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 alterations will be charged at $25 each.
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 incured 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.

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* I have read and will abide by Smittcamp Alumni House Lease Agreement and Special Provisions

Yes

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* I have read and will abide by the Policy on the Use of Buildings and Grounds

Yes

Contact Information

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* Company, Organization or Individual Last Name

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* Applicant's Information

Full Name

E-mail

Phone/Cell

Address

City/ST/Zip

Event Information

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* Event Title

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* Event Date(s)

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* 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

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* Number of Attendees

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* Event Description

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Smittcamp Alumni House

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* 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

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* 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)

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* Will you be setting up a tent?

Yes

It depends on the weather

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* 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. There will be a minimum charge of $25 for all events with approved food waivers to cover additional clean up and trash removal services normally provided by University Catering.

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* Will you be requesting a Food Waiver?

Yes

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* Type of food service

Beverage Service

Breakfast

Lunch

Dinner

Snack

Cocktail Party/Appetizers

Dessert

None

Something else

Other (please specify)

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* Style of food service

Served Meal

Buffet service

Drop off service

Passed foods

No food served

Something else

Other (please specify)

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* 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. NO KEGS. NO HARD ALCOHOL.

Yes

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* 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)

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* 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)

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* I have read and will abide by Smittcamp Alumni House Lease Agreement and Special Provisions

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* I have read and will abide by the Policy on the Use of Buildings and Grounds

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* Company, Organization or Individual Last Name

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* Applicant's Information

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* Event Title

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* Event Date(s)

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* Event Set Up Time

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* Number of Attendees

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* Event Description

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Smittcamp Alumni House

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* Do you have a room preference?

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* Room Set Up

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* Will you be setting up a tent?

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* 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)

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* Will you be requesting a Food Waiver?

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* Type of food service

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* Style of food service

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* Will you need any of the following equipment?

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* 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)