Hosting is generally defined as a person being available during the reserved time to ensure access is granted and space is secured at end of reserved time, technology equipment is operational (if applicable), space is set up to requestors needs, that campus policies are being appropriately adhered to or the space is being utilized within the contract specifications (if applicable), to ensure use is limited to reserved time, to serve as the main point of contact and to call for additional campus support in case of emergency such as UPD, FM, etc. 

A host is required for all special events. A special event is generally defined as any event held on university property which is not a regularly scheduled class, classroom exercise, event, function or activity intended for university students as part of their educational experience; which is intended for entertainment purposes, fundraising, income purposes, sports, or intended for the general public.

The level of hosting services required may vary depending on location and by event and is subject to approval by the Associate Vice President of Campus Resilience and Response.

1. INTERNAL EVENT 

Department is required to comply with and accept responsibility for the following requirements:

• Department staff or faculty must be present and available during the event in its entirety. 

• Point of Contact (POC) for any questions or issues that arise during the event (including planning and follow up post-event).

• Identifying and reserving space in 25Live & submitting the event request and receiving approval, prior to any advertising or publicity of such event.

• Coordinating and overseeing that space is set up to the department's 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.

1. UNIVERSITY HOSTED/SPONSORED EVENT

An approved University Hosting Agreement is required for all hosted/sponsored events. University 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, and the logistical arrangements of the event.  University hosted/sponsored events must comply and accept responsibility for the following:

1. 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. 

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

3.     Identifying and reserving space in 25Live & submitting the event request and receiving approval, prior to any advertising or publicity of such event.

4.     If the external organization/association doesn’t pay their invoice, the hosting department is responsible for any outstanding payments and amounts due to the University.

5.     A paid Cal Poly Humboldt professional staff/faculty member must be designated as host for the event and accept responsibility for overseeing the following requirements:

• 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 University Police Department, Facilities Management, 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 and reserving space in 25Live & submitting the event request and receiving approval, prior to any advertising or publicity of such event.

• Working with Conference & Event Services (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.

1. EXTERNAL EVENT

For any event held on campus by way of facilities lease/agreement, a Conference & Events Services (CES) host is generally required. Costs associated with hosting services will be billed to the external user.