APPLICATION FOR USE OF THE SMITTCAMP ALUMNI HOUSE
CALIFORNIA STATE UNIVERSITY, FRESNO
2625 E. Matoian Way M/S SH124
Fresno, CA 93740-8000
(559) 278-2761
Thank you for considering the Smittcamp Alumni House as your event facility. To maintain our quality in performance for the community, we request that certain policies and procedures be met. These policies and procedures are explained in our enclosed application packet.
Requirements for Recognized Student Organizations
Facility Rental and Usage
• Recognized Student Organizations are allowed one use of the Smittcamp Alumni House per semester with no rental fee. Set-up/clean-up and staffing charges still apply.
• Additional events will be charged the full rental fee of the room/facility.
• Rooms are equipped with projection screens and/or small white boards. Organizations are responsible to supply their own A/V equipment.
• Organizations may not reserve on behalf of other organizations.
• Groups are responsible for any damage and clean-up to the facility.
• Full balance of charges (set-up/clean-up and staffing charges) are due one-week in advance. Credit cards and checks payable to “Fresno State” will be accepted.
Room/Facility Reservations
• All reservations are made through the Smittcamp Alumni House Reservation Office.
• To be valid, confirmations must be signed by the faculty/staff advisor and must be received 4 weeks in advance.
• Reservations are accepted no more than one year in advance and must be at least 30 days before the event.
• Unconfirmed reservations are subject to automatic cancellation.
Food & Beverage Policy
• All catering and food service must be arranged through University Catering.
Room Set-up Requirements
• Tables and chairs for indoor events are provided. (Based on availability – reserve equipment early.)
• Courtyard events require equipment rental from University Warehouse or an off-campus vendor. Organizations are responsible to make these arrangements and to coordinate set-up/break-down.
• Rental drop-off and pick-up times must be approved by the Reservation Office prior to event.
• Final headcount and room set-up (or rental delivery) is required 2 weeks in advance.
• Once the work order is submitted to Plant Operations, no further changes can be made.
Cancellation Policy
• No charge to cancel events more than 2 weeks in advance.
• Cancellations within 2 weeks of an event will be charged 25% of the off-campus rental rate.
• No Shows and cancellations within 3 working days of an event will be charged the FULL off-campus rental rate.
Failure to comply with Smittcamp Alumni House Policies and Procedures will result in
cancellation and/or suspension of facility privileges.  
Contact Information

* Student Org

* Applicant's Information

* Advisor's Information

* How will this event be funded?

Event Information

* Event Title

* Event Date(s)

* Event Set Up Time

Event start time
:
Event end time
:
Facility set up time
:
Facility take down time
:

* Number of Attendees

* Event Description

Smittcamp Alumni House

Smittcamp Alumni House

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* Do you have a room preference?

* Room Set Up

* Will you be using a tent for your event?

* Will food be served at the event?

All meal functions and beverage service MUST be arranged and catered by University Food Services or purchased from an authorized food vendor on campus (such as Subway or Panda)

Food Waiver may be requested at least 30 days prior to the event.  Please contact Food Service for details.  A copy of the waiver request and documentation of approval must be on file with the Alumni House 5 days prior to the event.

* Will you be requesting a Food Waiver?  

* Type of food service

* Style of food service

* Will alcoholic beverages be served at the event?

Alcoholic beverages may be served by pre-approved permit basis ONLY. Additional insurance, staffing and costs may apply.  A copy of the request and documentation of approval must be on file with the Alumni House 5 days prior to the event.

* Will you need any of the following equipment?

* Will you need any additional services?

* All student organized events must meet with the Event Review Committee to discuss your event.  Contact Sherri Fisk with Student Involvement  Desk: 559-278-7967 / Office: 559-278-6024  Documentation of approval must be on file with the Alumni House 5 days prior to the event.

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