by the Campus Risk Coordinator.
(Refer to "Insurance and Scheduling Guidelines for Use of University Facilities, Section 1").
I. SECURITY
The number of security personnel needed varies with the event scheduled and is to be determined by the University Police Department. All Public Safety Department services will be billed directly to the user. (Policy Determined by UCR Police Department).
J. OFF CAMPUS PERFORMERS Back To Top
The following conditions apply to any non-academic special event involving off-campus performers including speakers, bands, cultural performances, etc., using any indoor or outdoor campus facilities. A contract which is available in the Student Life and Leadership Office must be finalized at least two weeks before the event. No publicity or final room reservation can occur before a signed contract is fully completed and presented to the appropriate facility, i.e., Office of the Commons, PE, Theatre or Recreation Center.
Academic events which are a class activity or seminar sponsored by an academic department are excluded.
K. STEWARDS
A minimum of one steward is required for events scheduled in the Commons Main/North Lounge, or in the Cafeteria if the function is scheduled for any time other than the regular hours of operation, or if the function causes the facility to be closed to the public during its regular hours of operation. The number of stewards required may vary depending on the nature of the event scheduled. The Non-Academic Scheduling Office will bill for stewards used in the Commons Main/North Lounge. Commons Dining Services will bill for stewards used in the Cafeteria.
L. FOOD & CATERING Back To Top
The Commons Dining Service has exclusive catering rights within the Commons facilities (including adjacent patios). Student groups are allowed to bring campus-approved caterers into these (Commons) facilities on a case by case basis.
1. Food Permits:
Users preparing food to give away or sell to the public must have a food permit approved by Environmental Health and Safety. Food Permit Applications are available at the Non-Academic Scheduling Office and require two weeks for processing. Cost of permit is $10.00 payable to Environmental Health and Safety. (Policy determined by Environmental Health & Safety).
2. Potlucks & Snacks In Conference Rooms
Student organizations may have potlucks and snacks in the Commons Terrace Rooms and International Lounge as long as the food service is for the organization members. Student groups are allowed to bring campus-approved caterers into these (Commons) facilities on a case by case basis. The user must clean up the room, which includes emptying trash cans and disposing of trash in bins behind the Food Service dock area, washing off tables and vacuuming floor. Failure to clean up the room after a potluck or snack will result in a charge. (Policy determined by Environmental Health and Safety and the Non-Academic Scheduling Office).
M. DANCES Back To Top
Dances are governed by the Campus Dance Policy and must be scheduled through the Non-Academic Scheduling Office at least 3 weeks in advance and are limited to UCR students and guests. All dances must have a certificate of insurance naming the Regents as additionally insured on file for no less than $500,000 per occurrence. The number of security officers will be determined by the Assistant Chief of Police. There can be no off-campus advertising (i.e., newspaper, posters or radio announcements). Insurance requirement policy determined by Campus Risk Manager.
1. Dances in Commons Main Lounge
a. Dances may be held in the Commons Main Lounge. Dances will be approved on a case by case basis by the Commons Manager.
b. All entrance doors must be locked except one side of the Commons Main Desk entrance and the door at the North Lounge. The light at the Main Desk and rest rooms must be left on.
c. Dances generally end by 12 midnight. Clean up must be completed by the sponsoring group by 1 a.m. Dances extending beyond midnight will result in an overtime charge for steward and additional charges for facility reset.
d. A minimum of two stewards are required.
2. Dances in the Cafeteria
a. Dances may be held in the Cafeteria with Dining Service's approval.
b. A minimum of one steward is required.
N. PHYSICAL PLANT SERVICES Back To Top
The Non-Academic Scheduling Office will complete request forms (C&R's) for use of Physical Plant's services for student groups and off campus users. Payment in full for these services will be required up front before a C&R is forwarded to Physical Plant from student organizations and off-campus users. The Non-Academic Scheduling Office will complete C&R's for campus departments when it is necessary so that equipment delivery can be coordinated with other on-going events. All C&R's for events held in the Cafeteria must be submitted through Dining Services. The Non-Academic Scheduling Office will request the department to process a on-line C&R to Physical Plant when it is necessary. (Policies determined by Physical Plant Department).
O. MEDIA RESOURCES SERVICES
Advance arrangements must be made for any use of equipment installed in classrooms. Please contact Media Services at B221 Sproul Hall or 787-3041. Information about equipment available can be found at: http://mediaresources.ucr.edu/mshome.html
(Policies determined by Media Resources Department).
P. CUSTODIAL SERVICES
- Any event with an estimated total attendance of 100 or more is required to have additional custodial services provided by Physical Plant and paid for by the facility user.
- The Non-Academic Scheduling Office will determine if an event with an estimated attendance of less than 100 will require additional custodial services to be provided by Physical Plant or Commons personnel. An hourly maintenance charge will be assessed.
- Clean-up of trash, decorations, etc, is the responsibility of the user. Trash bags should be disposed of in the bin at the rear of the Commons Cafeteria.
Q. VENDORS Back To Top
Non-UCR vendors may be allowed to sell appropriate products on Campus according to the following conditions:
- A registered UCR organization or department must sponsor vendors. All student organizations and departments are limited to sponsoring two (2) vendor days per quarter with one (1) vendor on any given day.
- Vendors are scheduled through the Commons Scheduling Office, which includes a clearance by the UCR Bookstore Manager.
- Permission to use external company names and logos shall be filed with the Commons Scheduling Office.
- The use of the University of California, or University of California, Riverside, name and/or seal requires special permission from the UCR Bookstore Manager.
- Vendors are limited to six (6) days (all or portion of) per quarter. Inclement weather days may be excluded.
- No solicitation for credit cards allowed on campus.
- Vendors' hours begin at 8:00 am. and must clean up no later than 5:00 pm.
- Vendors must possess a City of Riverside business license and pay sales tax as required by law.
- Vendors must follow University regulations when driving on campus. Vehicles are not permitted to drive beyond the Bell Tower under any circumstances. Parking permits are to be obtained at the kiosk on West Campus Drive. Parking and driving on any grass area is prohibited.
- Vendors are limited to one 12 x 12 ft. area.
- Vendors may not use sound amplification.
- The distribution or sale of prepared food by vendors is not permitted.
- Any damage to University property will be charged to the vendor.
- In-kind donations to the sponsoring group (i.e., free classes, free testing, pizza party, etc.) may not be accepted in lieu of required payment.
- Proof of insurance must be submitted to the Non-Academic Scheduling Office in the Commons prior to the student or department submitting a reservation request for the vendor. The insurance must name the UC Regents of California as additional insured for no less than $1,000,000 (one million) per occurrence. All request for exceptions are made by the Campus Risk Coordinator.
- All vendors must pay a minimum per day of $150 to the sponsoring organization and $35 to Student Life and Leadership prior to confirmation of the reservation request. Checks must be presented to Student Life and Leadership prior to confirmation of space. Two separate checks must be made: Check 1 $35 made payable to Regents, U.C. Check 2 Minimum of $150 made payable to the sponsoring organization. Student Life and Leadership will not accept a check made out to an individual.
- Vendor failure to cancel or show by noon on specified date shall forfeit all fees (Student Life & Leadership and sponsoring organizations).
- Vendors must post the approval sign provided by Student Life when the fees are paid. This sign must be clearly posted at the vendor site.
- Vendors are to be advised PRIOR TO SETUP they are to come to the Non-Academic Scheduling office located in the Commons and sign a "Hold Harmless" agreement.
18. Market Day is excluded from these conditions
(Refer to Policies Applying to Campus Activities, Organizations and Students, Page 7, Section 42.30).
Bell Tower Walkway Guidelines
- Only student information tables may be set up on the West Bell Tower Walkway with out space reservations (Only when walkways are available). However, space reservations must be made at least 3 days in advance for space involving sales, sound, risk, or gatherings over 25 people at one time. Those without reservations may set up in the open area (there are no spaces available on Market Day, Activities Faire Day and International Food Faire Day).
- All vendors must reserve a space at least 5 days in advance and set up on East Bell Tower Walkway.
- Commons tables are available on a first come, first serve basis to student organizations and Departments. Departments sponsoring a vendor/visitor must come to the Commons Main Desk to pick up a table for their vendor or guest. Each organization and department is limited to one table.
- Any group serving food must be located in the reserved area, after having made a reservation at least two weeks in advance. Food permits must be displayed during the event by taping them on the corner of a table.
- All litter must be removed from the area in which your group is located and from any tables borrowed from the Commons.
- No group shall infringe upon any surrounding activity.
- Borrowed tables must be returned on the same day or a $5/day late fee will be imposed. The current replacement cost of the table will be added after 7 days.
- Any violation of these guidelines may result in a loss of scheduling privileges.
- Only student organizations and campus department information tables may be set up on the West Bell Tower Walkway.
II. SCHEDULING PROCEDURES Back To Top
A. Non-Academic Scheduling: All users of facilities in the Commons, Watkins 1000, Academic Rooms (for non-academic use) and all other spaces reserved through the Non-Academic Scheduling Office must be scheduled in advance through the Non-Academic Scheduling Office located at the Office of the Commons. Users must fill out an on-line application and as applicable, pay for use of space, sign hold harmless agreement and provide insurance, before space will be confirmed. A REQUEST IS NOT A CONFIRMATION OF A ROOM ASSIGNMENT.
1. Advance Scheduling - Commons
Student organizations may begin scheduling only Commons facilities (excluding the Cafeteria) on the first day of Spring break for Summer and Fall quarter. Student organizations may begin scheduling only Commons facilities (excluding the Cafeteria) on the first Monday after commencement for Winter and Spring Quarter.
Departments may begin scheduling (excluding the Cafeteria) on the first day of instruction for the following quarter. Scheduling will begin for fall quarter on first day of summer session. Student organizations are limited to a total of (6) room hours per week excluding weekends, special programs and conferences. Requests for waiver of these policies to be reviewed by the Commons Board of Governors. Two individuals may be listed as authorized names to schedule events. For student organizations, this must be a current club member. For departments, it must be a current staff or faculty member.
2. Scheduling Academic Rooms
Classrooms will be assigned after the second week of each quarter. All space assigned in academic rooms for non-academic use is subject to bumping or reassignment. (Policy determined by the Academic Scheduling Department).
3. Cancellations, Changes, and No-Shows Back To Top
a. All cancellation and change requests must be completed with an on-line application at http://www.commons.ucr.edu.
b. Any student organization, department, or off campus user that cancels an event less than five days before the event date will be charged one-half of the hourly rental cost at the off campus user rate. Events cancelled three days or less before the event date will be charged the full hourly rental cost at the off campus user rate.
1. Additionally, any student organization, department or off campus user who cancels (5 days or less) more than three times in one quarter will result in losing scheduling privileges for ten consecutive weeks.
c. All departments who submit a change request will be charged a $5 change fee per room/location. Students Organizations are exempt from the change fee.
d. No-Shows: Any student organization, department, or off campus user who either does not use the space reserved or fails to cancel will be charged the full hourly rental cost of the off-campus user fee and after three times in one quarter will result in the loss of scheduling privileges for fifteen consecutive weeks.
4. Room Set Up/Reset Back To Top
a. There is a $20.00 fee per room for special set up/reset in the Terrace rooms. Only Commons personnel may remove and reset the moveable walls. Large set ups requiring more than an hour's time will be charged per hour rate for additional personnel needed for the set up.
b. Users should submit room set-up request via the online application for their desired set-up in Commons Main/North Lounge, International Lounges, Lower Level and the Commons Terrace Rooms when a room request is submitted.
c. Users should send room set-up request forms for their desired set-ups in the Commons Cafeteria to Dining Services (Cafeteria).
d. Dining Services will bill directly for any set ups in the Cafeteria.
B. THE COMMONS NORTH LOUNGE
The North Lounge used primarily as a study area for students.
C. CAFETERIA
- Contact Dining Services directly at 787-3684 for information and assistance in reserving the Cafeteria.
- The Cafeteria may be closed for Special Events at the Food Service Director's discretion. Contact Kipp Dougherty at 787-5620.
- The Cafeteria may not be used until after 4 p.m. for a performance or any other event during a time it is normally open for general use. Appeal to this policy may be forwarded to the Commons Board of Governors.
D. UNIVERSITY THEATRE
Contact Theatre Facilities Unit for scheduling, pricing and billing.
E. PHYSICAL EDUCATION FACILITIES
Contact the Physical Education Department for scheduling, pricing and billing.
F. SCHEDULING OF THE BELL TOWER AREA, SPEAKER'S MOUND, BOOKSTORE EAST PATIO AREA - AMPLIFIED SOUND
All activities planned for these areas must be scheduled through the Non-Academic Scheduling Office. Amplified speech/music is limited to:
- The Bell Tower and Speaker's Mound are for speech or music only. Simultaneous events (except Wednesday Nooners) may occur if they are not conflicting.
- Monday, Tuesday, Thursday, Friday, and Winter Quarter Wednesdays (Noon - 1:00 p.m. only): The sound level must be no higher than 80 decibels (C-weighting) at 50 ft from Bell Tower when speakers are pointed North and no higher than 70 decibels at 50 ft from Bell Tower when speakers point in any other direction.
- A student organization or department is limited to two amplified events per quarter.
- Wednesdays (Noon - 1:00 p.m. only): Fall and Spring Quarters limited to Student Life & Leadership "Nooners" and may involve loud amplification. No other conflicting amplified activities are allowed in this area.
- Bookstore East Patio & Commons Internal Courtyard is limited to non-amplified, non-disruptive music which may be scheduled through the Non-Academic Scheduling Office for Monday, Tuesday, Thursday, and Friday from Noon to 1 p.m. (Please refer to Section 40.40, (a) of Campus Policies Applying to campus Activities, Organizations and Students).
- Patio A & B in the Commons Main Lounge may be reserved by students groups after 5:00 p.m. Others may reserve these Patio's on a case by case basis.
(Please refer to Section 40.40, (a) of Campus Policies Applying to Campus Activities, Organizations and Students).
G. CONDITIONS AND RESTRICTIONS
- If it is determined by the Non-Academic Scheduling or Physical Plant Custodial and Grounds personnel, that a facility, or it's surrounding area, has not been straightened, trash has not been emptied properly and equipment has been defaced or broken, a clean-up/repair and replacement charge will be assessed to the user.
- The Non-Academic Scheduling Office and the University cannot accept responsibility for any items left in any University facility.
- Doors and hallways may not be blocked with chairs or other equipment.
- The use of candles, heating devices or flammable materials are prohibited in all University facilities.
- Smoking is prohibited in all University facilities.
- Food may not be prepared or cooked in any of the facilities.
- Tape, tacks, nails, etc, are not allowed on any glass or painted surface in any of the facilities.
- Food and drink are NOT permitted in any classroom, Watkins 1000, or the Theatre.
- Mylar, glitter or any items not easily cleaned are prohibited.
- Any event extending beyond 12 midnight will be assessed overtime charges.
- Violation of any of these Policies and Procedures may result in the loss of future use.
III. BILLING POLICY, PROCEDURE, AND FEE SCHEDULES Back To Top
A. Billing Policy And Procedures
- There is no rental charge to Student Services departments under the Vice Chancellor of Student Services & Enrollment Management, Student Service Division, or to departments funded by Registration Fees for primarily registered UCR student activities. Justification of how said event will service primarily UCR students will be required.
- Events inviting external users as participants or co-sponsors will be charged at the off campus rate.
- Events co-sponsored by campus departments not listed under the Vice Chancellor Student Services & Enrollment Management, Student Services Division, will be charged the on-campus rate.
- The Non-Academic Scheduling Office bills for rental of the Commons Terraces, the Main/North Lounge, International Lounge, Academic Rooms, Lower Level Meeting Rooms.
- The Commons Dining Service bills for rental of the Commons Cafeteria.
- All users will be subject to repair or replacement charge for any damage to equipment or facilities.
- Any appeals of this policy must be filed with the Commons Board of Governors before the event is scheduled.
- An administration fee of $5 will be charged for each day a reservation is made for campus space other than the Commons by campus departments, and $25 by off campus users. There is no fee to student organizations.
B. RENTAL FEES Back To Top
Registered UCR Student Groups (for UCR Student Activities) |
|
|
|
Per Hour |
Per Hour |
||
Cafeteria |
No Charge |
To be determined by Cafeteria |
|
Terrace Rooms (A-D) |
No Charge |
$10.00/room |
$30.00/room |
International Lounge |
No Charge |
$15.00 |
$45.00 |
LL Meeting Room I |
No Charge |
$10.00 |
$30.00 |
LL Meeting Room II |
No Charge |
$10.00 |
$30.00 |
Patio A |
No Charge |
$10.00 |
$30.00 |
Patio B |
No Charge |
$10.00 |
$30.00 |
Classrooms/Watkins 1000 |
No Charge | No Charge $5.00 Admin Fee |
$50.00 $25.00 Admin Fee |
Other Campus Locations |
No Charge |
To be determined by event |
To be determined by event |
| Administrative fee per facility for academic rooms and other campus locations. | $5.00 | $25.00 |
Commons Food Service has the right to waive any portion of the rental fee.
The Commons Main Lounge and the North Lounge is not normally reserved. See Commons Manager for availability and rental.
C. STEWARD FEES
Steward fees are billed at $10.50 per hour.
D. CHANGE FEE Back To Top
$5.00 Change Fee per room/location
E. CANCELLATION FEES
CHARGES FOR STUDENT ORGANIZATIONS, DEPARTMENTS, OFF CAMPUS USERS:
Any student organization, departments, or off campus user who cancels more than three times in one quarter or five times in two consecutive quarters will result in losing scheduling privileges for the two following quarters.
Any student and non-student clubs and organizations that cancel an event less than five days before the event date will be charged one-half of the hourly rental cost at the off campus user fee. Events cancelled three days or less before the event date will be charged the full hourly rental cost at the off campus user fee.
F. CLEAN UP FEE
$20.00/hour minimum cleaning fee
G. NON-USE FEE Back To Top
No-Shows: Any student organization, department, or off campus user who either does not use the space reserved or fails to cancel will be charged the full hourly rental cost of the off-campus user fee and after three times in one quarter, or five times in two consecutive quarters will result in the lost of scheduling privileges for the two following quarters.
Other Policy References
For related policies on arranging University special events, see:
700-60 Sale, Serving and Consumption of Alcoholic Beverages on Campus