Off Campus Request to use Alumni House

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.

Facility Rental and Usage
• 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 30 days 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 and must be received 4 weeks in advance.
• 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
• Cancellations made less than 90 day prior to the first date of use will forfeit 25% deposit. In addition, the renter is liable for all expenses incurec in preparation for the rental prior to cancellation.

Failure to comply with Smittcamp Alumni House Policies and Procedures will result in
cancellation and/or suspension of facility privileges.

Contact Information

Company or Organization

Question Title

* Company or Organization

Applicant's Information

Question Title

* Applicant's Information

Full Name

E-mail

Phone/Cell

Address

City/ST/Zip

Event Information

Event Title

Question Title

* Event Title

Event Date(s)

Question Title

* Event Date(s)

Event Set Up Time

Question Title

* Event Set Up Time

Event start time

Event end time (All events must end by 10 pm)

Facility set up time

Facility take down time

Number of Attendees

Question Title

* Number of Attendees

Event Description

Question Title

* Event Description

Question Title

Smittcamp Alumni House

Question Title

Do you have a room preference?

Question Title

* Do you have a room preference?

Entire Facility

Courtyard/Garden

Both the Board/Whitten Rooms

Board of Directors Conference Room

Whitten Family Conference Room

Thorburn Lounge

Jensen Library

Room Set Up

Question Title

* Room Set Up

Dinner Style

Theater Style

Classroom Style

U-Shaped

Conference

Closed Square

Perimeter Seating

Reception Style (Food & beverage tables and bistros)

Something Special. Let's discuss it

Other (please specify)

Will you be setting up a tent?

Question Title

* Will you be setting up a tent?

Yes

It depends on the weather

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)

Question Title

* 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)

Yes

A 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?

Question Title

* Will you be requesting a Food Waiver?

Yes

Type of food service

Question Title

* Type of food service

Beverage Service

Breakfast

Lunch

Dinner

Snack

Cocktail Party/Appetizers

Dessert

None

Something else

Other (please specify)

Style of food service

Question Title

* Style of food service

Served Meal

Buffet service

Drop off service

Passed foods

No food served

Something else

Other (please specify)

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.

Question Title

* 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.

Yes

Will you need any of the following equipment?

Question Title

* Will you need any of the following equipment?

No, Thank you

Table for nametags/registration/check-in

Podium

Sound System ($30)

Projector w/ screen (must provide own laptop) ($40)

Table for A/V equipment

Tablecloths (Order from University Catering or the outside vendor of your choice. SAH does not provide ANY table coverings)

Dance Floor (Organizer must coordinated delivery and set-up/break-down with vendor. Additional charges paid directly to vendor. Delivery/pick-up times must be pre-approved by the SAH Manager)

Rental Equipment - REQUIRED for Courtyard events (Organizer must coordinated delivery and set-up/break-down with vendor. Additional charges paid directly to vendor. Delivery/pick-up times must be pre-approved by the SAH Manager)

Other (please specify)

Will you need any additional services?

Question Title

* Will you need any additional services?

No, Thank you

Parking Code ($2 per vehicle)

WiFi guest access (Only needed for non- Faculty/Staff/Student e-mail addresses)

Security

Other (please specify)

Question Title

* Company or Organization

Question Title

* Applicant's Information

Question Title

* Event Title

Question Title

* Event Date(s)

Question Title

* Event Set Up Time

Question Title

* Number of Attendees

Question Title

* Event Description

Question Title

Smittcamp Alumni House

Question Title

Question Title

* Do you have a room preference?

Question Title

* Room Set Up

Question Title

* Will you be setting up a tent?

Question Title

* 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)

Question Title

* Will you be requesting a Food Waiver?

Question Title

* Type of food service

Question Title

* Style of food service

Question Title

* 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.

Question Title

* Will you need any of the following equipment?

Question Title

* Will you need any additional services?

* 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)

* 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.