EVENT REQUEST FORM (NON-UNIVERSITY)

Transcription

1 1 EVENT REQUEST FORM (NON-UNIVERSITY) Please complete this form and return to the Museum for Director s approval. Fax: or desaissetmuseum@scu.edu EVENT INFORMATION Today s Date: Requested Event Date: Title of Event: Time Event Begins: Time Event Ends: Time event coordinator/s will arrive for set-up inspection, etc.: Our Museum special event staff arrives 30 minutes before your event begins and Museum doors are opened 15 minutes prior to the event unless otherwise requested. Nature of Event (please check all that apply): Lecture Film Reception Concert Meeting Other If other, please describe: 1. Expected Attendance: 2. Is this event open to the public? Yes No 3. Will there be live music? Yes No Event Description (please provide pertinent information such as name of speaker, title of film/lecture, style of event, etc.): EVENT REQUESTOR INFORMATION Primary Contact: Hours to be reached: Telephone: Cell: Secondary Contact: Hours to be reached: Telephone: Cell: Primary and/or Secondary contact MUST be present at the event and will be the liaison with the Museum special event staff. FOOD SERVICE Will there be food service at this event? Yes No Note: The Museum s auditorium can usually accommodate food service, but occasionally certain exhibitions/works of art featured in this space prohibit the use of food service of any kind. Food service (including all utensils & tablecloths) must be ordered through our on-campus catering provider: Bon Appetit (408) or chartzheim@scu.edu

2 AUDIO/VISUAL REQUIREMENTS (please check all that are applicable and indicate quantity required) Wireless Microphone w/ Stand Quantity: Lapel Microphone Quantity: Podium Microphone Quantity: Table Microphone Quantity: Laptop Computer w/ Audio? Yes No Laptop Preference (select one): PC MAC Computer Projector/Screen? Yes No Retractable Stage Screen (for projection): Yes No Ipod/CD Player? Yes No Other: 2 ROOM SET-UP REQUIREMENTS (please check all that are applicable and indicate quantity required) Podium w/ University Seal Coat Rack Card Tables (36 width x 36 long) Round Tables (60 diameter) Cocktail Tables (24 diameter x 42 tall) Folding Chairs 6-Foot Tables (30 width x 6 long) 8-Foot Tables (30 width x 8 long) Piano Other: AUDITORIUM DIAGRAM Please draw your requested set-up on this diagram indicating where you would like your equipment in the museum auditorium only. Room Capacity: 1. Seated dining: 104 comfortably (13 rounds w/8 seats); 112 maximum (14 rounds w/8 seats). 2. Lecture-style seating: 175 maximum 3. Standing reception: (using Museum galleries for circulation note that food and drink are permitted only within the auditorium).

3 3 FACILITY RENTAL RATES Using the levels below, you may determine which rental rate your event will qualify: Level 1 Level 2 Non-profit organization (Not affiliated with the SCU). Non-profit groups provide evidence of a $1 million insurance policy naming Santa Clara University as the additional insured. The certificate of insurance must be on file 14 days before the event. Private individual (private individuals include SCU faculty, staff, students, and an alumni, who are interested in hosting private function within the Museum facility (1). Individuals must provide evidence of a $1 million insurance policy naming Santa Clara University as the additional insured. The certificate of insurance must be on file 14 days before the event. Please note: If evidence of insurance cannot be provided, non-profit/private groups must purchase event insurance through TULIP. Please refer to the Tenant Users Liability Insurance Online Application Processing sheet (last page of this form). 4 Hour Minimum (2) 8 Hour Day (3) Additional Hours (4) Overtime (5) Level 1 $ $2, $250.00/hr. $350.00/hr. Level 2 $1, $3, $250.00/hr. $350.00/hr. Contracted Officer/Watch Security Guard (6) Commander charges $ $60.00/hr. $60.00/hr. = $ Non-Refundable Security Deposit due 14 days after contract has been signed by both parties (User and Owner) Cancellation Fees (applies if cancellation is two weeks or less prior to the scheduled event) First Day $300 PIANO RENTAL RATE (includes tuning) $ $ Wedding receptions, birthday parties, retirement parties, anniversary parties, funeral receptions, etc. 2. Please note the four-hour minimum includes both set-up and tear-down time necessary for any event. 3. An eight-hour day is considered between 9:00 AM - 5:30 PM, Monday through Friday. 4. Additional hours specified in rate column above are events that begin or require set-up/clean-up before 9:00 AM or after 5:30 PM, Monday through Friday. 5. Overtime is defined as an event that is more than eight (8) hours long. 6. Depending on availability of museum student staff security personnel, the museum may require the Event Requestor to pay additional security costs for coverage of the event.

4 4 Date: Contract Agreement for Use of de Saisset Museum Facility SANTA CLARA UNIVERSITY This agreement is made between de Saisset Museum, Santa Clara University, 500 El Camino Real, Santa Clara, CA hereinafter referred to as "Owner" and hereinafter referred to as "User." I Owner agrees to permit User to use, for the period of time hereinafter set forth the following described property and facilities belonging to the Owner including services hereinafter specified (de Saisset Museum s Auditorium) II User agrees to pay Owner a fee for the use of the facilities and services herein above described in the sum of $ (to determine your rental rate, please see page 3 for the level that pertains to your group). The rent will be paid in advance to de Saisset Museum before the date the premises are to be used. III The premises shall be made available to User on: Date: commencing at and ending at. IV User agrees to pay upon execution of this agreement, in addition to the rent above specified, a non-refundable security deposit in the sum of $ is due fourteen days of signing this contract agreement. V User shall keep the facility, including personal property of Owner in good order and condition and pay for any repairs caused by its negligence or misuse, or that of its invitees. User agrees to maintain during the entire term of its use of the facilities, commercial general liability insurance in a minimum amount of $1,000,000 per occurrence for bodily injury and property damage and shall include premises liability and products/completed operations liability. The commercial general liability policy shall be endorsed to name Owner, its officers, trustees, employees and volunteers as additional insured. User further agrees that upon execution of this agreement and at least fourteen days (14) prior to the date it is to use the facilities, it shall furnish an insurance certificate to Owner that shall provide that the insurance shall not be canceled or altered without fourteen (14) days prior written notice to Owner. If evidence of insurance cannot be provided, non-profit/private groups must purchase event insurance through TULIP. Please refer to the Tenant Users Liability Insurance Online Application Processing sheet (page 6 of this contract). If User fails to produce said certificate of insurance within the time set forth herein, Owner should have no obligation to permit User to use the facilities. VI Owner shall not be liable for any loss, damage or injury of any kind or character to any person or property caused by or arising from any act or omission of User, or any of its agents, employees, licensees, or invitees. Owner shall not be liable for any loss, damage or injury of any kind or character to any person or property or from any accident or fire or other casualty occasioned by the failure of User under the terms of this agreement.

5 5 User hereby waives on its behalf and on behalf of its agents, employees, licensees, and invitees all claims and demands against Owner for any such loss, damage, or injury to User. VII User agrees to defend, indemnify, and hold harmless Santa Clara University, its Trustees, employees, students, volunteers and agents from and against any losses and expenses, claims, suits, or other liability, including product liability and negligence on the part of the University or its Trustees, employees, students, and agents, resulting from injury to any person or damage to property arising out of or in any way connected with this facility use agreement. VIII User shall not assign or sub-lease this agreement or any interest therein without the prior written consent of Owner. IX Owner shall have the right to terminate this agreement in the event User has violated any terms of this agreement. X User may use the audio/visual equipment, but it is not guaranteed. User can request for media equipment through media services department. User is responsible for running equipment and arranging training with the Media Services by contacting (408) Media Services office may charge a service fee for their assistance. User is responsible for these fees. XI User agrees to pay a $ cancellation fee if cancellation in not made two weeks prior to the scheduled event. XII User is responsible for contacting Campus Safety at (408) to arrange appropriate parking permits. XIII The Museum s auditorium can usually accommodate food service, but occasionally certain exhibitions/works of art featured in this space prohibit the use of food service of any kind. User is responsible for setting up food arrangements. Food service (including all utensils & tablecloths) must be ordered through our on-campus catering provider: Bon Appetit (408) or chartzheim@scu.edu XIV This Agreement and any addendum shall be deemed to be made in, and shall be construed in accordance with the substantive laws of the State of California, except as to conflict of law rules. In the event that an act of God, war or civil disturbance results in damage or destruction to the Facilities which renders any part of the Facilities unusable either Party shall have the right to terminate this Agreement and Owner will not be liable for any damages that may arise. This Agreement and any addendum, hereby incorporated by reference, contains the entire understanding between the Parties and each Party executes this Agreement as of. User Representative Name: Owner Representative Name: Date: Date:

6 TENANT USERS LIABILITY INSURANCE ONLINE APPLICATION PROCESSING 6 DO NOT USE THE BACK BUTTON ON YOUR BROWSER USE THE GO BACK BUTTON PROVIDED. ONLINE ASSISTANCE CAN BE PROVIDED BY CONTACTING 1(800) ) Go into the internet and access the following website: 2) Step 1 Select your Facility Enter the Entity ID code provided to you If you do not know the Facility ID, click on the purple link right below for assistance 3) Step 2 Qualify Your Event or Activity Select your event or activity from the list of eligible events or activities A drop down menu is available for assistance If you cannot locate your event, click on the link to list the ineligible events and activities. If your event is listed on the ineligible list, it does not qualify for this program. Answer the Yes or No questions that follow Click Next when done 4) Step 3 Get your quote Click on the calendar and choose the date(s) of your event. If your event will extend past midnight, be sure to add one additional day since coverage ends at 12:01am. Name of your Event Give your event a name (Example Jack & Jill s Wedding) Event Length The number of days will pre-fill based on the information selected on the calendar above Average Daily Attendance Enter the number of attendees (per day) for the event Do you require liquor liability? Click Yes only if you will be selling liquor. Click No if you will only be serving liquor. 5) Insured Information Enter contact name and mailing address of the person in charge of the event 6) Contact Information If the contact information is the same as the insured information above, check the box provided to pre-fill this information You will need to enter a contact phone number and address Click on Continue to Next Step when done 7) A preview of all the information previously entered will be shown. Please review for accuracy. If changes are needed, click the Make Changes button on the bottom of the screen. If no changes are needed, you must check the box that you agree all information is correct and then click Continue 8) Once the Continue button has been selected, a Summary of Coverage and Premium Information will be available. Select the Purchase These Coverages button on the bottom of the screen 9) Billing Information You will be prompted to enter your credit card information for processing. Select the Continue button when done. 10) Review Billing Information The system will ask you to review all information for accuracy. If corrections are needed, select the Make Changes button and make any necessary changes needed. If correct, select the Submit button on the bottom of the screen. 11) Certificate Binder Once the above has been completed, a Certificate Binder will be provided via .