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Administrative
Procedure
Subject:

1.0.

Number:

505

Effective

5/5/06

Supersedes: 12/16/92
Page:

1 of 21

USE OF FACILITIES AND EQUIPMENT

PURPOSE:
To establish the policies and procedures governing the use of University facilities,
equipment, and services.

2.0.

3.0.

ORGANIZATIONS AFFECTED:
2.1.

All University units, including auxiliary organizations.

2.2.

All recognized University affiliated organizations.

2.3.

Off-campus groups or individuals.

REFERENCES:
3.1.

California State University Policy Manual for Contracting and Procurement.

3.2.

Education Code, Sections 89035, 89036, 89048, 89700, 89721, 89721(g), 89046 and
89901.

3.3.

Office of the Chancellor Memoranda, BA 82-37.

3.4.

Office of the Chancellor Executive Order 669 – Leases.

3.5.

Office of the Chancellor Executive Order 849 – California State University Insurance
Requirements.

3.6.

Faculty Handbook, California State University, Los Angeles:
3.6.1. President's Directive Regarding the Use of State University Buildings and
Grounds.
3.6.2. Procedures for Scheduling the Use of Campus Facilities.
3.6.3. Policy for Public Expression Areas and Loud Sounds on Campus.
3.6.4. Visiting Speakers Policy.

Approved: ____________________________________________ Date: _______________________

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3.7.

Cal State L.A. Administrative Procedures, subjects:
3.7.1. Use of Alcoholic Beverages on Campus (019).
3.7.2. Use of University Buildings and Grounds (020).
3.7.3 Parking Regulations (402).

3.8.

4.0.

Collective Bargaining Agreements: Unit 1-Article 6 & 7; Units 2, 5, 7 & 9Article 5; Unit 3-Article 6; Unit 4-Article 8, Unit 6-Article 7; Unit 8-Article 5; as
detailed in the respective Article in the Agreement in effect at the time.

POLICY:
University Facilities
4.1.

Use--University facilities are provided primarily for the purpose of conducting
the instructional program, but may be used for events of an educational nature
and closely related to the mission of the University. Time, place, and manner
of non-instructional events and activities shall be determined by the University
in accordance with relevant statutes, policies and procedures.
Use of University facilities is normally granted in the following order:
4.1.1. The regular University instructional program and related administrative
activities.
4.1.2. The broad University academic program, e.g., drama and musical
programs, intercollegiate meets and activities, extended education
programs and other programs that are an integral part of the
instructional program.
4.1.3. Activities not directly related to the academic program, but sponsored
by University recognized organizations and intended primarily for a
campus audience.
4.1.4. Events concerned with professional, cultural, or recreational phases of
campus life.
4.1.5. University co-sponsored activities.
4.1.6. Activities sponsored by off-campus organizations.

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4.2.

Except where noted, these procedures apply to University facilities. The
University-Student Union, Luckman Fine Arts Complex, Golden Eagle
Building, Housing, and the Anna Bing Arnold Child Care Center have policies
and procedures that, while complementary to University policy, are separate.

The Harriet and Charles Luckman Fine Arts Complex
4.3.

Use--The Harriet and Charles Luckman Fine Arts Complex is a performing and
visual arts facility. The Complex scheduling priority is for the performing and
visual arts. Receptions in the Gallery are possible as long as there is no
conflict with the Luckman exhibition schedule. Receptions in the Gallery are
determined on a case-by-case basis depending on availability of the space,
staffing, and resources.
The Theatre is not available for graduation ceremonies, conferences,
conventions, or meetings. Exceptions to this policy are events of University
significance as determined by the President.
Use of the Luckman Complex is normally granted in the following order:
4.3.1. The Luckman’s regular performance season.
4.3.2. Rentals
4.3.3. Performing and visual arts events produced by the University.

5.0.

DEFINITIONS:
5.1.

Instructional Events - Any event that is part of or is directly related to the
curriculum of the University. Examples include: regularly scheduled classes,
practices and competitions for University athletic events, grant and sponsored
program activities, rehearsals and performances for University
musical/theatre/dance productions. Any activity that is not an instructional
event must be cleared through the Office of Public Affairs.

5.2.

Campus Organizations - All University departments and auxiliary
organizations, as well as University recognized faculty, staff, student, alumni,
and development/support organizations.

5.3.

Auxiliary Organizations - Any entity which operates a commercial service for
the benefit of California State University, Los Angeles on the campus or other
property of California State University, Los Angeles. Any entity whose
governing instrument provides in substance that its purpose is to promote and
assist California State University, Los Angeles, or to receive gifts, property and
funds to be used for the benefit of such campus or any person or

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organizations having an official relationship therewith; and any of its directors,
governors or trustees are either appointed or nominated by, or subject to,
approval of an official of California State University, Los Angeles, or selected,
ex-officio from membership of the student body or faculty or the administrative
staff of such campus (Education Code S 89901 (c) & (d)). Current recognized
auxiliary organizations are: the Cal State L.A. University Auxiliary Services,
Inc.; the University-Student Union; Associated Students, Inc.; and the CSULA
Foundation.
5.4.

Recognized Student Organizations - Those organizations whose names
appear on the roster published and maintained by the University-Student
Union’s Center for Student Development and Programs.

5.5.

Off-Campus Organization - Any outside group which holds a function on
campus that is not a campus organization.

5.6.

Event Sponsor - Any group or individual which holds a non-instructional
activity on campus. An event sponsor can be specified as a campus
organization, a recognized student organization, or an off-campus
organization.

5.7.

Calendar of Events - A computer-generated calendar of all non-instructional
activities scheduled on campus maintained by the Office of Public Affairs. The
calendar describes each event by date, start and end times, location, event
type and title, estimated attendance, and sponsor.

5.8.

Maintenance, Upkeep and Repair (MUR) - Fees charged to users for facilities
and/or equipment supplied by the University in connection with noninstructional activity or event. Revenues generated are deposited in a
University trust account and are expended for the maintenance, upkeep, and
repair of the facilities and equipment. MUR may be waived for co-sponsored
events as determined by the Vice President for Administration and Chief
Financial Officer.

5.9.

Facility Manager - Individual responsible for coordinating facility use and
reservations in a given area, and acting as a liaison to the Facilities Use
Coordinator. Facility managers will be appointed for the following areas:
Department of Kinesiology and Nutritional Science, Intercollegiate Athletics,
College of Arts and Letters, Housing Services, University-Student Union,
Luckman Fine Arts Complex, and University Auxiliary Services, Inc.

5.10. Facilities Use Coordinator - Individual in the Office of the Vice President for
Administration and Chief Financial Officer responsible for the coordination of
all requests by off-campus groups for use of University facilities. The Facilities
Use Coordinator is responsible for the preparation of the Lease by Campus

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President, securing a certificate of insurance, and other materials associated
with the use of University facilities.
5.11. Incremental Costs - Incremental costs are usually of a direct cost nature (e.g.,
labor, damage, etc.), resulting from the activity. They do not include any
element of fixed costs such as rent and MUR. These costs shall not be
waived.
5.12. Facilities Work Request Form - Form used to request services and equipment
from Facilities Services related to special events. Facilities Work Requests
must be approved by the academic or administrative department head
authorized to approve department expenditures. Departments will be billed via
chargeback. (Appendix 8.6.)
5.13. Public Safety Work Request Form - Form used to request Public Safety
services related to special events. Public Safety Work Requests must be
approved by the academic or administrative department head authorized to
approve department expenditures. Departments will be billed via chargeback.
(Appendix 8.7.)
5.14. Facilities Use Planning Committee - A group chaired by the Facilities Use
Coordinator and comprised of the appropriate facility manager(s), and a
representative from each of the following: University Police, Parking Services,
Office of Public Affairs, Facilities Services, Golden Eagle Hospitality,
Environmental Health and Safety, and Information Technology Services. This
group provides assistance with coordinating and planning non-instructional
activities.
5.15. University Facilities - For the purpose of this procedure, all buildings and
properties, except the University-Student Union building, the Golden Eagle
building, University Housing, the Luckman Fine Arts Complex and the Anna
Bing Arnold Child Care Center.
5.16. Public Expression Areas - Certain University facilities are designated as public
expression areas. Policies and procedures regarding use thereof are stated in
Administrative Procedure 020, Use of University Buildings and Grounds.
5.17. Co-sponsored Event - Events initiated and coordinated by University
departments or recognized student organizations. Outside entities involved
shall be required to sign a Lease by Campus President prepared by the
Facilities Use Coordinator and provide a certificate of insurance as detailed in
Section 9.01 of the Lease by Campus President (Appendix 8.4.).
5.18. Lease by Campus President - Lease required for all off-campus organizations
sponsoring or co-sponsoring non-instructional activities. (Appendix 8.4.)

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5.19. Chargeback - An interdepartmental charge issued for the cost of work or
services provided.
5.20. Temporary Food Facility Permit - Permit issued by the University
Environmental Health and Safety office to all on-campus and off-campus
organizations that request to sell or give food and/or food related items to the
general public. (Appendix 8.8.)
5.21. Student Filming - Filming by a current CSULA student to meet the
requirements of a CSULA class in which they are enrolled.
5.22. Facility Monitors - Under the supervision of the Facilities Use Coordinator the
facility monitors are positive attendance employees responsible for insuring
the safety and security of University facilities, their contents, and facility users
during special events.
5.23. Luckman Facility Manager - Under the supervision of the executive director, or
designee, the Luckman facility manager will act as liaison to the Facilities Use
Coordinator.
5.24. Labor Charges - Charges assessed for all labor costs incurred. An estimated
labor charge will be given to a group or individual prior to an event. Invoices
will reflect actual hours, wages, and benefits and other appropriate overhead
of each employee working an event.
5.25. Employee Organizations - Representatives of employee organizations may
use university facilities as outlined in the respective Collective Bargaining
Agreements.
5.26. Equipment Charges - Charges assessed for the use of equipment per the
Rates & Charges Schedule (Appendix 8.1.) These charges will not be made
to faculty, staff, and recognized campus organizations for any equipment
utilized, unless considered special or out of the ordinary, or if there is a fee
levied for any program that can be identified as an admission fee, registration
fee, or any other fee that might be construed as restricting access to any
program at which such equipment is used.
5.27. Tables and Chairs - Faculty, staff, and recognized campus organizations may
be charged the rental and labor cost (delivery, set-up, pick-up) for tables and
chairs when requested from Facilities Services. With the exception of student
organizations, all arrangements for tables will be made through the Facilities
Services Work Control Center on a first come, first serve basis, with five (5)
working days prior notice. Student organizations will make arrangements
through the University-Student Union Reservations Office. The areas normally

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scheduled for tables are the University-Student Union walkway, Salazar Hall
walkway, and the west walkway of King Hall. The main walkway between the
Golden Eagle Building and the Career Center may be reserved on a case-bycase basis, with the approval of the Facilities Use Coordinator.
5.28. Charges University facility rental, MUR, parking fees, labor charges, and
administrative fees shall be charged for all associated facilities and equipment
according to the Rates & Charges Schedule (Appendix 8.1.) authorized by
code and policy and reviewed and approved by the President. These charges
and rates are subject to change without prior notice.
5.29. Administrative Fee - A 7.5% fee, based on all costs which are invoiced, or $50,
whichever is greater, will be charged to all lease agreements.
5.30. Deposit - The University may require a deposit of up to 100% of the estimated
charges from individuals or groups requesting use of facilities or equipment.
6.0.

RESPONSIBILITIES
6.1.

The President will:
6.1.1. Approve a schedule of rental rates for the use of campus property as
required in SUAM Section 2710.04.
6.1.2. Delegate signature authority for the Lease by Campus President to the
Vice President for Administration and Chief Financial Officer or
designee.

6.2.

The Vice President for Administration and Chief Financial Officer or designee
will:
6.2.1. Review and submit recommended rates and charges to the President
for final approval.
6.2.2. Establish the required accounts and exercise oversight of expenditure
of revenues.
6.2.3. Assume final responsibility in authorizing or denying the use of facilities
by off-campus groups, and assessment of charges as appropriate.
6.2.4. Review and sign the Lease by Campus President on behalf of the
University.

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6.3.

The Office of Public Affairs will:
6.3.1. Schedule and maintain the Calendar of Events for non-instructional use
of facilities.
6.3.2. Review requests for use of University facilities for non-instructional
activities to determine suitability of the space requested and conformity
of the proposed event with University policy. Requests by off-campus
organizations for University facilities will, after approval, be referred to
the Facilities Use Coordinator. Requests by campus and student
organizations will, after approval, be referred to the appropriate facility
manager to reserve the desired facility.
6.3.3. Inform the Office of the President of any special or unusual
circumstances concerning special events.
6.3.4. Assign a department representative to attend Facilities Use Planning
Committee meetings to discuss a detailed plan with the sponsor of the
event.
6.3.5. Review requests for commercial filming/taping and/or still photography
in University facilities to determine suitability of the space requested
and conformity of the proposed event with University policy.
6.3.6. Coordinate press conferences and filming of University events and/or
programs by the news media.

6.4.

The Facilities Use Coordinator will:
6.4.1. Convene and chair the Facilities Use Planning Committee, as
necessary, to determine set-up requirements, fixed costs (rental and/or
MUR), incremental cost estimates (labor, supplies, etc.), and to make
special arrangements.
6.4.2. Prepare the Lease by Campus President for use of University facilities
and obtain appropriate signatures.
6.4.3. Collect and process deposits as required by the Lease by Campus
President.
6.4.4. Assist off-campus organizations with the coordination of all aspects of
event planning.

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6.4.5. Notify the Office of Public Affairs when an event sponsored by an offcampus organization has been confirmed or cancelled.
6.4.6. Notify appropriate offices of any special or unusual circumstances
concerning events sponsored by off-campus organizations.
6.4.7. Approve reservation requests for space on University walkways,
courtyards, and plazas in accordance with relevant statutes, policies
and procedures.
6.4.8. Enforce all scheduling deadlines in this procedure.
6.4.9.

Collect and process employee overtime associated with events.

6.4.10. Request invoicing of users following events sponsored by off-campus
organizations.
6.4.11. Maintain files pertaining to use of University facilities.
6.4.12. Hire, train, schedule, and maintain a pool of positive attendance
employees as facility monitors, to work special events.
6.5.

Facility Managers will:
6.5.1. Attend Facilities Use Planning Committee meetings to discuss a
detailed plan with the sponsor of the events scheduled in their
respective areas.
6.5.2. After approval by the Office of Public Affairs, respond to contacts from
campus event sponsors and reserve the requested facility.
6.5.3. Check the facility reservation schedule and reserve facilities at the
request of the Facilities Use Coordinator for events sponsored by offcampus organizations.
6.5.4. Notify the Facilities Use Planning Committee of events scheduled in
their respective facilities, particularly large events and events where
dignitaries or celebrities are expected.
6.5.5. When required, attend scheduled events to represent the University
and monitor use of facilities and equipment.
6.5.6. Obtain appropriate signatures and submit required documents, (i.e.,
chargebacks, overtime, etc.), to Facilities Use Coordinator within one
(1) week following the event.

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6.6.

Public Safety will:
6.6.1. Assign a department representative to attend Facilities Use Planning
Committee meetings to discuss a detailed plan with the sponsor of the
event, as required.
6.6.2. Provide security, parking, and/or crowd control as needed upon receipt
of Public Safety Work Request Form (Appendix 8.7.).
6.6.3. Submit appropriate documents for applicable charges for events
sponsored by off-campus groups to the Facilities Use Coordinator, and
for University events to the appropriate approving authority, within one
(1) week following an event.
6.6.4. Perform a risk assessment of each event to determine appropriate
staffing levels and assign personnel as required. The assessment will
take into account the type of event, profile of attendees, historical, or
any other relevant considerations.
6.6.5. Determine type of security necessary based on the type of event being
held. Some events will require high level security necessitating the
presence of police officers, parking enforcement, and student
assistants.
6.6.5.1. General Staffing Guidelines will involve:
Event Type

Police
Officers

Parking
Officers

Student
Assistants

Student dances
Athletic events
Concerts
Performing arts
Controversial activity
Student activities

1-2
0-4
4-All
0-4
3-All
4-All

0-3
0-3
1-3
0-3
0-2
0-3

5-6
0-10
All
0-10
2-5
4-6

6.6.6. Assess parking fees and select appropriate parking facilities.
6.6.7. Prepare parking passes for purchase by event sponsors.
6.7.

Environmental Health and Safety will:
6.7.1. Assign a department representative to attend Facilities Use Planning
Committee meetings to discuss a detailed plan with the sponsor of the
event, as required.

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6.7.2. Perform a risk assessment of each event and notify the fire marshal to
obtain necessary approvals.
6.7.3. Process Temporary Food Facility Permits (Appendix 8.8.), as
necessary.
6.8.

Information Technology Services will:
6.8.1. Assign a department representative to attend Facilities Use Planning
Committee meetings to discuss a detailed plan with the sponsor of the
event, as required.
6.8.2. Provide audio-visual equipment and/or technicians as needed.
6.8.3. Deliver equipment for events as requested.
6.8.4. Submit appropriate documents for applicable charges for events
sponsored by off-campus groups to the Facilities Use Coordinator, and
for University events to the appropriate approving authority within one
(1) week following an event.

6.9.

Facilities Services will:
6.9.1. Assign a department representative to attend Facilities Use Planning
Committee meetings to discuss a detailed plan with the sponsor of the
event, as required.
6.9.2. Provide equipment and/or services upon receipt of Facilities Work
Request Form (Appendix 8.6.).
6.9.3. Notify the individual making the request upon receipt of a Facilities
Work Request form, if set-up arrangements cannot be provided as
requested.
6.9.4. Submit appropriate documents for applicable charges to the Facilities
Use Coordinator within one (1) week following an event.

6.10. The University Scheduling Office will:
6.10.1. Confirm available instructional space for non-instructional use as
requested by the Facilities Use Coordinator or campus organizations.

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6.11. The Luckman Executive Director will:
6.11.1. Review and submit recommended Luckman rates and charges to
appropriate administrators for approval.
6.11.2 Establish the required accounts and exercise oversight of expenditure
or revenues for the Luckman.
6.11.3. Assume final responsibility in authorizing or denying use of Luckman
facilities.
6.11.4. Review and sign the Lease by Campus President on behalf of the
Luckman, and forward to the Vice President for Administration and
Chief Financial Officer for final approval.
6.12. The Luckman Administrative Office under the supervision of the Executive
Director or designee, will:
6.12.1.

Make arrangements for use of the Luckman based upon an
Application for Use of Facilities form. The Luckman associate
executive director, theatre manager, facility manager, ticket office
manager and other Luckman staff will meet to determine set-up
requirements, fixed costs, incremental cost estimates and all other
special needs.

6.12.2.

Prepare the Lease by Campus President for use of all Luckman
facilities.

6.12.3.

Prepare a memorandum of understanding for use of the Luckman
facilities by campus users and have it signed by the appropriate
administrator and Luckman executive director.

6.12.4.

Ensure that off-campus organizations renting Luckman facilities
have provided a certificate of insurance as detailed in section 9.01
of the Lease by Campus President (Appendix 8.4.).

6.12.5.

Assist off-campus organizations with the coordination of Luckman
events by contacting the Facilities Use Coordinator, University
Police, Parking Services, Environmental, Health & Safety, Facilities
Services and the Office of Public Affairs, when any special or
unusual services are required.

6.12.6.

Attend Facilities Use Planning Committee meeting when scope of
Luckman event necessitates.

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6.12.7.

Make sure all forms and required approvals are secured by the
appropriate on-campus offices in the event that food or alcohol
service is desired at a Luckman event.

6.12.8.

Notify the Office of Public Affairs when a Luckman event has been
contracted or canceled.

6.12.9.

Enforce all scheduling deadlines in this procedure for Luckman
events.

6.12.10. Collect and process all employee hours and overtime associated
with Luckman events.
6.12.11. Collect and immediately process all payments required of offcampus users of Luckman facilities including preparing and
delivering invoices.
6.12.12. Maintain all files pertaining to use of the Luckman facilities.
6.12.13. Hire, train, schedule, and maintain a pool of positive attendance
employees as crew, ushers, gallery attendants, reception managers,
and all other necessary employees to work events held at the
Luckman.
6.13. The University-Student Union Board of Directors will:
6.13.1. Periodically review the rates and charges schedule for UniversityStudent Union facilities, equipment, and services.
6.14. The University-Student Union Reservations Office will:
6.14.1. Accept reservation requests for University facilities from recognized
student organizations and send to the Facilities Use Coordinator for
approval.
6.14.2. Forward requests to the Office of Public Affairs for review as outlined
in Section 6.3.2.
6.14.3. Notify student organizations regarding status of request.
6.15. Golden Eagle Hospitality will:
6.15.1. Assign a department representative to attend Facilities Use Planning
Committee meetings to discuss a detailed plan with the sponsor of the
event, as required.

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6.15.2. Approve or deny requests by event sponsors to serve/sell food and/or
beverages using a caterer other than Golden Eagle Hospitality.
6.16. The Business Financial Services Office will:
6.16.1. Prepare and forward an invoice to the individual and/or organization
after receiving a listing of all charges incurred for the event from the
Facilities Use Coordinator.
6.16.2. Notify the Facilities Use Coordinator of invoices not paid within ninety
(90) days from date of invoice so Section 7.16. of this procedure may
be enforced.
6.17. Departments, individuals, and/or on-campus organizations requesting use of
University facilities will:
6.17.1. Contact the Office of Public Affairs prior to the event for review and
inclusion in the Calendar of Events, if appropriate. In order to
maintain a coordinated Calendar of Events for the campus, all
individuals and/or groups must notify the Office of Public Affairs of
non-instructional use of University facilities in accordance with the
following timeline.
ATTENDANCE
0 - 200
201 - 500
501 - 1000
1001 - 5000
5001 -- +

MINIMUM NOTICE
15 Working days
30 Working days
45 Working days
60 Working days
90 Working days

This timeline may be shortened only with the approval of the Office of
Public Affairs, Facilities Use Coordinator, University Police, Parking
Services, and Facilities Services, in total.
Exemptions--Programs which are a part of the normal instructional
activities held in regularly scheduled classrooms, as well as
department and faculty meetings, need not be cleared for inclusion in
the Calendar of Events.
6.17.2. Reserve desired facility(ies) by contacting the appropriate facility
manager.
Classrooms, Lecture Halls

Scheduling Office

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State Playhouse, Music Building, Arena
Theatre, Renegade Theatre, Dance Halls,
PE 128

College of Arts &
Letters

Gym, Stadium, Fields, Courts

Intercollegiate
Athletics

Swimming Pool, P.E. Activity Rooms

Kinesiology and
Nutritional
Science
Department

University-Student Union, Union Walkway,
Free Speech Area

Luckman Fine Arts Complex (Theatre,
Amphitheatre, Gallery, Street of the Arts,
Intimate Theatre)
Golden Eagle Building

Main Walkway, Greenlee Plaza, King Hall &
Salazar Hall Courtyards, Parking Lots

Housing Dorm Rooms, Housing Lounge

UniversityStudent Union
Reservations

Luckman Office
Golden Eagle
Hospitality

Facilities Use
Coordinator
Housing Services

6.17.3. Contact the Facilities Use Coordinator to request attendance at the
Facilities Use Planning Committee meeting, if necessary. If an event
is co-sponsored by an off-campus organization, a lease agreement
prepared by the Facilities Use Coordinator will need to be signed.
The off-campus organization will also need to provide a certificate of
insurance as detailed in Section 9.01 of the Lease by Campus
President (Appendix 8.4.).
6.17.4. Comply with all University, University-Student Union, and/or auxiliary
organizations policies and pay all accrued costs as invoiced.
6.17.5. Request audio-visual equipment from Information Technology
Services.

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6.17.6. Request services and equipment from Facilities Services by
submitting a Facilities Work Request Form.
6.17.7. Notify Public Safety of all University events and specify whether a
Request to Serve Alcoholic Beverages During an On-Campus Event
(Appendix 8.5.) has been submitted.
6.17.8. Submit Temporary Food Facility Permit (Appendix 8.8.) when food
and beverages will be served to the public by anyone other than
Golden Eagle Hospitality.
6.17.9. Reimburse all incremental costs through the appropriate service
provider, if applicable.
6.18. Student organizations must arrange for the use of University facilities through
the University-Student Union Reservations Office.
6.19. Students filming on campus as part of a class project will contact the Office of
Public Affairs and the appropriate service providers and facility managers.
6.20. Off -campus groups will:
6.20.1. Contact the Office of Public Affairs.
6.20.2. Fill out the Event Reservation and Registration Form for Off-Campus
Groups (Appendix 8.9.) and submit to the Facilities Use Coordinator.
6.20.3. Attend Facilities Use Planning Committee meetings, if necessary.
6.20.4. Sign the Lease by Campus President prepared by the Facilities Use
Coordinator.
6.20.5. Provide deposit as required in the Lease by Campus President.
6.20.6. Provide a certificate of insurance, as detailed in Section 9.01 of the
Lease by Campus President (Appendix 8.4.), to the Facilities Use
Coordinator.
6.20.7. Abide by all terms and conditions as written in the Lease by Campus
President.
6.20.8. Pay balance due within thirty (30) days upon receipt of invoice.

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7.0

PROCEDURES:
7.1.

Individuals, campus organizations, departments, auxiliaries, recognized
student organizations, and off-campus organizations shall contact the Office of
Public Affairs to request use of University facilities for non-instructional
activities. After approval, campus organizations are referred to the appropriate
facility manager and off-campus organizations are referred to the Facilities
Use Coordinator.

7.2.

Individuals or groups wishing to serve alcoholic beverages must submit a
Request to Serve Alcoholic Beverages Form (Appendix 8.5.). This form also
can be found in the Office of the Associate Vice President for Administration
and Finance/Financial Services. Administrative Procedure 019 (Use of
Alcoholic Beverages on Campus) must be adhered to at all times. The
University reserves the right to remove any person or persons from the
premises for violation of this policy.

7.3.

The Facilities Use Coordinator will:
7.3.1. After approval by the Office of Public Affairs, send an Event
Reservation and Registration Form for Off-Campus Groups (Appendix
8.9.) to the off-campus organization.
7.3.2. Advise off-campus organizations of the feasibility of reserving the
facility for the date and time requested and take available details.
7.3.3. Convene a Facilities Use Planning Committee meeting to discuss a
detailed plan with the event sponsor and secure cost estimates and
required approvals.
7.3.4. Request, from all off-campus organizations, a certificate of insurance
detailed in Section 9.01 of the Lease by Campus President (Appendix
8.4.). The certificate must be provided prior to the event.
7.3.5. Prepare the Lease by Campus President for use of University facilities
by off-campus organizations and obtain appropriate signatures. All
appropriate areas will be informed of signed lease.
7.3.6. Notify the Office of Public Affairs when an event sponsored by an offcampus organization has been confirmed or cancelled.
7.3.7. Notify Public Safety of all university facility use by off-campus
organizations.

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7.4.

The responsible facility manager or designee will attend events, as required,
and be responsible for determining and enforcing the stipulations of all
agreements.

7.5.

Following the event, the responsible facility manager will submit, if necessary,
to the Facilities Use Coordinator within one (1) week a report detailing any
damage or misuse and any charges to be assessed.

7.6.

For events sponsored or co-sponsored by on-campus departments:
7.6.1. Facility managers and/or responsible personnel from Public Safety,
Information Technology Services, Facilities Services will process
overtime under their normal departmental procedures.
7.6.2. The sponsoring department will submit a Facilities Work Request form
(Appendix 8.6.) and Public Safety Work Request form (Appendix 8.7.)
to determine estimated public safety and facilities services and
equipment costs associated with the event. Once costs have been
determined Work Request forms must be approved by the academic or
administrative department head authorized to approve department
expenditures. Departments will be billed via chargeback.
7.6.3. The sponsoring department will provide appropriate staffing for the
event.

7.7.

For events sponsored by other than on-campus departments:
7.7.1. Facility managers and/or responsible personnel, as listed in 7.5.1., will
submit to the Facilities Use Coordinator overtime incurred by University
employees associated with an event for processing within one (1) week
following the event.
7.7.2. Upon receipt of event charges, the Facilities Use Coordinator will
submit to the Business Financial Services office, a listing of all charges
incurred for the event.
7.7.3. The Business Financial Services office will prepare and forward an
invoice to the individual and/or organization.

7.8.

Monies derived from rental of University facilities are deposited in a University
Trust Fund. Fees for maintenance, upkeep, and repair (MUR) are assessed
against all non-instructional events scheduled in University facilities. Funds
are carried forward in order to replace and refurbish facilities and equipment in
accordance with the approved expenditure plan.

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7.9.

The Business Financial Services office will notify the Facilities Use
Coordinator of invoices not paid within ninety (90) days from date of invoice in
order to enforce Section 7.16. of this document.

7.10. Charges will be assessed for any damage that has occurred in relation to an
event.
7.11. Cancellation of a facility rental by the lessee must be communicated in writing
to, and received by, the Facilities Use Coordinator a minimum of seven (7)
calendar days prior to the scheduled beginning of the event. The lessee
assumes financial responsibility for any labor and/or direct costs accrued as a
result of a scheduled event prior to the cancellation of that event.
Reservations cancelled after the established deadline will be assessed a
cancellation fee of 30% of the charges apportioned to that use
7.12. Separate rates and charges schedules have been developed for users of
other than university facilities.
7.12.1. University-Student Union facilities and equipment rates and charges
are available in the University-Student Union Reservations Office
(See University-Student Union Facilities and Capacities Chart,
Appendix 8.2.). The University-Student Union Board of Directors
establishes rates for the University-Student Union facilities.
7.12.2. University Auxiliary Services, Inc. facilities and equipment rates and
charges are available by contacting Golden Eagle Hospitality directly.
7.12.3. University Housing facilities and equipment rates and charges are
available by contacting University Housing directly.
7.13. Individuals or groups using University facilities, the University-Student Union,
University Housing, the Golden Eagle Building, the Luckman Fine Arts
Complex, or the Anna Bing Arnold Child Care Center must adhere to the
respective policies regarding the use of each of those facilities.
7.14. Approval for the use of University facilities is subject to the availability and
suitability of the space requested and conformity of the proposed event with
University policy.
7.15. The University reserves the right to rescind space previously confirmed. Only
in extreme instances and after every effort has been made to accommodate
the requesting party will any confirmation of space be rescinded.

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7.16. Prior event charges that are unpaid must be paid in full before any subsequent
request for facilities by the same group will be approved.
7.17. Scheduling of the Luckman Theatre, Intimate Theatre, and Gallery--All
individuals, groups and organizations must arrange for rental through the
administrative office of the Luckman Fine Arts Complex.
7.17.1 In all cases of Luckman facility rental an Application For Use of
Facilities (Appendix 8.3.) must be completed.
7.17.2. The lessee is required to complete and sign the Lease by Campus
President (Appendix 8.4. & 8.4.2.), submit a technical rider and a
Certificate of Insurance listing the University as additional insured.
7.17.3. All individuals, groups, and organizations must adhere to University
policies regarding the use of the Luckman Complex (Appendix 8.3.).
7.17.4. Approval for the use of the Luckman facilities, other than for
exceptions stated in Section 4.11., is at the discretion of the
Luckman’s Executive Director and is subject to availability and
conformity of the proposed event with University policy.
7.17.5. Charges for the rental of the Luckman, including rates for rental of
equipment, are specified in the Lease by Campus President. These
charges and rates are subject to change without prior notice.
7.17.6. Cancellation of a Luckman rental event by the lessee must be in
accordance with the cancellation policy as specified in the Lease by
Campus President.
8.0.

APPENDICES:
8.1.

8.2.

Rates and Charges Schedule for University Facilities, Equipment, and
Services (Subject to Change).
University-Student Union Facilities Fees and Capacities Chart (Subject to
Change).

8.3.

The Harriet & Charles Luckman Fine Arts Complex Rental Packet (Subject to
Change).

8.4.

Lease by Campus President.
8.4.1. Special Provisions for University Facilities.

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8.4.2. Special Provisions for Luckman Fine Arts Complex.
8.5.

Request to Serve Alcoholic Beverages.

8.6.

Facilities Work Request Form.

8.7.

Public Safety Work Request Form.

8.8.

Temporary Food Facility Permit.

8.9.

Event Reservation and Registration Form for Off-Campus Groups.

8.10. Facility/Property Use Request.