Off Campus Procedures

CSUSB Non-affiliated Space Reservation Procedures (as of 7.1.2023)

PURPOSE

These procedures work in accordance with the following CSUSB Policies:

University Event Policy

Speech and Advocacy Policy

Alcohol and Other Drug Policy

PROCEDURES

1. State facilities may be used only through a written, contractual lease, license, or use agreement from the university. The university does not accept any costs or liability arising from the activities associated with the event. The lease form shall conform to the specific requirements of the State University Administrative Manual.
2. Responsibilities of the requestor:
   1. The requester of the space is designated as the one who will be held accountable for adhering to all university policies, the safety of the persons attending the event, and the preservation of the facility.
   2. The requestor shall be held responsible for any and all damages to university property. Failure to pay scheduled fees or damages may result in the immediate loss of scheduling privileges.
   3. No organization or person may reserve space on behalf of another organization or person. Organizations may not sell, sublease, or transfer reservations to another individual or organization. The requestor reserving the space must be the primary organizer and user of the space for the event.
3. Non-affiliated organizations or people may request space up to 9 months prior to their meeting/event.  All facilities must be scheduled in advance as follows:
   1. Low Risk: general meetings, campus community member only, standard room set-ups, etc., a minimum of 10 working days prior to the meeting
   2. Medium Risk: meetings open to the public, events with food, small public events (less than 100), etc., a minimum of 20 working days prior to the event
   3. High Risk: Conferences, carnivals, concerts, Festivals, 5k’s, etc., a minimum of 60 working days prior to the event
4. Non-affiliated organizations or people can request space submitting the following forms:

• Facility Lease Agreement Request
• General Release of Liability Waiver
• Hold Harmless Agreement (this form is a pdf and will need to be emailed to events@csusb.edu)
• Activities involving minors will require additional steps/data, please inform Special Events and Guest Services to begin the progress if your program will engage minors.

5. All non-affiliated related events must be protected with a certificate of insurance. Comprehensive or commercial insurance coverage will be required of users not covered by the University's insurance coverage.

Outlines minimum requirements for general liability, business automobile liability, Worker’s Compensation, and professional liability insurance.

Insurance Requirements:

Vendor/Contractor shall maintain, or cause to be maintained, for not less than the duration of the contract between Vendor/Contractor and University, at least the following types and amounts of insurance for claims which may arise from or in connection with services or products provided.

General Liability: comprehensive or commercial form minimum limits each Occurrence $2,000,000, General Aggregate $4,000,000

Business Automobile Liability: minimum limits or Owned, Scheduled, Non-Owned, or Hire Automobiles with a combine single limit of not less than $1,000,000 per occurrence.

Worker’s Compensation: evidence of coverage as required under California Law

Professional Liability: evidence of coverage when applicable.

Once our office has received and verified that the requirements have been met per the certificate of insurance a purchase order shall be issued. The vendor/contractor agrees that no work or services shall be performed prior to the issuance of the purchase order.

Insurance shall be placed with insurers with a current A.M. Best’s rating of no less than A:VII.

Certificate Holder:

CSU, San Bernardino
Attn: Risk Management
5500 University Parkway
San Bernardino, CA  92407

The general liability and automobile liability policies are to include additional insured endorsements that contain the following provisions:

The State of California; the Trustees of the California State University; California State University, San Bernardino; and their officers, agents, volunteers and employees are to be included as additional insured with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the vendor/contractor; and with respect to liability arising out of work or operations performed by or on behalf of the Vendor/contractor including materials, parts or equipment furnished in connection with such work or operations, General liability coverage is to be provided in an endorsement to the vendor/contractor's insurance, or as a separate owner's policy.

For any claims related to any project, the vendor/contractor's insurance coverage shall be primary insurance as respects the Campus, its trustees, officers, employees, representatives and volunteers. Any insurance or self-insurance maintained by the Campus, its trustees, officers, employees, or volunteers shall be excess of the vendor/contractor's insurance and shall not contribute with it.

Each insurance policy required by this clause shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the Campus.

All rights of subrogation under the insurance policies have been waived against the Campus.

If you have any questions, please contact Risk Management at (909) 537-3937 or email riskmanagement@csusb.edu.

5. After the form is completed and submitted, Special Events will evaluate the availability of your request.  Please note that this process will take longer if:
   1. Food is being served/sold at your event
   2. Additional/specialized equipment is necessary
   3. Risk Assessment is necessary
   4. Additional meetings are required to review event details
6. After all of the details of the event have been reviewed and all of the required paperwork has been submitted, Special Events will email a confirmation or contract with all of the event details and the associated fees to the requestor.   The reservation process is completed only when the requestor has received a written confirmation of the request from Special Events.  By this confirmation you have agreed to our lease agreement terms and conditions. 

CANCELLATION OR CHANGES TO RESERVED SPACES

1. Cancellations must be made accordingly:
   1. Meetings must be cancelled no later than two (2) business days prior to the meeting
   2. Minor and Major Events must be cancelled no later than ten (10) business days prior to the event
2. Charges accrued to date will be assessed for cancelled functions when any costs have been incurred prior to the notice of cancellation.
3. Failure to cancel reserved space in a timely manner may result in the assessment of additional charges. Chronic failure to relinquish unused space may result in the loss of scheduling privileges.
4. Changes in reservations which incur costs to the university will result in the assessment of additional charges.

DAMAGES AND DESTROYED PROPERTIES

The sponsoring group shall be held responsible for any and all damages to university property caused by their event. Failure to pay scheduled fees or damages, or failure to comply with this policy of responsible supervision may result in the immediate loss of scheduling privileges.

RESASSIGNMENT OF SPACE

Reassignment of space may be necessary occasionally to accommodate priority university programs or campus construction. Requestors will be notified by Special Events.  

ALCOHOLIC BEVERAGES

The consumption of alcoholic beverages is strictly controlled by the CSUSB's Alcohol and Other Drug policy. All uses of alcoholic beverages on campus must comply with this policy.