University facilities may be used for non-academic functions when, in the University’s sole judgment, such use will serve purposes consistent with the University’s objectives and will not adversely affect the conduct of University business.  Facility requests are addressed on a first-come, first-serve basis. University shall review all facility use requests to assure that any proposed use complies with campus regulations. It is the responsibility of the User to ensure that any activity conducted during their event will comply with all University regulations and policies, as well as any federal, state and local statutes and regulations. The University reserves the right to prohibit any event that may involve potential risk of personal liability, property damage, community disruption or may otherwise be deemed to be contrary to the mission of the University. User may not indicate or imply University sponsorship or endorsement and may not use University name or logo without prior written approval from the University.

Marketing
Any publicity using the University name, logo, or likeness must be approved. Please contact 760-834-0800 or palmdesert@ucr.edu.

Non-Interference
Use of property, including sound amplification equipment, must not interfere with or inhibit other University functions.  Such use may be restricted by the University, at its sole discretion.

Use of University Facilities
Rentals - A responsible person must remain on the premises from the time the facility is opened to User until closed by a UCR Palm Desert representative unless User is otherwise instructed. Failure to meet opening and closing time agreements will result in a late penalty being accessed. All equipment, food, and decorations must be removed by closing time.

Parking at UCR Palm Desert
Parking rates at UCR Palm Desert are six dollars ($6.00) per car in Lot B and ten dollars ($10.00) per car in Lot A. User may purchase parking for its group by contacting Administration at (760) 834-0800. Alternatively, User can ask your guests to purchase their own parking through Parkmobile at <http://Parkmobile.com> or download the free Parkmobile app. When registering, a credit or Pay-Pal account is required on the day of the event. 

Zone numbers are a critical part of your transaction and must be recorded correctly in order for your parking session to be identified correctly by the parking enforcement officers. Palm Desert Zone number is 2470.

Please click on the following link for a map of our campus and directions to our campus: Parking Instructions and Directions

Payments for Rental Space
A fifty percent (50%) deposit must be received a minimum of two (2) weeks before the event to confirm your rental space. The balance of the invoice must be paid before or on the day of the event. University reserves the right to reassign rooms if necessary. Failure to pay the deposit amount two (2) weeks prior to the event will result in a cancellation. 

Catering Guidelines
Outside caterers must be UCR approved or must submit an insurance policy and signed hold harmless agreement. UCR Palm Desert Conference & Events Services will provide a list of approved vendors, if requested. All food and beverages are to be confined to the specified rental areas. UCR Palm Desert does not provide for any food and/or beverage services. Any food catering service by the User or by professional caterers must be approved by UCR Palm Desert in advance and are subject to the Facility Use Guidelines. It is the responsibility of the User to ensure that their food servers follow the Guidelines.

Alcohol Use and Sale Policy
This policy is applicable to all University properties and events and applies to Public Events and Closed Events held on and off premises.

General Conditions: 
Alcoholic beverages may be served, sold and consumed at approved public events only if the sponsor has obtained an approved Alcohol Permit Request Form (see UCR Alcohol Policy) Groups are encouraged to use vendors licensed to serve alcohol. Consumption of alcoholic beverages with a permit shall occur only in the approved enclosed or inside area specified on the Permit. Any exterior service areas must be clearly defined in the application for the permit. 

Monitoring and serving of alcohol shall be under the direct supervision of the event sponsor, using approved occasional servers, or approved insured caterers, or vendors. A list of approved caterers is available from the UCR Palm Desert Events. 

All campus organizations which sponsor events where alcohol is served, whether on or off-campus, are encouraged to implement an alcohol awareness program that encourages responsible decisions about the use and non-use of alcohol. 

Selling Alcohol 

The sale of alcoholic beverages is prohibited except pursuant to a valid license or permit issued by the California Department of Alcoholic Beverage Control. 

Exchanging any consideration for alcoholic beverage service constitutes a sale. "Consideration" includes money, tickets, tokens, or chits that have been issued in exchange for money or anything else of value. The imposition of a uniform per person admission charge for the event, however, does not constitute a sale, provided the admission ticket or other evidence of payment is not exchangeable for alcoholic beverages. 

All food service providers operating on the campus, and serving alcohol, shall be informed of the campus alcohol policy and available alcohol education and awareness programs, and expected to support implementation of applicable parts of this policy in their establishments. 

All food service providers licensed to sell alcohol in a University facility shall be required to have a system of server training. 

If Alcohol will be sold, all appropriate signatures must be obtained and a copy of license granted by ABC must be on file with the scheduling office prior to the event, and final approver must be obtained from the Vice Chancellor of Administration.

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.

Facility Use and Restrictions
UCR Palm Desert and its accompanying grounds are rented on an “as is” basis. UCR Palm Desert provides for the care and maintenance of the buildings and grounds but does not guarantee its condition on the day of rental. User may not undertake advance moving of furniture or fixtures; this is the responsibility of the UCR Palm Desert staff. User may not undertake physical alterations to the grounds without the expressed, written consent of UCR Palm Desert. All rental activity must be completed no later than 11:30 p.m. and everyone must exit the building by 12 midnight.

- The use of candles, heating devices or flammable materials is prohibited in all University facilities.

- Smoking is prohibited in all University facilities and grounds.

- 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.

- Mylar, glitter or any items not easily cleaned are prohibited.

- No bird seed, rice or confetti may be thrown inside or outside the building.

- Amplified music must be pre-approved by UCR Palm Desert.

Damages
The total cost of any facility damage, loss, repair or replacement will be the responsibility of the User.

Storage
UCR Palm Desert will not allow any storage of any materials, equipment, tools, or props for any customer. Items used for events or meetings must be brought on site day of meeting or event. If materials, equipment, tolls, or props are dropped off before event UCR Palm Desert will discard the items as UCR Palm Desert is not responsible for items and will not store items.

Security
University Police Department must be involved in the pre-planning and research of all special events held on the University campus, including all VIP visitors requiring security. Special event and VIP security are provided by utilizing University police officers specifically assigned to the event. Typical events requiring this service are athletic events, concerts, large dances/parties, high profile speakers or other events with potential significant community impact. The use of security, including staffing levels, is solely determined by University Police Department and, to ensure proper planning, requires notification, including the names and titles of any VIP visitors, at least three (3) weeks prior to any event. Failure to provide sufficient notice will increase security costs and, at the sole discretion of University, could result in the cancellation of your event.  Any costs incurred are the responsibility of User or User’s client needing these services. See Special Events Safety: <https://police.ucr.edu/information#hosting_an_event>.

UC Riverside is a Smoke/Tobacco-Free Campus 
As of January 2, 2014, the University of California is Tobacco-Free. Smoking, the use of smokeless tobacco products, e-cigarettes, and unregulated nicotine products are strictly prohibited. The University of California, Riverside is committed to providing students, faculty, staff and visitors with a smoke- and tobacco-free environment. Under the authority of California Government Code 7597.1, smoking and the use of all tobacco products, the use of smokeless tobacco products, and the use of unregulated nicotine products (e.g., "e-cigarettes") are prohibited anywhere on campus, which includes all interior buildings, outdoor areas, sidewalks, parking lots, and residential housing areas.

Cancellation Policy
If User cancels an event less than fourteen (14) days before the event date, User will be charged one-half of the User rate. Events cancelled three (3) days or less before the event will be charged the full User rate.  Any User who either does not use the space reserved or fails to cancel will be charged the full user rate.

User Insurance and Hold Harmless
User, at its sole cost and expense, shall insure its activities in connection with this Agreement and obtain, keep in force, and maintain insurance as follows:

Commercial Form General Liability Insurance (contractual liability included) with a limit of $1,000,000 per occurrence, $2,000,000 aggregate.

If the above insurance is written on a claims-made form, it shall continue for three years following termination of this Agreement.  The insurance shall have a retroactive date of placement prior to or coinciding with the effective date of this Agreement. 

It should be expressly understood, however, that the coverages required under this paragraph shall not in any way limit the liability of the User.            

The coverages referred to above shall be endorsed to include THE REGENTS OF THE UNIVERSITY OF CALIFORNIA as an Additional Insured.  Such a provision, however, shall only apply in proportion to and to the extent of the negligent acts or omissions of User its officers, agents, or employees. User, upon the execution of this Agreement, shall furnish University with Certificates of Insurance no later than two (2) weeks prior to the event date, evidencing compliance with all requirements.  Certificates shall further provide for thirty (30) days advance written notice to University of any modification, change, or cancellation of any of the above insurance coverages.

All exceptions to the insurance requirements or insurance waivers will be made solely by the University Risk Management office.

Force Majeure
Neither Party will be liable for delays due to causes beyond the Party’s control (including, but not restricted to, war, civil disturbances, earthquakes, fires, floods, epidemics, pandemics, quarantine restrictions, freight embargoes, and unusually severe weather).