Commons

Use of property, including sound amplification equipment, must not interfere with or inhibit other University functions.

Groups and individuals may reserve and use, subject to all the University's policies, procedures and limitations, University facilities if the proposed use is for a University related purpose or for the benefit of the University as determined by the Commons Manager. All off-campus users must provide an insurance policy naming the Regents as additional insured in respect to the time and place of their event and must sign a hold harmless agreement. A one day Special Events Policy maybe purchased through the Insurance Risk Management office. The charge for use of the facility will be in accordance with the current charges listed under section III, "Billing Policy, Procedure and Fee Schedules."

"Areas open to the public generally" at UCR are defined as the outdoor paved walkways on campus. These areas may be used for distribution by hand of non-commercial literature incidental to First Amendment freedoms. This literature must be distributed free of charge except for reasonable reimbursement for the costs of production. No distribution of literature may occur in entrances to buildings, inside buildings or classrooms. Tables may not be used for such distribution without prior scheduling through the Non-Academic Scheduling Office. These "open" areas may also be used for exercise of speech and assembly right, however, any activity which is pre-advertised, requires sound amplification or can reasonably be expected to attract a crowd of 25 or more must be scheduled in advance through the Non-Academic Scheduling Office and is limited to the Bell Tower Walkway or Speaker's Mound area.

(Refer to Section 31.14 in Policies applying to Campus Activities, Organizations and Students manual).

University properties - with the exception of University vehicles - shall be provided to campus organizations engaging in religious or political campaign activities according to the guidelines set forth for all campus organizations. No University, GSAUCR or ASUCR funding shall be used for these activities and all University costs must be reimbursed by the sponsoring organization.

Commons facilities are not intended to be used for instructional purposes. Academic classes (Regular or Extension) may not be scheduled in the Commons without approval of the Commons Manager.

Any alcohol usage at campus functions scheduled through the Non-Academic Scheduling Office must have prior approval of the Vice Chancellor Administration and follow State Law, University and Campus Policies and Procedures. Forms for approval are available at the Non-Academic Scheduling Office web site at www.commons.ucr.edu or at the web site for UCR Policies and Procedures at http://vcaserver.ucr.edu/default.html. The sponsoring organization is responsible for monitoring alcohol usage and ensuring there are no violations of all applicable rules and regulations of both the State and University in regards to the serving and/or selling of alcoholic beverages.

(Refer to policy 700-60, "Sale, Serving, and Consumption of Alcoholic Beverages on Campus").

The number of security personnel needed varies with the event scheduled and is to be determined by the University Police Department. All Public Safety Department services will be billed directly to the user. (Policy Determined by UCR Police Department).

The following conditions apply to any non-academic special event involving off-campus performers including speakers, bands, cultural performances, etc., using any indoor or outdoor campus facilities. A contract which is available in the Student Life and Leadership Office must be finalized at least two weeks before the event. No publicity or final room reservation can occur before a signed contract is fully completed and presented to the appropriate facility, i.e., Office of the Commons, PE, Theatre or Recreation Center.

Academic events which are a class activity or seminar sponsored by an academic department are excluded.

A minimum of one steward is required for events scheduled in the Commons Main/North Lounge, or in the Cafeteria if the function is scheduled for any time other than the regular hours of operation, or if the function causes the facility to be closed to the public during its regular hours of operation. The number of stewards required may vary depending on the nature of the event scheduled. The Non-Academic Scheduling Office will bill for stewards used in the Commons Main/North Lounge. Commons Dining Services will bill for stewards used in the Cafeteria.

The Commons Dining Service has exclusive catering rights within the Commons facilities (including adjacent patios). Student groups are allowed to bring campus-approved caterers into these (Commons) facilities on a case by case basis.

Dances are governed by the Campus Dance Policy and must be scheduled through the Non-Academic Scheduling Office at least 3 weeks in advance and are limited to UCR students and guests. All dances must have a certificate of insurance naming the Regents as additionally insured on file for no less than $500,000 per occurrence. The number of security officers will be determined by the Assistant Chief of Police. There can be no off-campus advertising (i.e., newspaper, posters or radio announcements). Insurance requirement policy determined by Campus Risk Manager.

The Non-Academic Scheduling Office will complete request forms (C&R's) for use of Physical Plant's services for student groups and off campus users. Payment in full for these services will be required up front before a C&R is forwarded to Physical Plant from student organizations and off-campus users. The Non-Academic Scheduling Office will complete C&R's for campus departments when it is necessary so that equipment delivery can be coordinated with other on-going events. All C&R's for events held in the Cafeteria must be submitted through Dining Services. The Non-Academic Scheduling Office will request the department to process a on-line C&R to Physical Plant when it is necessary. (Policies determined by Physical Plant Department).

Advance arrangements must be made for any use of equipment installed in classrooms. Please contact Media Services at B221 Sproul Hall or 787-3041. Information about equipment available can be found at: http://mediaresources.ucr.edu/mshome.html (Policies determined by Media Resources Department).

Non-UCR vendors may be allowed to sell appropriate products on Campus according to the following conditions:

(Refer to Policies Applying to Campus Activities, Organizations and Students, Page 7, Section 42.30).

Bell Tower Walkway Guidelines

All users of facilities in the Commons, Watkins 1000, Academic Rooms (for non-academic use) and all other spaces reserved through the Non-Academic Scheduling Office must be scheduled in advance through the Non-Academic Scheduling Office located at the Office of the Commons. Users must fill out an on-line application and as applicable, pay for use of space, sign hold harmless agreement and provide insurance, before space will be confirmed. A REQUEST IS NOT A CONFIRMATION OF A ROOM ASSIGNMENT.

The North Lounge used primarily as a study area for students.

Contact Theatre Facilities Unit for scheduling, pricing and billing.

Contact the Physical Education Department for scheduling, pricing and billing.

All activities planned for these areas must be scheduled through the Non-Academic Scheduling Office. Amplified speech/music is limited to:

(Please refer to Section 40.40, (a) of Campus Policies Applying to Campus Activities, Organizations and Students).

Commons Food Service has the right to waive any portion of the rental fee.
The Commons Main Lounge and the North Lounge is not normally reserved. See Commons Manager for availability and rental.

Steward fees are billed at $10.50 per hour.

$5.00 Change Fee per room/location

Any student organization, departments, or off campus user who cancels more than three times in one quarter or five times in two consecutive quarters will result in losing scheduling privileges for the two following quarters.
Any student and non-student clubs and organizations that cancel an event less than five days before the event date will be charged one-half of the hourly rental cost at the off campus user fee. Events cancelled three days or less before the event date will be charged the full hourly rental cost at the off campus user fee.

$20.00/hour minimum cleaning fee

No-Shows: Any student organization, department, or off campus user who either does not use the space reserved or fails to cancel will be charged the full hourly rental cost of the off-campus user fee and after three times in one quarter, or five times in two consecutive quarters will result in the lost of scheduling privileges for the two following quarters.