Event Planning Guidelines
The University of Redlands Centennial Park
The primary function of the Event Services Office at the University of Redlands is to provide quality facilities and services to meet the needs of the diverse population of the campus and the community. Event Services is also responsible for coordinating the use of all University facilities to outside groups.
All external requests for space usage must follow University guidelines that include, but are not limited to:
The University of Redlands requires all non-University sponsored events to carry comprehensive general liability insurance. Comprehensive liability insurance must list the University of Redlands as additional insured on a primary and non-contributory basis. A Certificate of Liability Insurance should be issued by the carrier in the amount of $1,000,000 for each occurrence and $2,000,000 for general aggregate. The Certificate of Liability Insurance must be received by the University 30 days prior to commencement of the event activities.
If the event includes the use of an automobile for the purposes of the activity, automobile insurance is required. If the client is bringing workers on campus for the event, workers comp is required at state mandated limits.
- Obtaining Insurance
A certificate of insurance can be purchased through Marsh, the University of Redlands special event insurance partner. The cost is based upon the type of event and number of expected guests. Please visit this link for more details: http://www.marshcampus.com/redlands
A certificate of insurance can also be obtained through your business or homeowners insurance company. If you provide your company with our listed requirements above, they will generally write you a rider policy for the day of your event at no additional charge.
Deposits & Payment Procedures
A deposit, along with a credit card and signed contract, will be required to reserve University facilities. No facility will be considered reserved until these items are received. Final payment of facility fees must be received one month prior to the event date, along with the liability insurance certificate. If final payment has not been received one month prior to the event, the event may be cancelled at the discretion of the University.
Any rentals used on campus must be approved through the Event Services department. It is recommended that the Event Services department coordinates the renting of equipment to ensure the safe placement and pickup of the equipment. All rentals will need to be secured with a credit card at the time of the rental order. The client is ultimately responsible for all rental charges for their event whether ordered through Event Services or not.
Vendors you contract with to bring goods or services to the University (this includes transportation companies, florists, bands, singers, decorators, wedding planners, etc.) MUST provide a Certificate of Liability Insurance to the University of Redlands and name the University as additionally insured according to the guidelines above. Failure to secure the Certificate of Liability Insurance will result in the vendor not being allowed on campus for the event. Certificates must be received 30 days in advance of the event date.
Damages and Cleaning
Cleaning - The standard rental of any facility on campus includes a basic, light cleaning pre- and post-event as a part of the contract fee. Cleaning that is above and beyond the basic cleaning services provided will be billed to the client at the hourly cleaning rate. All decisions regarding building cleanliness and cleaning fees are the exclusive right of the University of Redlands. By signing a contract with the University, you agree to abide by this policy.
Damages - User is responsible for all damages caused by User or User’s participants. Should damages occur, the University will attempt to provide an opportunity for the User to confirm the situation. The University will also provide information concerning the location of damages and, if possible, the date and time they occurred. All decisions regarding facility and/or lawn/garden damages and damage fees are the exclusive right of the University of Redlands. By signing a contract with the University, you agree to abide by this policy.
- If directional signs are posted outdoors, they must be placed by Event Services.
- Use of confetti, straw, bird seed, rice, glitter or smoke machines is strictly prohibited.
- No open flames of any kind may be used at outdoor events including weddings and wedding receptions.
- Any decorations, flower arrangements, or additional items brought in by the client must be removed at the conclusion of the event.
- Failure to abide by the building policies may result in a fine and the offending party will be financially responsible for any damage caused or excessive cleaning involved.
Refunds will not be made for a cancellation less than 90 days prior to the event. All payments made will be retained by the University. Rescheduling an event is considered the same as cancellation and is subject to the above policy. In the event of a cancellation more than 90 days prior to the event date, one half (50%) of the reservation fee will be forfeited.
Event Services must approve any printed materials or advertising using the University of Redlands name or logo prior to publication. Any use of the University name or logo must not indicate any sponsorship of your event by the University. You must specify that your event is being held at the University of Redlands.