The primary function of Event Services is to provide quality venues and services to meet the needs of the campus and surrounding community, while enforcing the rules and regulations of the University of Redlands. All requests for space usage must follow University guidelines including, but not limited to the following:
The University will reserve the venue(s), housing, food service plans, equipment, and services as outlined in specific event Agreements. User’s reservation must include the time needed for pre-event preparations and post-event cleanup, including any time needed by User’s external vendors.
Should additional venues, housing, food service plans, equipment, or services be requested, the User must submit to the University a written request for the adjustment. Requests for additional reservations are not guaranteed, but will be accommodated when possible. If the University is able to accommodate the additional reservations an addendum to this Agreement will be issued.
For events: A reservation becomes effective after (a) the Agreement is signed by both the University and the User and (b) the University has received a non-refundable reservation deposit in the amount of 50% of the total projected cost specified in the Agreement.
For summer conferences: A reservation becomes effective after (a) the Agreement is signed by both the University and the User and (b) the University has received a non-refundable reservation deposit in the amount of 25% of the total minimum initial projected amount specified in the Agreement.
The University has venues that may be available for rental throughout the year. Fees for venue rentals include only (a) exclusive use of the reserved venue during the reserved days/times and (b) existing tables and chairs available from the University’s inventory and located in the venue. Other equipment and services may be arranged with additional costs.
If the User wants the venue(s) set up in a particular way, the User must submit to Event Services a written request specifying the room set-up specifications and/or diagrams no less than twenty-one (21) days prior to the first day of guest arrival. Any set-up specifications submitted less than twenty-one (21) days prior to the first day of guest arrival will be accommodated if possible but are not guaranteed.
The University of Redlands strives to be inclusive of all individuals with disabilities and/or limited mobility of varying degrees on our campus. Despite our efforts to be inclusive, some buildings and other venues are not fully accessible because of the age of the building/venue. To provide for all individuals, it is imperative that the User communicates as early as possible in the planning process with regard to attendees with special needs (including housing). Strong pre-planning will allow us to create a program that meets the needs of your entire group with the venues that are available.
The reservation that is the subject of a Final Agreement becomes effective when both the Agreement is fully executed and when the University receives payment of a deposit. Deposits are non-refundable. The deposit will be applied to the User’s full invoice or to any cancellation fee that may apply.
Payment may be made by credit card or a check (made payable to “University of Redlands”). Payment should be sent to the following address:
University of Redlands
Event Services Department
1200 East Colton Avenue
Redlands, CA 92373
A $25.00 fee will be assessed for returned checks. Questions regarding billing should be addressed with Event Services.
For events: The full balance of the cost specified in the Final Agreement, together with any additional costs incurred or agreed to after entering into the Agreement (less the deposit already paid), must be paid no later than ninety (90) days in advance of the event date.
Following the conclusion of the event, the University will mail to the User a final invoice that captures any unpaid balances/amounts and any charges incurred during the event as provided for in the Final Agreement.
The User agrees to pay any invoice within thirty (30) days after receipt of the invoice. Failure to pay the balance due as stated on the invoice within thirty (30) days of the invoice date will result in late fees being charged at a rate of 5% every fourteen (14) days.
The User specifically agrees to be responsible for any and all charges levied consistent with this Agreement, including but not limited to late fees.
A. Termination of Agreement by the University
The University does not have the right unilaterally to cancel the Final Agreement or terminate its obligations under the Agreement absent a force majeure event.
B. Termination of Agreement by the User
User must give written notice of any event cancellation or termination of the Agreement. A cancellation that is received by the University more than ninety (90) days prior to the event date will result in a forfeiture of the deposit User made, together with any costs already incurred to outside vendors. A
cancellation that is received by the University ninety (90) days or less before the event date will result in a forfeiture of the entire cost of the event as specified in the Agreement, together with any costs already incurred and agreed to by User. Rescheduling an event is considered the same as cancellation and is subject to the above policy.
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.
The University adds a service fee of five percent (5%) to the final billable amount for all events.
Services or Equipment from the University
Services or Equipment ordered through the University including, but not limited to, Audio-Visual Services or Equipment, IT Services, Printing Services, and Outdoor Programs equipment will incur additional charges.
Services or Equipment from Outside the University
Sometimes Users need services or equipment that are not available from the University. User accepts financial responsibility for any and all services or equipment rentals obtained from providers outside the University whether the User arranges for these services or equipment directly or whether the services or equipment are arranged by the University on behalf of the User as a courtesy (and at the User’s direction).
Room Setup Changes or Late Submissions
Rental fees include University setup and take down service for the existing tables and chairs based on University inventory limits for the reserved venues. If the User changes the setup or arrangement after the final venue setup is submitted (or if the setup is submitted late), the University reserves the right to charge the User a late fee of up to $200.00 per day for each day beyond requested room set-up specifications and/or diagrams due date.
User’s reservation must include the time needed (including time for User’s venders) for set-up and tear-down. If the User exceeds the time limits established in the Agreement, the User understands and agrees that the User will be billed for the additional rental time, rounded up to the next hour, at a rate established in the Agreement (the rate for extra-contractual time will be a minimum of 150% of the average hourly cost of the rental).
Each User (and User’s service providers) will be responsible for general cleanup. All decorations must be removed prior to departure. All trash must be placed in the trash receptacles in or near the contracted venue(s). Any glass breakage is to be swept up and removed from the premises. Any plates, bottles, or linens on lawns are to be picked-up. Rental items from service providers must be removed upon departure. No rental items are to be left on University property overnight. A minimum charge of $300.00 will be assessed to the User for rental items left by User or service providers in any venue or University location. The University is not responsible for the delivery, storage, or protection of any property, items, or material goods left in the venue or on University property.
The standard rental of any venue on campus includes a basic “light-cleaning” (which includes vacuuming venue and sanitizing of bathrooms), both before and after the event. No additional fees will be charged for this basic cleaning as it is included in the rental fee. Cleaning that is required that goes beyond light cleaning will be billed to the User at the hourly cleaning rate then in effect. All decisions regarding the necessity of cleaning are unilaterally made by the University which is under an obligation to exercise that discretion in a reasonable manner. The User agrees to respect the University’s unilateral judgments about cleaning.
The User is responsible for all damages caused by User, User’s guests/attendees, and/or User’s service providers. Reasonable wear and tear is not considered to be “damages.”
Should damages occur, the University will provide as much detailed information concerning the location of damages and, if possible, the date and time they occurred (or were discovered) along with a photograph.
All decisions regarding damages are unilaterally made by the University, which is under an obligation to exercise that discretion in a reasonable manner. The User agrees to respect the University’s unilateral judgments about damages.
Individuals and/or organizations renting venues at the University shall comply with all laws – federal, state and local – including all ordinances of the City of Redlands. All rules, regulations, and requirements of the police and fire departments shall be observed.
If requested by the University, any permit, license or tax required for any activity shall be purchased/paid by the User and made available to the University. It is also the responsibility of the User to determine which laws and ordinances apply to the activity of the User and to ensure compliance with same. Should any violation be found to exist, User hereby assumes all responsibility for correcting or removing such violation.
If either party is delayed, interrupted or prevented from the performance of its contractual obligations by reason of an act of nature, fire, flood, war, public disaster, acts of terror, strikes or labor difficulties, governmental enactment, regulation or order, civil tumult, pandemic, epidemic, telecommunications failures, network or power failures or interruptions, or any other cause beyond its control, such party shall not be liable to the other therefore, except, however that the User shall remain liable for all non-cancelable costs paid and/or contracted by the University of Redlands before the event that occasioned the delay, interruption, or prevention. Non-cancelable costs are defined as third party costs for services already rendered or items already consumed.
The University requires all non-university events to carry comprehensive general liability 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, with more details provided at www.marshcampus.com. A certificate of insurance can also be obtained through an existing business or homeowner's insurance company. Most insurance companies will provide a rider policy for the day of the event for a nominal fee. This service works for events that are personal in nature - i.e. weddings, parties, anniversaries, graduation parties, etc.
Comprehensive General Liability insurance must list the University, its Officers, Employees, and Trustees as additional insured on a primary and non-contributory basis. A certificate of 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 thirty (30) days from the Agreement date.
If in connection with this Agreement, User or guests of User will include persons under the age of eighteen (18), then the General Liability insurance policy must provide coverage for sexual misconduct (including by definition sexual molestation, abuse, and harassment) with limits of no less than $1,000,000 per occurrence/$2,000,000 aggregate. Note: If the General Liability coverage has any sub-limits or exclusions inconsistent with the above that apply to coverage for sexual misconduct the Certificate of Insurance must define those limits or exclusions.
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 the state-mandated limits.
Each insurance policy shall be issued by an insurance company authorized to do business in the State of California or eligible surplus lines insurer acceptable to the State and having agents in California to whom service of process may be made, and currently rated by A.M. Best as “(A-) IX” or better.
User, or a representative of User, must be on the premises when external service providers are on campus and must be available to accept deliveries. All external service providers (rental companies, florists, musicians, etc.) that are contracted directly with User are the sole responsibility of the User. Service providers arranged by the University will be managed by the University. All service providers, regardless of how they are engaged, must provide a certificate of liability insurance as outlined in INSURANCE.
Catering arrangements, including any financial obligations, must be made directly between the User and Harvest Table. The University is not involved in catering arrangements and does not accept responsibility for catering.
It is the responsibility of the User to notify the University as to which standard meals will be provided at The Table and which meals will be handled through a Harvest Table catered event. Under no circumstances will the University accept responsibility for miscommunication or overlap of guaranteed numbers as they relate to meal cards and/or catered events. User accepts all responsibility for guaranteed numbers given for either meal cards or catered events.
Harvest Table Culinary Group (Harvest Table) is the only organization that is permitted to bring to or have alcohol available for an event at the University. Harvest Table requires a minimum of thirty (30) days advanced notice of a bar/alcohol request.
In order to serve alcohol at an outdoor venue, perimeter fencing must be provided at the User’s expense. The perimeter fence must be diagramed by Event Services and submitted to Harvest Table for approval a minimum of thirty (30) days prior to the event date. Once the diagram is approved, changes cannot be made.
Should the University or Harvest Table determine any User or User’s guest has brought any type of alcohol onto the premises without prior written approval, or allows any minor to consume any alcoholic beverage, the university or Harvest Table reserves the right to close the bar immediately and/or terminate the function entirely at the User’s expense. User shall be responsible for providing transportation for the safety and well-being of all guests. In addition, the User will be responsible for all fines, loss of business, assessments, and liability of any nature as a result of the above.
Users may only decorate the venue(s) reserved within this Agreement. Users may not attach tape, florist clay, tacks, screws, nails, or any other adhering devise to any indoor or outdoor property at the University. Decorations may be attached by using reusable all surface poster tack (painter’s tape). User may not attach decorations to antique furniture, ceiling fixtures, windows, or doors. No items can be attached to or block vision of emergency exit signs. No items, including pictures, may be removed from walls or shelves in any area of the University. If directional signs are posted outdoors, they must be placed by the Event Services office. Use of confetti, straw, bird seed, rice, silly string, powder, sparklers, glitter, or smoke machine is strictly prohibited.
No open flames of any kind may be used at outdoor events. Only votive candles and hurricane lamps are allowed in indoor venues. Users must place protective drip plates under candles.
Any decorations, flower arrangements, or additional items brought in by the User must be removed at the conclusion of the event. Failure of the User, their guests, or service providers to abide by the building and/or decorating policies may result in additional fees for damage or excessive cleaning.
Any rentals used on campus must be approved through the Event Services department. It is required 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 and paid in full to the University at least 30 days prior to the commencement of the event activities.
The client is ultimately responsible for all rental charges for their event.
Contracted vendor bringing 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.
Requests for internet access for User and User’s attendees while on campus must be submitted, in writing, to the University. Typically, internet access can be arranged without additional cost; internet access is not guaranteed. If internet access is essential for the event, such access must be specifically requested and arranged in advance at an additional cost. Failure to submit a request in advance may, on occasion, result in inability to provide access to campus internet.
Sometimes Users arrange for additional services or equipment from the University that are not included in the venue rental rates. Common services or equipment include audio-visual services or equipment, IT services, printing services, or use of the University’s Outdoor Programs equipment. Additional services and equipment must be specifically arranged and agreed upon.
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.
If you have questions or need more information, please submit your request below.