HomeMy WebLinkAboutContracts & Agreements_116-2013_CCv0002.pdf U N I V E R S I T Y 0 F
Redlands
Campus Events
1200 East Colton Avenue,Redlands,CA 92373
Conference Agreement
Organization:CITY OF REDLANDS
Conference Beginning Date:Wednesday,July 17,2013 End Date: Wednesday,July 24,2013
Arrival Time:9:00 a.m.,Wednesday,July 17,2013 Departure Time:1.00 p.m.,Wednesday,July 24,2013
First Meal:Dinner,July 17,2013 Last Meal:Breakfast,July 24,2013
Estimated Number of Participants:52
I. PREAMBLE: This is a letter of contract,hereinafter referred to as"Agreement,"by and between the University of Redlands,
hereinafter referred to as"University"and the City of Redlands hereinafter referred to as"User."
II. RESERVATIONS. The University of Redlands will reserve only the number of sleeping rooms,meeting rooms,and meal plan
reservations as outlined in this Agreement. Should additional meeting rooms,sleeping rooms or meal plans be requested,the
User must submit to the University a written request for the adjustment Requests for additional rooms will be accommodated
on a space available basis. The University will make every effort to accommodate the User's request for additional rooms and
will issue an addendum to this Agreement if rooms are available. Deposits,minimum revenue requirements,and other
procedures will apply to the adjusted reservation numbers.
All sleeping room accommodations,meeting room accommodations and meal plans as outlined In this Agreement are being held
for User on a first-option basis for the exclusive use of the User. These arrangements will be held for fifteen(15)business days
from today's contract date of June 18,2013,at which time a counter-signature to this Agreement Is required to secure all
arrangements on a definite basis.
Should another organization request these dates and be in a position to confirm immediately,the User will be advised and given
fifteen(15)business days to reserve on a confirmed basis.
if the counter-signed Agreement is not received within the timeframe allotted,all arrangements will be automatically released.
All changes to the program meeting space and equipment needs will be handled via a contract addendum and will be considered
a part of and adhering to all terms of this Agreement.
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1. Housina Spaces: Single occupancy rooms,as outlined below,are currently reserved for the User in Brockton
Apartments. The University reserves the right to change building and/or space assignments as necessary for University
business.
RATES: Daily rate is$32.00 per person,per night. The University of Redlands agrees to underwrite the expense for
housing for the 2013 program.
Brockton Apartments Deis Date Date Dens Date Date Date 7QTAL5
1/17/13 7/18/13 7/19/13 7/30/13 7/21/13 7/22/13 7/23/13
Single Occupancy 52 52 52 52 52I 52 52 364
Roans(1 bed per room)
f idfAL DOLLAR VALUE: #1,664.001,COO � 664.00 ; 664.00 $ 664.00 1 664.00 $11 648.oa
Single occupancy rooms are defined as 1 person staying in an assigned room,no matter the location,or number of beds
available in the room. Double occupancy rooms are defined as 2 persons staying in an assigned room no matter the
location or number of beds available in the room. The University does not offer a Triple occupancy rate. Should User
wish to place 3 people in rooms that have that capacity,User will be charged the Double occupancy rate for each guest
in the room. Each bedroom in a Brockton Apartment is billed at the single occupancy rate.
Linens: Unens are not included as a part of this event.
2. Check-in and Check-out:
Check-in is currently scheduled between 8:00 a.m.and 10:00 a.m.at Brockton Apartments.
Check-out is currently scheduled between 5 p.m.and 7:00 p.m.at Brockton Apartments.
Exceptions to the check-in and check-out times and locations must be approved in advance by the Director of Campus
Events.
3. igomina List/Cut-off Date: A FINAL rooming list of all conference participants must be submitted to the Campus
Events Department by July 8,2013,(7 business days prior to the group's arrival). The FINAL rooming list will include
the following:
1. Each participant's first and last names
2. Each participant's arrival and departure dates
3. Each partidpant's room assignments
The University will provide hall charts and diagrams for the User to make room assignments. Room changes are handled
by the User's conference registrar,event planner,or representative and must be reported to the Campus Events
Department.
All rooming lists must be legible and include participants first and last names. Additions and room changes to the FINAL
rooming list may occur without penalty at the discretion of the University of Redlands.
The University may,in its sole discretion,reassign any participant within the residence halls to a room of equal or
greater value. The User will not be charged for any room assignment initiated by the University unless it Is due to
participant behavior as defined in Section VI.GENERAL;10. Reauhrtions.
4. Safety Requirements: To meet fire codes and ensure personal safety,room capacities in the residence halls shall be
limited to no more than two(2)persons per established sleeping room,unless otherwise designated on floor plans
provided by the University.Under no circumstances may attendees sleep on the floor of any dorm room or apartment.
S. Right of Entry: The University reserves the right to enter any lodging provided to the User pursuant to this Agreement to
inspect the premises for the purposes of maintaining health and safety,for reasonable maintenance inspection,for
repair,or in any situation deemed by the University to be an emergency. Under no circumstances shall the University
enter a room for any reason other than health,safety,maintenance and repair,emergency,or compliance with University
policies without prior notification to the User.
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6. After-hours Housing Services: Any questions or services required during the hours of 7:30a.m.to 11:00p.m.will be
handled by the Campus Events Department at 909-748-8116. From 11:00p.m.to 7:30a.m.,all calls for assistance should
be made to Public Safety at 909-748-8888.
All campus phones are for local calls only. All other calls should be made using the participants'personal cell phone or
other personal communication tools.
Ill. MEETING FACILITIES: The University will provide the following meeting facilities:
8:00 a.m.to S:00 p.m.—Wednesday,July 17 to Wednesday,July 24,2013
Appleton 216 and Appleton 217
8:00 a.m.to 5:00 p.m.—Wednesday,July 17 to Wednesday,July 24,2013(as available)
Outdoor Basketball Courts
S:00 p.m.to 9:00 p.m.•Wednesday,July 24,2013
Orton Center
TOTAL ANTICIPATED FACILITY RENTAL FEES: $2,100.00—University of Redlands agrees to underwrite the
facility rental fees for 2013.
User will submit room set-up specifications and/or diagrams of all needed facility set-ups by July 8,2013(7 business days prior
to event start date).
The University reserves the right to move functions into comparable and adequate rooms other than those outlined above.
Although every effort will be made to avoid moving a group,and every effort will be made to contact the User in advance,the
University reserves the right to move the group without advance notification or approval from the User group.
The University reserves the right to make the final decision concerning the suitability of holding a function outdoors or relocating
to an indoor space,due to inclement weather(including excessive heat and/or poor air quality),construction or other
unforeseen circumstances. In the event a function is moved,the University agrees to provide adequate notice(whenever
possible),direction,and assistance.
IV. DINING SERVICES: The University has a contract with Bon App6dt Management Company for all food and beverage services on
campus. No external food or beverages may be brought on campus.
1. Standard Meals: Prices below reflect the standard meal package in our Dining Commons. Should your group wish to
hold a catered event,menus and pricing for those activities will be provided by Bon Appetit Management Company.
2. Dining Hours are: Breakfast: 7—8:30am Lunch 11:30am—ipm Dinner. 5—6:30pm
3. Preliminary Meals Ordered: User has ordered the following meals.Bon AppLtit agrees to underwrite the cost of seven
breakfasts,if the kitchen is already open with other paying groups.
Ray,Date - kfast Cinch Dinner_ Told
RATES $7.25 $10.50 $10.50
Wednesday,Ju17,2013 0 0 52 50
Thursday,July 18,2013 52 0 S2 100
Friday,July 19,2013 52 0 52 100
Saturday,July 20,2013 S2 0 52 100
Sunday,July 21,2013 52 0 52 100
Monday July 22,2013 52 0 52 100
Tuesday,July 23,2013 52 0 52 100
Wednesday,July 24,2013 52 0 0 50
TOTAL.,DOLLAR VALLM $2,639.00 $000 53,822.00 $6A61.00
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User will submit a FINAL guarantee for all standard meals in writing to the Campus Events Department by July 8,2013
(7 business days prior to the scheduled event). Should your numbers increase after the guarantee has been given,
contact the Campus Events Department to update. Numbers for meal cards may not be reduced once this list is
received for any reason including:
a. Attendees do not show-up.
b. Additional meal events(catered or standard meal plans)are ordered which change the number of actual
participants in either a standard meal pian or a catered event by the FINAL guarantee date listed above.
Meals cards will be supplied by the University to the User. These cards are computer programmed for the dates and
meals outlined In the User contract. If a meal card is lost,Campus Events must be notified immediately to cancel the
card and have a new card issued.
DCB cards may be issued at the User's request. DCB cards are like debit cards. They have a specific value associated
with the card. The User will only be charged for the value of the food charged to that card. If you wish to order DCB
cards,please notify Campus Events of the number of cards ordered,and the dollar value to be placed on each card.
4. Catered Meals: Services for catered events are also handled through Bon Appetit Management Company. The
University does not accept responsibility for catering arrangements. User will be responsible for working directly with
Bon Appdtit Catering on all the details of the meal service,including the User's financial obligation for the event.
It is the responsibility of the User to notify the University as to which meals will be provided in the Commons and which meals
will be handled through a private catered event. Under no circumstances will the University accept responsibility for
miscommunication or overlap of guaranteed numbers as they relate to meal cards and/or catered events. User accepts all
responsibility for guaranteed numbers given for either meal cards or catered events.
V. FINANCIAL:
2. Initial Prosection: The initial projection for the User group is:
Sleeping rooms-$11,648.00,as outlined in Section 1.RESERVATIONS;L Hogging Spaces
Meal plans-$6,461.00,as outlined in Section IV.DINING SERVICES;3. Preliminary Meals Ordered
Facility Rentals-$2.200.00.as outlined in Section Ili. MEETING FACILITIES
The University will underwrite the cost of housing&facilities fees for this program equal to
$13,748.50.
Bon Appetit Catering will underwrite the cost of breakfast each day,only if the kitchen is already open with other
paying groups,as already confirmed for 2013=$2,548.00.
RESA Program will be responsible for the cost of dinners,linens(If needed)and any additional
expenses=$3,822.00(estimate).
User understands and fully accepts the financial obligation outlined in this contract and due to the University which
includes the actual charges for sleeping rooms as outlined in Section 11 RESERVATIONS;1.Housing Spaces Meal cards
and catering services ordered as outlined In Section IV.DINING SERVICES;Facility rental fees,media services rental fees
as outlined in Section Ill. MEETING FACILITIES and any additional fees as detailed below under Section V.FINANCIAL;2.
Additional Charges. less those items that will be underwritten by the University as specifically stated in this Agreement
The remaining balance will be due to the University from the User.
2. Additional Charges(Additional Changes willthe responsibility of the r and are not Coveredr an
soonsorshlp offeringkey the University):
a. Housing: The University of Redlands reserves the right to charge User a$50.00 per day late charge for each
day beyond the FINAL rooming list/cut-off due date until the User's rooming list Is received.
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b. Meal cards: Failure to provide a final guarantee to the University by the deadline will result In a$50.00 per
day late charge for each day beyond the FINAL guarantee of meals ordered. There will be a$10.00 cost for all
cards that are not returned at the end of the event for any reason including loss.
c. Meeting Facilities: Rental fees include set-up and take-down service for the meeting space(s)listed In Section
Ill. MEETING FACILITIES. Costs listed for meeting space and standard equipment are the expected charge(s)
based on the described services. Actual charges to the User may vary if labor charges result from
additional/modified set-ups and/or take-down,additional services are requested,rental equipment Is provided,
or damages occur as a result of any program participant,staff,guest,or associate. Failure to submit set-up
needs by the deadline date as outlined In Ill. MEETING FACILITIES will result in a$50.00 per day late
fee for each day beyond the due date listed above that we do not receive your set-up requirements.
d. Caterina: User accepts full responsibility for all charges associated with any catered event ordered by User. As
a courtesy to the User,catering charges will be added to the final invoice.
e. Pool/Fitness Center Passes Pool passes are available at a cost of$5.00 each for the duration of the User's
stay. Fitness Center passes are available at a cost of$5.00 each. Both types of passes are contingent upon
the facilities being available and open during the posted hours for general public usage. Fitness Center usage
Is restricted to persons 18 years or older.
f. Additional Eauipment/Services: Equipment or Services ordered through the University Including A/V
equipment,IT Services,Printing Services,and Outdoor Programs equipment will Incur additional charges.
g. lost Keys: Keys not returned during check-out or within 24 hours after check-out will be assessed a fee of
$50.00 each for a dormitory room key and$50.00 for an exterior door dormitory key.
h. Damages: Labor and materials necessary to replace any missing items or to repair damages to the premises
caused by the User or any of the User's participants will be billed the actual charges to restore the premises to
their condition before the scheduled event.
1. Rentals: User accepts financial responsibility for all equipment rentals obtained on behalf of the User by the
University through external vendors.
3. Payment Schedule: The University will mail to the User a final invoice within 30 days after the conclusion of User's
event for charges associated with the conference. Failure to pay the balance due as stated on the Final Invoice within
thirty(30)days of the Invoice date will result in late fees being charged at a rate of 12%per annum. Late fees will be
calculated from the first calendar day following the"due date noted on the Final Invoice until the date the payment is
received.
The University will mail to the User a final invoice within 30 days after the conclusion of User's event for charges
associated with the conference. Failure to pay the balance due as stated on the Final Invoice within thirty(30)days of
the invoice date will result in late fees being charged at a rate of 12%per annum. Late fees will be calculated from the
first calendar day following the"due date noted on the Final invoice until the date the payment is received.
Final payment may be made by credit card or a check(made payable to"University of Redlands"). Payment should be
returned to the following address:
University of Redlands
Campus Events Department
1200 E.Colton Ave.
Redlands,CA 92373
Questions regarding billing should be addressed with the Director of Campus Events at 909-748-8133.
4. Refunds: Request for refunds should be made in writing to the Campus Events Department. The University Is unable
to provide refunds for cancellations(except to the extent that User's payment for scheduled event exceeds any
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liquidated damages,"no shows'or early departures. Any eligible refund(s)to the User or the User's participants will
be processed within 4-6 weeks of reconciliation and will be disbursed to the User in the form of a University check.
VI. GENERAL
1. American with Disabilities Act(ADA)
The University shall be responsible for compliance with the ADA with respect to:
a. The University's policies,procedures,and eligibility criteria.'
b. Architectural,communications,and traffic control of the University,other than barriers created by or
within the control of User,its agents,representatives,or contractors.
c. The provision of wheelchair seating spaces in assembly areas.
User shall be responsible for compliance with the ADA with respect to:
a. User's policies,practices,procedures,and eligibility criteria.
b. The provision of auxiliary aids and services in areas designated for the exclusive use of or within the
control of user,including function space listed in this Agreement.
c. Transportation for attendees between facilities utilized by User group.
A limited amount of adapted housing for the disabled Is available,however,it may not be located within the same
building to which the User has been assigned. If ADA housing is needed,then the User must notify the University as
soon as possible to see if ADA housing is available. Pricing for ADA housing shall be at the prevailing rate for the
group.
2. Participant Orientation: To assure that adequate information is available for University staff and User's participants,the
User will submit a copy of the final written event/program schedule to the Campus Events Department no later than July 8,
2013(30 days prior to the start of the conference).
User must arrange for a meeting with all of User's participants to inform their group of all University policies and
procedures prior to conference check-in.
3. Internet: Requests for wireless access for User and User attendees while on campus must be submitted,In writing,by
July 8,2013,(7 business days In advance of your arrival). Failure to submit a request will result In Inability to provide
access to the campus wireless system network.
Wireless Internet capabilities are available in dorm rooms and classrooms at no additional cost. Wireless services in dorm
rooms Is provided for the convenience of the guest,but is not guaranteed. Depending upon location,service may be
limited. All classrooms and meeting rooms provide wireless internet access.
Internet access is also available in our Computer Lab and the library during summer operation hours. Children under the
age of 18 may not be left in any computer lab facility without supervision. All children under the age of 18 must have an
adult supervisor present in the lab at all times.
The campus wireless network is now a common means for the University community to access the Internet,view videos,
obtain news,as well as use other services. Due to its over-the-air nature,wireless communications are vulnerable to
intrusive attacks thus making secure access to the wireless network very Important. Therefore,all wireless internet access
needs of the User group must be coordinated through the Campus Events Department in advance of the program start
date.
The University accepts no responsibility for the safety of information downloaded by any individual associated with the
User group. All downloads are done at User's own risk. User accepts full responsibility for the legality of all content
downloaded by the User or User attendees.
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4. Packaaes: User will inform the University of any materials being shipped to the campus in order to coordinate
receipt of all packages. All shipping labels must have the following information,in addition to the designated mailing
address for proper handling:
a. Group name
b. Arrival Date/Departure Date
c. Attention: Contact name
PLEASE CHECK WITH THE UNIVERSITY BEFORE SHIPPING PACKAGES TO CONFIRM THAT THE CORRECT SHIPPING
ADDRESS IS BEING USED.
Do not send materials more than five(5)business days prior to the arrival date,as the University has limited storage
space. Charges will be assessed for storing or moving these materials. Items received more than 5(five)business days in
advance of your event will be returned at the User's expense. Also,at the User's own expense,arrangements must be
made for the return shipping of any surplus materials. The University of Redlands reserves the right to discard any
materials not removed within fourteen(14)days after your scheduled departure date. The University of Redlands is not
responsible for mislabeled packages,lost packages,or damages to items shipped,or left for pick-up to/at the University.
S. Personal Property: The University assumes no responsibility for loss,theft,or damage to personal property belonging to the
User or to any of the User's participants. Participants who believe they have left personal effects behind may contact the
Campus Events Department. If the item Is found,it maybe claimed In person by describing the item(i.e.—color,brand
name,identifying marks,etc.).
While the University attempts to return personal effects to their proper owners,it cannot assume responsibility for any
item found in a facility. To prevent loss,participants should reclaim their personal effects from the University as soon as
possible. The University cannot hold items longer than 14 days after the last day of conference residency.
The University will not send items through the mail C.O.D. All shipping charges associated with the return of property to
the User or a User attendee will be the responsibility of the individual. The University will not assume the cost of shipping
any item back to its original owner/location.
6. Parking: Vehicle parking on University property Is governed by the University's Public Safety Office and the Redlands
Police Department. All conference parking will be subject to guidelines established by those offices. Parking permits are
not required,but all state and local parking policies must be followed.
User attendees assume all responsibility for vehicles parked on University property. Under no circumstances is the
University responsible for damage to any vehicle while located on University property.
7. Publications and Sales: Before the User prints or distributes any publication or other material in which the University
facilities and/or services are mentioned,or In which any University facilities are pictured,User must send a draft of such
proposed publication to the Campus Events Department for written approval in order to ensure that University services
and facilities are properly represented.
The name"University of Redlands"as well as all University logos and trademarks are the sole property of the University.
These may not be used without prior consent from the Campus Events Department.
Before the User attempts to sell any merchandise on University property,the User must first obtain written approval from
the University through the Campus Events Department.
8. Supervision: All groups whose participants are under the age of 18 must adhere to the following:
a. User must provide adult,live-in advisors at a ratio of at least one adult advisor for every ten(10)participants.
b. User must provide adequate training and orientation for these advisors.
1. User must arrange for an orientation session upon arrival of live-in advisory staff for them to meet with the
University's representative prior to participant's arrival.
ii. The duties of advisors shall be dearly and explicitly defined and must include the following minimum duties:
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problem solving and accounting for their presence,health and safety.
❑ Being present and available and actively monitoring participant activity in ALL CAMPUS LOCATIONS at ALL
TIMES when participants are present.
❑ Enforcing User's rules and those of the University as stated in Section VI.GENERAL;10.Regulations in
this Agreement.
❑ At check-in,the User must provide the University with the name(s)and phone number(s)of the adult
so o n so r(s), re sg o n sib le I'd r th e Users p ar ticip an is a t th C Un 1 ver sits. Additionally,User must
provide the
University with a 24-hour contact number for a designated live-in advisor for the group. While this
responsibility may be shared by all of the User's,live-in advisors through the use of a shared pager or cell
phone,one person must be designated to respond at that number at all times.
9. Medical Consent Forms: Prior to check-in,the User must have in its possession,medical consent forms for all participants
under the age of eighteen(18). These forms must be signed by the participant's parent or legal guardian. An authorized
medical consent form is required before medical treatment can be administered to any minor. All decisions regarding
medical treatment for any of the User's participants are the sole responsibility of the User and the User's live-in advisors.
10. Regulations: The User and User attendees must comply with all applicable federal,state,and local laws and all University
housing regulations while on University property. User will inform all attendees of the following regulations. Additionally,
User will consistently enforce these regulations as well as any additional rules and regulations established by the User for
their attendees.Attendees failing to adhere to User's rules or to those of the University will be removed from the residence
hall(s)and/or dismissed from participation In activities on University property.
a. Alcoholic Beveraizes: The possession or consumption of alcoholic beverages by anyone under the age of twenty-
one(21)is prohibited by California law and is not allowed on University property. Alcohol Is not permitted In the
residence halls. Any alcohol consumed on campus is handled through the catering office. Violation of this
Agreement may result in the immediate removal of the participants from the residence hall at the University's sole
discretion.
b. Bicycles: Bicycles may not be brought into or kept in residence halls. Ample parking for bicycles is available near
each residence hall. The University is not responsible for the security of bicycles. Motorbikes are not permitted
Inside any building.
c. Children: Children of participants and all participants under the age of eighteen(18)must be accompanied and
supervised by an adult at all times.
d. Cooking/AR1211ances: Participants may not bring their own refrigerator or microwave. Participants may bring and
use in their rooms,coffee makers with an automatic shut-off. Appliances which have an open coil or use hot oil
are not allowed in residence hall rooms.
e. Damages: User Is responsible for all damages caused by User or User attendees. Should damages occur,the
University will attempt to provide an opportunity for the User to confirm the situation. It is the User's
responsibility to collect all charges from the attendee(s)responsible for the damage.
f. Drug: Attendee involvement in the use,possession,distribution,or sale of illegal drugs or narcotics is strictly
prohibited,Including the use of medical marijuana whether a medical marijuana card is issued or not. Non-
compliance by anyone associated with User event will result in immediate removal from the residence hall,and
dismissal from participation In activities on University property. The University operates under a no tolerance
policy and will also report any instances of substance abuse,possession,or sale to local law enforcement for
possible prosecution.
g. Elevators Elevators exist in some University facilities for the convenience of participants and their guests,and
mainly those with disabilities. Elevators must be used properly. Misuse may result in temporary loss of service
and/or a service charge for repairs resulting from that misuse. Notify a University staff member Immediately if an
elevator failure occurs.
h. Fire Safety: All University facilities are equipped with fire safety systems. All attendees must evacuate the building
immediately when the fire alarm sounds. Maps describing evacuation routes are posted within each facility. User
should familiarize all attendees with these routes. Misuse or damage to fire safety equipment(sprinkler systems,
smoke detectors,fire alarms,pull stations,fire extinguishers,and fire hoses)Is strictly forbidden and will result in
damage charges to the User and to prosecution.
I. EFggSt (outside of the Dining Hall). The University strongly discourages food and soft drinks In the dormitories,
classrooms,and meeting venues that do not have kitchens. Food and sugar-filled sodas attract ants and
cockroaches. The 100+year old campus is located on the site of former citrus groves. There is a massive ant
population which is Immediately drawn to open food and soda containers. Crumbs also draw these insects from
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other areas. It is not unusual for ants to be found on the 3d floor of dormitories and classrooms. The University
sprays routinely for these pests. Your support and diligence in observing this regulation will help make your visit
an enjoyable one.
J. Ggmb_lin : Gambling of any nature is strictly prohibited on University property.
k. LaWLuggg: The use of foul language and profanities is discouraged at all times. The University hosts many groups
with diverse backgrounds. Courtesy towards others,both within the Usees group and between the User's group
and others Is expected at all times.
1. Misconduct: The University reserves the right to evict any person or persons whose conduct Is unacceptable by
University standards.
m. Pool ftiguette/Safft Rules: The University pool Is used by all faculty,staff,students and guests of the University.
It is expected that all users are respectful and courteous at all times. Safety rules are clearly posted at the
entrance. All rules must be followed at all times. Failure to follow established safety procedures will result In a
cancellation of pool privileges with no refund of the pool pass fees.
n. Public Safety:
a. University staff may enter any room,Including any guest room,for the purpose of maintaining health and
safety,for reasonable maintenance Inspection,for repair or in any situation deemed by the University to be
an emergency.
b. University staff will require participants to remove any pet,bicycle or any item deemed by the University to
be either hazardous or Inappropriate to a group living environment that is brought into the residence halls.
c. For emergency situations,Public Safety should be called at 909-748-8888 from a cell phone or x8888 from
an internal University phone.
o. Pets: No pets of any kind may be brought into or kept In a University facility,with the exception of certified service
animals. Prior notification of the need of service animals Is requested.
p. QuIgt_Hours Quiet hours in all shared-use housing facilities are 9:00 p.m.to 9:00 a.m.daily. Radios,televisions,
stereos and other such equipment must be operated so as not to disturb other guests in the building. This is to be
observed by all attendees to ensure a peaceful and comfortable living environment.
q. Room Inspection: All residence hall rooms are carefully inspected to ensure proper care and maintenance both
before and after occupancy. If a maintenance problem should arise,please report it immediately to the Campus
Events Department
r. Smoking, Smoking is prohibited In all University facilities,Including residence halls. Designated smoking areas are
outside.
s. Visitation: All non-resident visitors Within a residence hall are required to be escorted at ALL times by a residence
escort. University staff may require the User to request any participants or group of participants to leave the
residence hall(s)and/or University property if regulations/procedures specified in this Agreement are violated.
t. Windows: Window screens,where provided,are not to be removed for any reason. User will be charged for each
window screen removed or damaged.
Vill. FORCE MAJEURE- If either party is delayed, Interrupted or prevented from the performance of its contractual obligations by
reason of an act of nature,fire,flood,war,public disaster,strikes or labor difficulties,governmental enactment, regulation or
order, civil tumult, epidemic, or any other cause beyond Its control, such party shall not be liable to the other therefor,
except, however that the User shall remain liable for all non-cancelable costs paid and/or contracted by the University of
Redlands before the event that occasioned the delay, Interruption,or prevention. Non-cancelable costs are defined as third
party costs for services already rendered or items already consumed.
VIII.INSURANCE-The User shall,at its own cost and expense,secure and maintain In force at all times during which this Agreement
Is in effect policies of insurance that meet the minimum requirements of the University as described below.
a.Commercial General Liability Insurance for personal bodily injury,wrongful death,and broad form property damage
losses included,written on an occurrence form,with limits as follows:
I. Each Occurrence $1,000,000
il. Products/Completed Operations Aggregate $1,000,000
Ill. Personal and Advertising Injury $1,000,000
iv. Sexual Misconduct
If In connection with this Agreement,User or Invitees of User will Include persons under the age of 18,then the
General Liability insurance policy must provide coverage for sexual misconduct(including by definition sexual
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molestation,abuse,and harassment)with limits of no less than$50,000 per occurrence/$100,000 aggregate.
Note:if the General Liability coverage has any sub-limits or exclusions inconsistent with the above that apply to
coverage for sexual misconduct the Certificate of Insurance must define those limits or exclusions.
v. General Aggregate $2,000,000
b.The User must provide a Certificate of Insurance or other evidence of insurance satisfactory to the University,with
specific reference to the event described In this Agreement. Coverage must be written on an"occurrence form and
maintained throughout the term of this Agreement. With regard to coverages described under paragraph A above:
vi. By endorsement,the policy must reflect,"the University of Redlands,its trustees,officers,employees,faculty,
and agents as an additional insured as their interest may appear with regard to the activity and/or operations
under this Agreement."
vil. By endorsement,the policy must Include a provision that the coverage will be primary and will not participate
with nor be excess over any valid and collectible insurance carried or maintained by the University.
vill. It Is agreed that the provisions under(I),and(ii)above shall only apply in proportion to and to the extent of the
negligent act or omissions of the User,Its officers,agents,or employees.
ix. By endorsement,the policy must reflect Waiver of Subrogatlon in favor of the University.
x. Where required"by endorsement,"the presence of such endorsement must be noted on the Certificate of
Insurance and a separate Insurer issued endorsement must be accompany the Certificate of insurance.
c.Insurance maintained by the User shall apply on a first dollar basis. Any deductible or self-insured retention shall not
exceed$5,000 per occurrence,unless otherwise approved by the University. The User herein acknowledges their
responsibility for any losses that fall under a deductible or self-insured retention.
d.It is agreed herein that the coverage,limits,and conditions referred to under A,B,and C above shall not In any way limit
the liability of the User. The User shall furnish the University with Certificates of Insurance evidencing compliance with all
requirements 30 days prior to commencement of this Agreement. Such certificates shall:
It. Provide for thirty(30)-days advance written notice to the University of any modification,change,or cancellation
of any of the above Insurance coverage. The Certificate of Insurance must reflect wording as follows:"Should any
of the described policies be cancelled or coverage and/or limits reduced or materially altered prior to the
expiration date thereof,the issuing insurer will mail 30 days written notice to the certificate holder named to the
left."
ill. The above-described Certificate of Insurance will be due in the Conference Services Office by July 10,2013.
e.Each insurance policy shall be Issued by an insurance company authorized to do business in the State of California or
eligible surplus lines Insurer acceptable to the State and having agents in California to whom service of process may be
made,and currently rated by A.M.Best as"(A-)IX"or better.
The User shall provide the University with Certificates of Insurance in conformance with the above requirements for any
companies providing services to User in connection with this Agreement
IX INDEMNIFICATIONS: User hereby assumes all responsibility for the safety and welfare of guests during the event. No illegal
activities of any kind shall be tolerated on the University of Redlands campus.
User shall defend,indemnify and hold harmless the University,its officers,agents and employees,from and against any and all
liability,loss,expense(including reasonable attorneys'fees), or claims for injury or damages arising out of the performance of
this Agreement but only in proportion to and to the extent such liability,loss,expense,attorneys fees,or claims for injury or
damages are caused by or result from the negligent or intentional acts or omissions of User,User's guests,or User's service
providers.
Page 10 of 12 Initial Page:
User,if a charitable organization,association,corporation,entity or individual,having or claiming immunity or exemption
(statutory or otherwise)from liability for damage or injury to property or person,hereby waives its right to plead defensively
such immunity or exemption against the University.
X. DISPUTE RESOLUTION: In the event that a dispute arises under this Agreement,the following dispute resolution procedures
will be followed. This Agreement will be governed by the laws of the State of California,as applied to contracts made and to
be performed in California.
Arb11 n
a. All controversies,disputes or claims(including those based upon statute,tort or public policy and those brought
against individuals or other entities)arising out of or relating to this Agreement,the services to be performed under It,
or the breach thereof,shall be determined by arbitration In accordance with the procedures established below.
b. Arbitration must be Initiated by a party providing the other party with a written demand to arbitrate and notice of
selection of one arbitrator.
c. Within fire{5}calendar days of receipt of the written demand to arbitrate,the second party shall select one arbitrator
and give notice of Its choice to the first party. The two arbitrators so selected shall be unrelated to and unaffiliated in
any way with either of the parties. The two arbitrators so selected will together choose a third arbitrator within five(5)
calendar days after the selection of the second. In the event that the two are unable to agree upon a`third arbitrator,
either party may petition the presiding judge-of the San Bernardino County Superior Court,for the appointment of a
third arbitrator.
d. Within five(5)calendar days after the selection or appointment of the third arbitrator,each party shall submit a
proposed decision to the arbitrators with appropriate findings of fact and conclusions of law to support the proposed
decision. A copy of the proposed decision shall be given to the other party and to all arbitrators.
e Within seven(7)calendar days after the submission of the two proposed decisions,the arbitrators will hold a hearing
at which the parties to the dispute may submit evidence,and examine witnesses. The arbitrators,if necessary,may
Issue subpoenas upon the request of the parties to compel the testimony of third parties and the production of
documents as provided in Section 1282.6 of the California Code of Civil Procedure. There shall be no pre-hearing
discovery,except for the foregoing. Testimony shall be taken under oath and the parties may be represented by legal
counsel.
f. The arbitrators,by majority decision,shall Issue a written decision within five(5)calendar days after the conclusion of
the hearing. The decision of the arbitrators small be final and binding upon the parties and may be entered as a
judgment in a court of competent jurisdiction. The arbitrators shall not have the authority to amend,modify or delete
any provision of this Agreement.
g. The costs of the arbitrators shall be split equally between the parties. Each party shall bear its own cost of arbitration,
Including fees of its counsel.
XI,NO -DISCRIMINATION: The parties agree to be bound by applicable state and federal rules governing Equal Employment
Opportunity and Non-Discrimination.
XII. ENFORCEMENT. The University's failure to Insist upon or enforce strict performance of any provision of this Agreement shall
not be construed as a waiver of any provision or right. Neither the course of conduct between the parties nor trade practice
shall act to modify any provision of this Agreement.
XIII. ENTIRE AGREEMENT This Agreement,and Its accompanyingAddendums,constitute the entire agreement between the
University and User with respect to Its subject matter and may be amended only by written notification between both parties.
Any and all other proposals,negotiations,promises,arrangements,or understandings,whether oral or written,made prior t
this Agreement are hereby extinguished and considered null and void by both parties.university and User guarantee that,
except as set forth in this Agreement,no representatives,warranties,or promises have been made to each other by their
respective agents,representatives,or employees with respect to this Agreement.Neither User nor the University may assign
their rights or obligations under this Agreement without the express written consent of the other party.
Page 11 of 12 Initial Page.
XIV. MUTUAL AND BINDING AGREEMENT: This Agreement,when signed and dated below by the respective authorized
representatives of University and the User will be considered in force and legally binding on both parties.
The person{s}signing this Agreement shall have the authority to bind their respective organizations and agree to the terms and
conditions herein.
CITY OF REDLANDS ATTEST:
Mayor Pro Tem, Paul Foster Sam Irwin,City Clerk
Becca Petersen, Interim Director of Campus Events
University of Redlands
Page 12 of 12 Initial Page;
University of Redlands '
,tH
DEPARTMENT OF PHYSICAL EDUCATION AND ATHLETICS
FACILITY REQUEST FORM
City of Redlaads Travis Martinez.Lieutenant Janos"15,2013
spou MAS otemtion Repraeowive in ChaW ora of Application
1270 W.Redlands Blvd.RrALinds.Ca 92373 909-798-7681 909-798-7675
Address Phone tt Fu#
Appleton Hall,Larsen Hall,Casa Loma,Orton Center
Aquatic Center.and Ted Ru mer Stadium
Fully Requested Estimated Atte,Amm Edit ww Puticipmion
Nine of Event: Police Training
01/15/13 — to
10014w.0 aa~-" ONO"No*
12/31113 to
{o...rw.do cMrMaY." (r..r n..,
OTHER:
Is there any char associrtod with your cooteef saMty?
(heti membenhip&us.em y feet,rdmiasion fee) Yes No Anw mt
THE SPONSORING ORGANIZATION AGREES AS FOLLOWS:
A. INDEMNITY: The Sponsoring Organization agrees to indemnify and bold harmless the University of Redlands, its
agents, trustees, officers, employees, and students from all claims, losses, damages,judgments, expenses, costs, and
shares of every kind and nature,both legal and otherwise,whether direct or indirect,by reason of personal injuries,death,
or property damage caused by or arising out of or occurring in connection with the Sponsoring Organization's use of
University facilities and services.
B. LIABILITY INSThe University requires all Sponsoring Organizations to carry comprehensive general
liability insurance 1latim the University, its agents, trustees. off cera. eumiovees. and students as ADDITIONAL
NAND INSURED. This certificate must show date and location specifics. The Sponsoring Agenes/Organ�s
insurance will be considered primary and not contributing with the insurance of the University. The University must
receive a cerdficsh of bunrance issued by the carrier for General Liability In the amount of two million dollars
(2,000,000)per oetmrrence at least 14 days prior to facility rental data.
C. Sponsoring organization officials are responsible for the conduct of their members and guests using die facility and will
be financially responsible to reimburse the University of Redlands for all damage to the fields, buildings, firruiture,
fixtures, or equipment which occur during any scheduled activity of the sponsoring organization. Sponsoring
organization is responsible for leaving the facility in appropriate condition and will be billed Sow the exist of any clean-up
performed by tiro University.
D. Sponsoring organization agrees to abide by all rules and regulations of the University of Redlands and the laws for the
State of California and the United States of America, and to obey all rules and regulations promulgated by University
officials for the use of the property.
E. The University of Redlands bears no expense for any publicity,advertising,or other expenses. The University may be
listed as the event site in all promotional materials and advertising,but shall not be Mmgftd as a Wim.co-
on aacnt for the event
A fee will be assessed to groups who are not directly associated with the University of Redlands. For a list of rental fees,
contact the Athletic Facilities Coordinator at(409)748-8023. Upon approval of the request,a copy of the form will be
msiledRaied to the representadve in charge sad will serve as confirmations of rental reuaest sad ass statement of fen
chsr¢ed.
Amount dee S Payment is due so later than the forst date of fwAty ren L
�-- —2013
sir' nein Dat* R D"ctor of Athkiles
c: � i rEry ars" .KellyCooM *C,eoFfRoche .Tom WdWcmote -Gym -FH.
5a w... t er