Campus Hosted + Sponsored Events

CAMPUS HOSTED/SPONSORED EVENTS consist of events that are being hosted by Internal Users in coordination with external groups as part of recruitment or community engagement and/or collaboration efforts. Although the University maintains a relationship with the community or outside organization, hosted events are not University events. The University may derive some benefit from holding the event on campus or from affiliation with the organization associated with the event, but the organization, and not the University, is primarily responsible for determining the content, agenda, logistical arrangements, and costs for the event.

University sponsored events must comply with the following:

  • Event has been approved by the appropriate Vice President or by the Dean of the college having jurisdiction over the sponsoring unit, or by another authorized official. 

  • Department is required to complete a University Hosting Agreement.

  • These events require a facility lease contract and event liability insurance. 

  • If the external organization/association doesn’t pay their invoice (if applicable), the hosting department is therefore responsible for any outstanding payments.

Examples of University hosted/sponsored events include departments hosting conferences for “academic society”,  hosting youth camps such as Sticks & Lacrosse, and NAS youth volleyball camp in partnership with MCC.

**CO-SPONSORED EVENTS are not permitted and will be considered external events.**

Planning Steps

Designated Campus Host Responsibilities: 

  • Must be present and available during the event in its entirety. (This person would be responsible for any others that are then assuming this role during the event.)

  • Point of Contact (POC) for any questions or issues that arise during the event (including planning and follow up post-event); person designated to call for additional campus support in case of emergency such as UPD, FM, etc. This includes providing a phone number for contact in case of emergencies with a guaranteed response time of no less than 20 minutes.

  • Identifying space needs and submitting requests to CES using the Campus Hosted/Sponsored Worksheet CES will then submit the 25 Live Reservations on your behalf. Prior to any advertising or publicity of such event, you must receive approval and confirmation of requested space use from CES.

  • Working with CES on external lease agreement; application, quote and final agreement in place, if applicable.

  • Coordinating and overseeing that space is set up to requestors needs.

  • Ensuring facilities are open and available during the event; requesting keycards for access at least 5 working days prior to event if needed and that space is secured at the end of reserved time.

  • Ensuring use is limited to reserved time.

  • Coordinating any other special needs or requests for the event such as audio/visual equipment, ensuring personnel operating equipment receives appropriate training to operate (hy-flex, etc).

  • Overseeing that campus policies and procedures are being appropriately adhered to for the facility use at all times.

  • Ensuring that requirements for any overnight events in housing are met.

  • If hosting Minors under the age of 18 that are not matriculated Students, please contact Risk Management for more information.

Forms

Campus Hosted/Sponsored Event Worksheet

Hosted/Sponsored Application for Lease

Designated Hosting Agreement

Event Exception Form

Facility Fee Waiver Form

Links

25Live
Wifi Access Request
Key Order
Parking

Important Policies and Guidelines

*Facility Fee Waiver Guidelines
*Scheduling Facilities Outside Building Open Hours or during Holiday or Campus Closure
*Facility Use Charges Applicable
*Facility Fee Definitions
*Hosting Guidelines for University Facilities
*Community Use of University Resources
*Facility Use Category Definitions
*Event Information and Planning
Zero Waste Events

Campus Hosted/Sponsored Event Costs

All Events including Internal University, Hosted/Sponsored and External will be responsible for additional direct costs above and beyond baseline services as well additional equipment, services, or labor as required by the facility or requested by the user.

Additional direct costs above baseline services may include, but are not limited to labor, equipment, and services, as required by the facility or requested by the use; for example:

  • Custom setup (ex. round table layout in Goodwin Forum $160 fee)
  • Additional support labor (ex. set up/take down outside of standard space configurations and/or assistance setting up rented furniture items such as tables and chairs/tents - labor to be reimbursed, 2 hr. min ($50)
  • Equipment fees (ex. request for additional tables/chairs or audio-visual equipment to be brought into space)
  • Stage 8'x8' or 8'x16 ($150 rental fee includes labor to install and take down)
  • Floor covering ($1,000 fee includes labor to install gymnasium or stage floor coverings as required by facility)
  • Security and/or parking services - labor costs to be reimbursed
  • Hosting and/or technical support (ex. any event in JVD requires theatre technical staff be present - labor costs to be reimbursed)
  • Additional support services above baseline or outside of normal business hours such as refuse&recycling, grounds, custodial, distribution, and access/locksmith (ex. Any event that requires an additional custodian for a large scale event)
  • Fire marshal application fees ($250 fee for external and hosted/sponsored events)
  • Damages and Excessive cleaning.
  • All events may be subject to service fees such as cancellation fees for reimbursement of services and labor incurred prior to the cancellation notice,

Internal users will only be billed for facility use charges and direct costs that total $100 or more combined per event.

FAQ

What is the benefit of my department hosting vs. designating this event as an external event and having CES host?

Your department hosting the event will save you money on hosting fees, if your event is designated as external you would have to pay for a CES event host to be present at your event the entire time to provide access to spaces and other necessary activities that you and your department will probably already be doing. Designating your event as campus-hosted will also allow you to apply for a reduction of fees via the Fee Waiver Form form if approved by your department VP.**

How do I use the Facility Fee Waiver Form?

**Campus sponsorship facility fee reduction greater than 50% may be granted only in exceptional circumstances and on a limited basis. All requests for exception require a Request for Further Reduction of Facility Use Fees approved from the Dean of the College, VP or Administrator that demonstrates significant benefit to the University. Financial need is insufficient as a sole reason for exception. The request should be submitted to Conference & Events Services (CES) at ces@humboldt.edu who will route the request to the VP of Administrative Affairs for approval.

University Hosted/Sponsored Events (those events being hosted by Internal Users in coordination with external groups as part of recruitment or community engagement and/or collaboration efforts) will be granted a 50% reduction of facility fees with a completed and approved Designated Hosting Agreement Form with no fee waiver form being needed/completed as long as they are a non-profit group

 

Can anyone in my department be a host?

Your designated host must a paid Cal Poly Humboldt professional staff/faculty member who will be responsible for the event and accept responsibility for overseeing the requirements outlined in the Designated Hosting Agreement Form.

 

Can I host or sponsor an event when campus is closed?

Room reservations should fall within the scheduled building open hours that can be found on the Facilities Management Website. All University facilities are closed and activities and events are generally not permitted to be scheduled on campus holidays (gold days on the Campus Green and Gold Calendar) and during campus closures, such as the day/weekend after Thanksgiving. A Request for Exception of Facility Use must be approved prior to a reservation request being approved. If approved, the department will be responsible for reimbursing all direct costs for labor, including holiday or overtime pay, and services incurred as a result of the event.