HomeMy WebLinkAboutContracts & Agreements_72-2014_CCv0001.pdf I V E R S i
Redlands
Campus Events
1 East Colton Avenue,Redlands,CA 92373
Conference Agreement
Orpnizatiow City f Redlands
Redlands Emergency Services Academy(RE )
Conference B*Onning Date:Sunday,July 13,2014 End Date; Sunday,Jul .2014
Arrival Time:9.00 a.m.,Sunday,1 i ,2014 Departure Time.1.00 p,m.,Sunday,July 20,2014
First Meak Dinner,Sunday,July 13,2014 Last Meal:Breakfast,Sunday,July 20,2014
Estimated Number of Pankipaift.40
i. PREAMBLE: This Is a letter€f contract,hereinafter refereed to as` ; ree ent,'by and between the University f Redlands,
hereinafter referred to as'Ung rsive and Ory of Redlands hereinafter referred to as'User,'
IL RESERVATIM. The University of Redlands will reserve only the number of si aping rooms, i rooms,and meal plea
reservations as outlined in thisAgreement- Should additional meeting rooms;s=eeping r oras or meal plans be requested,the
User must submit to the University, written request for the adjustment. Requests for additional rooms will be accommodated
n a space available basis. The Univers;ly will make every effort to accommodate the Ks re uestt for additional rooms and
will issue an addendum to this Agreement if rooms are available. Deposits,minimum reveque requirements,and other
procedures will apply to the adjusted reservation numbers.
Nil sleeping room accommodations,meeting room accommodations and meal plarts as outlined in this contract are being held for
User on a first tion basis for the exclusive use of the User. 1hese arrangements will be held for fifteen )business days from
today`s contract date of May 6,2014,at which time a counter-signature this contract is required to secure all arrangements on
definite basis.
Should another orpnization request these dates and be in a position to confirm,immediately,the User will be advissed and given
fifteen(1 5)business days to re erre on a confirmed basis.
if the counter-signed contract is not received it n the tirnefrarne allotted,all arrangements will be autorriaticaily release=.
Ali changes to the program meeting space and equipment needs will be hanel:-Ad via a contract,addendum andviii be considered
a part of and adhering to all tea ,s of this Agreement.
Page 1 of 111 initial Page,
°nom
1. Hggsirm Spaces: Single occupancy rooms,as outlined bef ow,are currently reserved for the User in Williams Flat The
University reserves the right to change building and/or space assignments as necessary for Unrversity business.
RATES: Daily rate is 533.00 per person,per night. The University of Redlands agrees to underwrite the expense for
housing for the 2034 program.
Willing : WliAel1 'OW
!Double Clccupancy 40 40 1 40 ` 40 40 40 40 { 364
l2 beds mr roomy
i
EYillllne
Single occupancy rooms are defined as 1 person staying in an assigned room,no matter the location,or number of beds
"able 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 capacty,User will be ctwarged the Double occupancy rate for each guest
€n the room. Each bedroom Ina Brockton Apartment is billed at the single occupancy rate.
linens 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 30:00 a.m.at WIiiams Hall.
Check-out is currently scheduled between 5 p.m.and 7:00 p.m.at-Williams Hall.
Exceptions to the chtck4n and check-cwt times and locations must be approved In advance by the Director of Campus
Events.
3. Roornine Un/Cut-off Date: A FINAL ruing IM Of alf tonfitronce partkiputts must be submitted to the Campus
Events Depwtmsn!by)uh►3,2014,(7 business days pftr to the~s urtvW). The FtNAL rooming ft wO k m*We
the moi:
L Each participant's first and last names
2. Each participants arrival and departure dates
3. Each participants 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 repented to the Campus Events
Department.
All rooming fists must be legible and Include participants first and taut.wmes. Additions and room changes to the FINIAL
rooming list may occur without penalty at the discretion of the UnKwsilty 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. BgSdIUM.
4. Safety Reaulrements: To meet fire codes and ensure personal safety,room capacities in the residence hales 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 cirtumstwices may attendees sleep on the floor of any dorm room or apartment.
5. Richt 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 insfyr on,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.
Page 2 of 11 Initial Page:
6. After-hours Housing Services; Any questions or services required during the hours of 7:30a_m.to 11:40p.m.will be
handled by the Campus Events Department at 9099-748-8116. From 1.t:ODp.rn,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 ca0s should be made using the participants personal cell phone or
other personal communion tools.
M. MUTING FACILITIES The Ur"*rsfty will provide the following meeting facilities:
8:00 s.m.to S:M lm—Sunday,July 13,2014 to Sunday,July ZD,2014
Appt 216 and Appleton 217
MW&m.to 5:00 p.m,—Sundwf,Ady S,2014 to Sunday,Judy 20,2014(g;,avadable}
Outdoor Basketball Courts
S:00 p.m.to 9:00 p.m.-Sunday,J*20,2014
Can Lonna
Total Anticipated Rental fee: $2,100.00—University of Redlands agrees to underwrite the facility rental fees
for 2014.
User will submit room set-up specifications and/or diagrams of all needed facility set-ups by July 3,2014(7 busirms 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 of Redlands 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. OWING SERVICES: The UnNv slty has a contract with Bon Appetlt Management Company for all food and beverage services on
campus. No external food or beverages may be Nought 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 Son Appetit Management Company.
2.Dining Hours are: Breakfast: 7—8:30am Lunch 11:30ans—ipm Dinner 5—6:30prn
3.PWiminary Meals Orderer'!: User has ordered the following meals.Bon Appetit agrees to underwrite the cost of seven
breakfasts,if the kitchen is already open with other paying groups.
LWAh ohmw Tow
RATS $8.00 $10M �IOSO
Sunday,July 13,2014 _ 0 0 40 40
Monday,July 14,2014 i 40 0 40 80
�uesday,luly 15,2014 40 0 40 80
[_Wednesday,July 16,2014 40 0 40 8o
Thursday,July 17,2014 40 q 40 80
Friday,July 18,2014 40 0 W. 40 84
�Saturday,July, 19,2014 40 � 0� 40 —} so
Sunday.July 20,2014 4040
OOUM YAi41Et jI.�IQiAQ 3a0@
Page 3 of 11 Initial Page:
Userwill submits "FlWguaraoteefiir all sUndard"*at$in Wtiting to the CampusEventsDepartatent bY MY 3,2014
to the a r t. Should your numbers increase after the guarantee has been given,
contact ft s Events Department t update. Numbers for meal cards may not be reduced ome this list is
received for any reawn including:
a. Attendeesd t show- p.
b. AddftloW meat events(catered or standard meal ply are ordered r of actual
participants in either a sWndard meat plans or a catered event by the FINAL guarantee date fisted above,
suppliedMeals cards will be by the University to the U r,. cards are computer pro&rammed for the dates and
rneahI outlined In the User contract. if a meal card is lost,Campus Everts rust be rioUffed Imrrvedlat*to cancef the
card and haw a new card issued.
cards mW be Iswed at the User's requestcards are like debit cards, Tf*V have a specific value associated.
wfth the card. The User will only be charW for the vatue of the food charged to that card. if you wish to order DC8
Campus Events of the number of cards ordered,a,id the dollar value to be placed on each card.
k for catered events are also handled through Son Appitit Management The
a
University pt responsibitity for catering arrangements. User will be r. directly with
on all the details of theineal service,including the Usees firtartchil obligation for-tha
It Is the respordIlIft of the User to r tsf the Universtty as to whicha*als will be provided In the Commonsand which meals
will be handled UVough a private catered event. Under no circumstances will the University accept resporaltillity for
miscommunication f guaranteed numbers as they relate to meal cards and/or catered evenus. User accepts all
resportsibilitV for guararteed numbers given for ewer meW cardsr catered everts.
V, FINANML-
M. The initial projection for the User group s
Sleeping rooms-$9,240.00,as o tiind 1-i Section t.RESERVATIONS,1. tkulwaIgm
Meal plaris-S5,190.00,as outlined in Section IV,DINING SERVICES;3,
Sub t-$2
The Universfty f glands iWO u oderwritethe cost of housing&ffitf f
equad $WMAW
Sun App6tit Catering will underwrite the cost of breakWit each day,ontY if th#kkehan is already aw wft other
RESA PrWam will be responsible f dinners,line and&W additimW
to-0.
User understandsfully accepts the f nal ncial obligation outlined in this contract,and due to the Urdversitywhich
indudes Ow actual charges for sleeping roorns as outfineed in,Section It ESR T1 - , cards
and catering services ordered as outlined in Section i .DINING SERVICES;Facdo r _" renin fees
as oudined In Stalon W. MEETING FACWTIES and any additional fees as detailed below under Section V,FINS L,2.
sm those it mis that Will be underwritten by the Universtty as spedficalty stated in this contraCI.
The renuthkV balance will be due to the University from the User.
r IF d r y
_HqUg0L The University f Redlands r s s thm right to charge User a$SO.W per day We chargofor each
beyondday the FINS.r ruing list/cut due date antic the Users rooming UA is received.
b. s Failure to provide final guv,ante@to the University by the deadfint will result In&$50,00
day late duvp for each day beyond the FINAL guarantee of meals ordered. Thwe w#1 be a S 10= '
cardsthat are not returned at the end of the event for any reason including
Page 4 of 11 lnkW Page'
U
r- Aft2Mng_FAfiMgM- Rental fees include so-up and take-down seritice for the mee0ft space(sl fisted in Section
11L MEETRW FACILITIES. Costs listed for meeting space and standard equipment are the vWcted chargels)
based on the dmfibed services. Actual charges to the User may vary if labor dwM result frorn
aiditloWmodified set-ups and/or take-down,additional services are requested;rental equipment is provided,
ordarnages occur as a result of any program participant,suff,guest,or aL&qcbltp- Faffureto submit set-up
needs by the deadline date as, outliried in 10. M FACILITIES wig resuk In a$-%W per day late
fee for each day beyontl the due date listed above that we do not receive your set-up requirements.
cli= UW accePts full responsibility for ail charges associated with any catered event ord"d by User. As
a cyto the User,cateeing charges*11 be added to tht final Invoice,
Pool passes are avalloble at a cost of$SM each for Ulm duration of the User's
day. FftnessCenw passes are available at a cost of 5.00 each, Both types of pums at*contingent upon
the fteftles being available and open dudrW the posted hours for general pubk usVe. ftn"s Center usage
Is resUkUd to persons 18 yews or older.
f. AddMM9jqujgmwjtjAtnLJoL Equipment or Services ordered through the University htcltuft A/V
equipawit,rr SeMces,Printing Services,and Outdoor Programs equiprnmt wiff bmw additional charges.
kgALMW. Keys not returned during check-out or within 24 hours after che&-out will be assessed a fee of
$W.00 eadh for a dormitory room key and$50.00 for an exterior door dormhory key.
h. DWaM- Labor and matertals necessary to replace any nu in items or to repair d to the pre-mlses
caused by the User or any of the User's participants will be billed the actual ctorges to restore the premises to
their condition before the scheduled event.
L R - User accepts financial responsitiffityfor all equipment rentals obtained on behaff of the User by the
Univiersky through external vendors.
1 tMMM0t,5dMgj& The University will mall to the User a final invoke ratn 30 days after the conclusion of User's
event for charges associated with the confer e, Failure to pay the balance due as staW on dw MW Invoice within
thirty(30)days of the Invoice date wig result In late fees being charged at a rate of 12%per annum Late fees will be
cakuhited from ttw firo calendar day following the Odue dateo noted on the Final Invoice until the date tie pa rpt is
recek*&
The University wt#mall to the User a final irrvoice wfthin 30 days after the condusion of Usees event for charges
associated with the conferenoe. Failure to pay the balance due as stated on the Final Involoe W104ft"Orty(30)days of
the Invoke date"mutt in late fees being charged at a rate of 12%per annum. Late fen will be calculated from the
first calemiar day foffowing the'due date'noted on the Final tnvoice until the date the payment is received.
Final payment may be made by credit card or a check(made payable to OUniversity of Redlandsr). Payment should be
returned to the fallowing address-
tintvarsity off Redlands
Campus Events Department
1200 E.Colton Ave,
Redlands,CA 92373
Quesdom regarifirM billing shotaild be addressed with the Director of Campus Events at 909-74&8133.
4. 8_qfiMjL-L Request for refunds should be made in writing to thwe Campus Events Departrneft The University Is unable
to provide refinub for canteHations(except to the extent that User's paMent for sd*&jW event exceeds any
liquidated dwmqWii,wno showso or early departures. Any eligible refund(s)to the User or the Usees participants#'ll
be processed wftn 4-6 weeks of reconciliation arui wift be disbursed to the User in the form of a Unbiwsity check.
Page 5 of 11 initial Page.
V1, GENERAL
I.
i
The
UrJverft shaff be responsible for comphance w"the ADA with respect t
a. The Univershyspolicies,procedures,and ii i iiitycrit ° +>
tL earl,communications,and traffic control .the University,other than bwrW_s created
the control of User,ft agents,representatives,or contractm.
. The provisionof wheelchair seating spares In bfy areas,
User sM#be ie for compliance with the ADA with respect to-
o. Usves policies,practices,procedures,and eligibility retteria.
b. The ° ion of auxifiary aids and services in a-teas designated for the em1usla use of or within the
contM of user,including fuixtion space listed in this Agreement.
Tratuportation for attendees eery facilities utilized by Userg
amount of adWed housing for the disabled is available,however,it may not ire the sarne
buildftto which the User has been assigned. if ADA housing is needed,then the User must notify the University as
soon aspossibleto see If ADA housing is avallaWe. pricing for ADA lousing shall rate for the
grow
i " o assure that adequate information is ° ii bi i4r University staff mid User's participants,the
User wiff subn*a copy of the final writtenevent/program schedule to the Campus t w titer than Jud
2014 130 days prior - start of tie conference)"
User rush arrange for a meeting with all of Users participants to inform their group of all Urihrerslty polides and
procedures moo'to conferencecheck-in.
3, jnt&LnjL Requests for s access for Usera User atteridees while on campus must besubnifted,to wrIUM
JWV 3,WK(7 busWaw in advancef Failure to submit `i r to provide
access to the campus wirideu est network.
moire . 'es are available in dorm room and classrooms at no additiorial cost. Wkefess Ares in dorm
rooms is provided for the convenience of the guest,but is not guaranteed. Depending upon location,sovkemay be
limited§ Aft classroomand meeting roorm provide wireless irate et accen.
Interttet seem is alsoavatlable In our Computer Lab and the Ubrary during summer n under the
age of 19 ffmy not be left In any computer lab facility without supennsion, All children under the age of 18 must have an
adult superviorpresent in the lad at all times,
The campus wireless networkis now a common means for the University community to access the kdeme,view videos,
obtain l as use , r services. Due to its over-the-air nature,wireless communications are vuMerable t
Intrustwe attacks thus mWang secureto the wireless network very imp internam access
needs of the User group must be coordinated through the Campus Events Department i ram start
date.
The University accepts no responsibility f r the safety of information downloaded ted with the
User group. All downfoads are dare at User's own risk, User accepts full responsibility �
�content
dowrdoaded by the User or User attend
Inf6m,Th e UN rsity of Redlands of any materials being shippedto the canums In order to coordinate
receIrA of aff packageL Aft shipping Labels must have following Information,ation,i add-11don to the designted malring
address if
vGrWp nam
P
Page 6 of 11 Initial
b. Ardval Date/Departure Date
c -Contad narne
PLEAM CHECK WffW THIE UNIVEfMTY SEIPORE SMPPING PACKAGESTO CONORM
AOORM IS AEM USED.
Do rwt send materials e than five s days prior to the arrival date,as the UnfixffsIty has limitedrage
space. Gistges wW be assessedfor storing or movingthese materials, !terns received business days in
advance of Vour event wil be returned at the Usees expense. Also,at the Usees own expeme,arrangements must be
made for the mum shipping of any surplus rnatertals. The University f Redlands re any
materials not removed aiftm fourteen after your stheduled departure date, The University of Redlands is not
mislabeledresportsiblefor packftft,km packages,or damages to iterns gipped at the
5. p a University ammesresponsibility floss,theft,or darnagem personal property beJongingt the
Uw or to anit of s participants. ParWpants who believe they have left personal effiects behind may contact the
Campus Events Deparuntnt. If the item is found.It may be ctalmed in person by describing the item(ie. color,brand
etc.).
While the Unhwsky attempts to return personal effects to their proper ownm,It cannot assuaw responsibility for any
Item a f4cift. To prevent Ioss,participants should reclaim tWr personal effects ity as soon as
possiblo- The University cannot ho`ki items lonW then 14 days aft day of conference r
The Universitywiftnot end items through the mail C00. All shipping charges associated with the return of property to
the a User attendee will be the responsibility the'lrrd` tid al. The University will not assume the cost of ftpir g
any ftern back to Its original ownertlocation,
F Earltfr&Vehicle parkb*on University prop"is governed by the ver se`s Pubtic Safety Office and the Redlands
conference parking `g be subject to guidelines established by t _ ParkhV its are
t r ed,but all state and local parking porxies must be fold
User attendees a all responsiblifity for vehicles pare on University property. Under no chrunistantes is the
Universft responsible for damage to any vehicle while located on University property.
Before the User prinu or distfibutes any publication or other material In which the University
fadifies a 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 Ow Urlirversity
and fadiftles we properly represented.
The naaw'Universtty f Redlands'as well as all University logos and tridernarks are the sole property of the UniveNty,
These may not be used without prior consent from,the Campus Events Department.
Before the User atterripts to sell any merchandise University proper,the User must first obtainapproval from
the University dwough the Campus Events Department.
ffi : AD roups whose partkipants are under the age of 18 rest adhere to the following.
a, User num provide adult,livedo a . .s at a ratio of at least one adult advisor for 0 participants,
b. User miust proWde ate trainer and otientation for these advisors,
l= User rnust arraW for an orient tion s sion upon arrival of five-in advisory for emn to mW with the
Unk~representative prior to partidpames arrival.
ll. The u f advisors sfrall be dearly and e plldtly defined and must include he-follovoing minittrum duties;.
• Knowing pardripants to the e nt that they can be identified and ca[W by nanm Assistingtherm with
problem `ng and accourting for their presence,health and safety.
• Saft prewnt and available and actively rr lto" g participant activity CAMPUS LOCATIONS at AL
partkipaintsare present.
• E s rules and those of the Unlvers4 as st.c6d i AL; ,J#AV_1 j J H�in
Oft Agreement.
Page 7 of 11 Initial pa ft
so a n so rt si re o n ii r is tiWitionally,user
must provide'
Unlilletsky with a 24-hour contart number for a desigrated live-in advisor for the group. While this
responsibility may be shared by all of the User's,live4n advisors through the use of a Owed pager or cell
e peTsw gust bed ed to respond at that nuorber at all
. N,_. x Prior to check-4n,the User must have in its possenjurt,medjoal consent form for all partidpants
urrd e 1 These forms must be signed by the participant's panyt or legal guardian, An au lied
medicatconsent form is required before medical treatment can be administeredto any minar. All dec6lons regarding
medk4 treatment for any of the Useer,participants are the sole responsibility of the User and the Umes ow-In a
10- SKu The User and User attendees must comply With all a and local tam and all Urrirrersity
pplibieederaf,
housing le on University ems- User will inform all attendees of the followings. aIifly,
User will force these regulations as we#as any additional rutes and regWations esublishect by the User for
theiranendeeL Attendees falling to adhere to User's rules or to those of the University will be removed from the residence
hall(s) from paalcipation in activities on University pr pew.
a. l gqsr The possession or consumption of alcoholic beverages by anyone under the ap of twenty-
one
1 is prohibited by California later and is not allowed on University y permitted in the
nuldlence , Any alcohol consumed oncam-pus is handled through the catering office, vlolation of this
Agreement may result in the immediate removal of the participants from the residence hall at the Univershys sole
Ckawdor-
b- ° Bicycles may not be brought into or inept In residence halls. Ample parking for bicycles is available near
hall,each residence The University is not responsible for the wurity ofbicycles- Motorbikes are not permitted
i
r Children of participants and all participants under the age of eighteen be wworponfed and
supervilsed by an adult at alf fi
d- _ participants may not brim their own refrigerator or mirrowave. Particlparft may bring and
use In VSelr rooms,coffee makers with an automatic shut-off. Appliances which have an open codor use oil
am not allowed In residence ball rooms.
responsible for all damages caused by User or User aftendeeL Should damages occur,the
University will attempt to provide an opportunity for the User to confirm the situation. it Is the Ups
responsibilityto collectall charges from the attendees responsible for the damage.
f PnM Attendee Involvement In the use,possession,distribututrior sale of illegal drugs or narcotics is strictly
' hAfted,WKIluding the use of medical marijuana whether a medical mariju"card is ism or not Non-
compliance
anyoneassociated with User event vAll result In immediate retnovalresidence hall,and
OAI from participation in awl ' ies on University property, The University operates under a no totemnce
policy and will also report any instances of substanceabuse,possession,or,sale to local law enforcement for
Possitft prosecution
ors exist to some University facilities for the cont fence of participarns and tbeirguests,and
mainflIfthm with clisatiffities. Elevators rnust be used properly. Misuse y reuA Intemporarylimof service
atWora selI charge for repairs resulting from that see NotJfV a University Initnediatefy if an
:urs.
hs Fid University facilities are equipped with fire safety systems. All attendees ate the building
hruniedatetywheft the fire alarm sounds. flaps describing euati routes are posted within each facility, User
stiould fornillaroe all attendees with these routes. Misuse or damage to fire safttyequonent filer systems,
urfokedetectors,fre ala"ns,pull stations,fire extinguishers,and fire hos is sbitdyliwbiddenand wilf result in
dwnW dhargas to the User and to prosecution.
i, Fr
A& (outfide of the Dining Half). The Unhwsity strongly discourages food and soft drinks in the dormitories,
daswoorek and eting venues that do riot have kitchens. Food and sugar-fiUd sodas atuact ants and
1 year old campusis located the site f former groves. a a,sive ant
populatilon Immediately drawn to open food and soda vantainers. Crumbs also draw tIhese insects from
otherareas. It is not unusual for amts to be found on the P floor-of dormhorlesand classrooms, TheLlnivers4
spritlis routinift for these pests, Your support and diligence e ori obser*Wng this regulation wig helpe your visit
an er4oyable one.
f any tune is sts°a ly prohibited ori#fir° rs�property.
Page 8 of 11 Intual.
L JaMomw. The use of foul language and profanities Is discouraged at all times. The University hosu many groups
vAth diverse backgrounds. Courtesy towards others,both within the is grotip and between the Usees group
MW others Is expected at all pmes,
L MkgMgh=The University reserves the right to evict any person or persons whose conduct Is unacceptable by
UnWersity standards.
M. f0tv RuUw 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 ruin we clearly posted at the
entranceAN rules must be followed at all times. Failure to follow established safety procedures will msult In
cancellation of pool privileges Wah no refund of the pool pass fees.
n. ptaboL
a. UniNlersity staff may enter any room,including any guest room,fbr the purpose of maintaining health and
salety,for reasonable maintenancee inspection,for repair in any O"tion d by the University to be
an emergency�
Unlitersity staff will require participants to re any pet,bicycle or"ftern deemed by the UnNersity to
be elther hazardous or inappropriate to a group living environment that Is bnx*A into the residence-halls,
c. For emergency s' worts,Public SaNty should at 909-748 a ceff phone or x8M from
an internal University phone.
a. PeIL. No pets of any kind may be brought into or kW In a UmveNty facility,with ttie exception of certified service
SplM&W Prior notification of the need of service animals is requested.
P. 9M*_d2mM Quiet hours in ail shared-use housing hiclifties are 9-00 pm.to 9-.00&m.dak Rados,televisions,
stereos and other such equipment must be operated so as not to disturb other guests In the bu", This Is to be
observed by all allendeft to ensure a peaceful and comfortable living environment
AQ2MJn122Mw- All residence hall rooms are carefully inspected to ensure,pr*W care and maintepance both
before and after occupancy. If a maintenance problem should arise,please report It lmrnediately to the Campus
Events Departatena,
r. &-n9kka Sfnoldng is prohibited in all University facilities,including residence halls. Designated smoldng areas are
cuts&—
s. Ad non-resident visitors within a residence hall are required to be escorted at ALL tknes by a residence
escort University staff may require the User to request any participants or group of pw*lpams to Wve the
residence W(s)and/or University property if regulations/procedures specified in this Agreement are violated.
t. ftdop& Window screens,where provided,are not to be re ed for any resson. User wig be charged for each
wRxlow screen reinaved or damililed.
V11, FORCE MMEURE. If efther party is de*ed, interrupted or prevented from the performance of its contractual obliilatcuis by
reason of an act of nature,fire,flood,war,public disaster,strikes or labor difficulnes,governfftental enactment,regulation or
order, dv#tumult epidlemic, or any other use beyond its control, such party shall not be hable to the other therefore,
except, hovnver that the User shall remain liable for all non-cancelable costs paid and/ coptracted by the UntverS4 of
Redlands before the event that occasioned the delay, Interruption, or prevention, Non-cancelable costs are defined as third
party costs for servim steady rendered or iterns already consumed.
V11f,INSURANCE:The User shal.at its own cost and expense,wure and maintain in force at aff tknes during which this Agreement
is in effecat policies of insurance that meet the minimum requirements of the University as described be4ow.
a.Commerplat General Ustillity Insurance for personal bodily Injury,wrongful death,and broad form property dam4e
losses chated,written on an occurrence form,with firnits as follows:
L Each Occurrence $1,000,000
d. ProductVCornpfeted Operations Aggregate $110001000f
14. Pets*"and Advertising Injury $11OW1000
ie Sexual hNsconduer
If In connection wfth,this Agreement,User or ines of User wfli Include persons underthe age of 19,then the
General LWOW hisurance policy must lir 'd coverage for sexual rnis=dua(Including by defugfimi sexual
moleshnicin.abuse,and harassmept)with limits of no less than$50,000 per ocamrencelf$100,OW
991FIVAM Not*.If OW General Liability coverage has any sub-Ornits or exclusiaminconsistentwith the above
that apply to ewerage for sexual,misconduct the Certificate of Insurance must define those limits or excluslofw.
v. Generalft4wrepte $2,000,000
Page 9 of 11 Initial Page.,
b,The User must provideCertificate f Insurance or other evidence of insurame satisfactory to the Urilversity,
spedfic reference to the event desalbed In this Agreement, Coverage must be written on an"oocurT*rtW form and
makitained thrIxighout the tern of the contract, With regard to coverages described under paragraph A above-
vi.
endorsement,the poky must reflect,'the University of Redlands,its trustees,officeremployees,faculty,
and agents as an additional insured s their interest may appear with regard to the a ;s
under this ment'
vllBy endorsement the pole must lodude a provision that the coverage will be-primary and will not participate
with nor bo excess r any valid and collectible insurance car;*d or maintained by the Urdverskyb
vili. It Is agreed that the provisions under(i),and e shall only apply In proportion to and to the extent of the
neftent ad or omissions of the User,its officers,agents,or employees.
. By endorsement.the policy must reflect Waiver of Subrogation in favor of the
. Where requited Oby endorsement,0 the presence of such endo rpt must be noted on the Certificate of
rate insurer issued endorsement must be accompany the Certificate of kwrance.
c,Insurance maintained by the User shall app on a first dollar basis. Any deductible s ed retention shall not
exceed$5,0W per occurrence.unless othersvise approved by the University. The Usw herein s their
responsitift for any losses that fail under a deductible or self-irisured retention.
d,it is agreed herein that the coverage,limits,and conditions referred to under A,9,and C above shaft not In ar y gray Omit
the Vabft of Ow User, The User shall frr ish the University with C , if'tates of Insurance"dencing compliance with all
requirements 30 days prior to commencernent of this Agreement Such certificates shelf,
% Provide for thirty 30ys advance written notice to the University of any modillication,changw,or cancellation
Of any Of the above insurance coverage. The Certificate of Insurance st reflect s. Sh w any
describedof the p tiles be cancelled or coverage awl or limits reduced or materbOV skered prior to the
expiration to thereof,the issuing insurer will mail 30 days written notice to the certificate holder namedto the
iii, above-described Certificateof Insurance it be due in the CoryferenceServicesOffice byhnw 13,2014
e.Each 4wrance poky shall be Issued by an insurance mpany authorized to do basiness In the State o(california or
eligible Insurer acceptable to the State and having agents in California to whom service of process may be
made,wid cuffenttV rated by Aye=Best as O -)Ir or better.
The U e the University with Certificates of Insurance In conformance with the above requirements for any
providingcompwiles s to User in connection ` this Agreement,
l ll by assumes all responsibility for the safety and welfare of gueAs during the event. No illegal
act.. 'les of any kind shall be t i r t d on the University of Redlands campus.
User shag defend,indemnNy and hold harmless the Unwersity,its officers,agents and employee.%frorn and apinst any and ail
llability,loss, udir reasonable a rneys° s) or claims for injury or damages f the performance of
this Agreement proportion to and to the extent such liability,loss,expense,attorWsfem or dalmfor injury or
damages by or r Lift from the negligent or intentional acts or omissions of User,Usees guests,or Usees service
pr em
If a duvitable organization,association,corporation,entity or indhidual,having or clairning immunity or exemption
(statutorVor otherwise)from fiabillty for damage or'Injury to propel or person,hereby wahles its rightdetensively
such immurAy or exernption against the University,
X. UTE : In dw event that a dispute arises under this Agreement,the following dispute resolution procedures
will be folly *rpt will be govemed by the lags of the State of Califd , ` ,as appkid to contracts made and to
be perfotmeid in California.
Arm:
All conbrovwsles,disputes or dairns(including those hased upon statute,tort or pubfic poky and thosebrought
a other entities)arising out of or relatingto this Agreement,the services to be performed r it,
or the breach dwweof,shall be determined by arbitration in accordance wi the procedures establistled beis
Page 10 of 11 initial Page-
[
. Arbitration must be initiated by a party providing the other party with a mitten dernand to arbitrate and notice of
selection of one arbitrator.
c, Within five(5calendar days of receipt of the written demand to arbitrate,the second party shall select one arbitrator
and give notice of its dhoice to the first party. The two arbitrators so selected shall be unrelated to and unaffiliated in
anyway with elther of the parties.. The two arbitrators so selected wfll together choose a third a. ° rator within ff e
calendar days after the selection of the second. In the event that the two are unable to agee upon a third arbitrator,
efther party may petlWn the presiding judge of the San Bernardino County Supedw 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 sibm t 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 givers to the other party and to all arbitrators.
e, Within seven(7)cacalendar days after the submission of the two proposed decisions,the arbitrators will(sold 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 o
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 takers under oath and the parties may be pre :n ed by legal
Counsel.
f. The arbitrators,by majority oriity d `sion,shall issue a written decision within five tcalendar 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
judgmentIn a court of competent jurisdiction, The arbitrators shall not have the authority to amend,modify or delete
any provisionofthis Agreement,
The costs of the arbitrators shall be split equally between the partlec Each party shall bear its own cost of arbitration,
lincluding fees of its counsel;
Xie NON-DISMIMINATION. The parties agree to be bound by applicable stag and federal rules governing gyral Employment
Opportunity and pion-Di i inat on,
il_ s The Unwersity'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.
UL ENTIRE AGREEMENT: This Agreement,and its accompanying Addendums,constitute the entire agreerrwnt between the
University and User with respect to its subject matter and may be amended only by wntten notification between both parties,
Any and all other proposals,negotiations,promises,arrangements,or understandings,whether oral or written,evade prior to
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 crttw, by their
respective agents,representatives,or employees with respect to this Agreement,Neither User nor the University may asci ri
their rights or obligations raider this Agreement without the express written consent of the other party.
XIV. MUTUAL AND FUNDI ENT: This Agreement,when signed and d-red below by the respective authorised
representatives of University and the User will be considered in farce and legally binding on both parties.
The person(s)signing this Agreenvnt shall have the authority to bind their respective organizations and agree to the terms and
conditions herein.
n _
Paul W,Faster,Ma o Tempore
#g* lan
Sar. Irwi , Citi* Clerk
, f /
Date.
cca Petersen,Director of Campus Events
Un'W rsity of Redlands
Page 11 of 1.1 nitial Page: