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HomeMy WebLinkAboutContracts & Agreements_68-2026Organization: RESA-Redlands Emergency services Academy Client Contest: Povero, Dominick Address: 1270 W. Park Avenue Redlands CA 92373 Phone: (809) 667-602B Email: dpoverc@rediandepollce.arg University of Redlands Corbrences and Events Conferences and Events AGREEMENT 1200 East Colton Avenue PO Box 3080 Redlands, CA 22373 www.rodlands.edulavent-services. eventagredlands.edu (800) 7"10 This is an, agreement by and between the University of Redlands, a Califomia nonprofit educational corporation with multiple campuses in Callfomts (the "University") and City of Redlands, a municipal corporation and general low city, herein (the "User"). Essentially, the User Is agreeing to rent space from, and utilize the services of, the University on the terms and conditions specified In this agreement (the "Agreement") Agreement Issue Date: February 27, 2026 Agreement Expiration date: March 19, 2026 To give the User time to review, consider, and finalize this Agreement, the University will reserve the event dates and event spaces that are the subject of this Agreement until the Agreement Explration Date as a courtesy to the User. If the User has not returned the completed/executed Agreement, together with any required deposits and documents, the User understands that the University may release, and not hold, the dates and space. Subject of this Agreement kESA26 - Housing RESERVATIONS Wednesday, Jul 08 2026 12:00AM-11:30PM Grossment Hall (120) 7:00 AM - 8:30 AM No location assigned 4:30 PM - 6:00 PM Dinner at The Table RESA26 - Housing - 2026-ABRDOV Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 _._ epo rin[ad ari Fa of 1 t06 A.M. Pegs REBA Agreemant.bm.06.00 R026. FY2626.172 RESA26 - Housing-2020-ABRDQV Wednesday, Jul 08 2020 8:00 PM - 0:30 PM Memorial Chapel Steps Thursday, Jul 09 2026 12:00 AM .11:30 PM Grossmont Hall (120) 7:00 AM - 6:30 AM Breakfast at The Table 4:30 PM - 6:00 PM Dinner at The Table Friday, Jul 10 2020 12:00 AM -11:30 PM Grossmont Hall (120) 7:06 AM - 8:30 AM - Breakfast at The Table 4:30 PM - 0:00 PM Dinner at The Table Saturday, Jul 11 2020 12:00 AM -11:30 PM Graaamont Hall (120) 7:00 AM - 8:30 AM Breakfast at The Table 4:30 PM - 6:00 PM Dinner at The Table Sunday, Jul 12 2016 12:00 AM -11:30 PM Grossmont Hall (120) 7:00 AM - 8:30 AM Breakfast at The Table 4:30 PM - 6:00 PM Dlnnsr at The Table Monday, Jul 13 2026 12:00 AM -11:30 PM. Grossmont Hall (120) 7:00 AM - 8:30 AM Expected Attendance: 40 Expected Attendance: 40 Expected Attendanoe: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance; 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 sport PrIntad an Fab 27 2026 at 11:08 A.M. - - Page 2 RESA Agreement.bm.06.08.2028.FY2626-172 RESA26 - Housing - 2026•ABRDOV Monday, Jul 13 2020 7:00 AM - 0:30 AM Breakfast at The Table 4:30 PM - 6:00 PM Dinner at The Table Tuesday, Jul 14 2026 12.00 AM - 11:30 PM Grossmont Hall (120) 7:00 AM - 8:30 AM Breakfast at The Table 4:30 PM - 0f00 PM Dinner at The Table 8:00 PM -11:00 PM Orton Center Wednesday, Jul 18 2026 12:00 AM -11:30 PM Groeamont Hall (120) 7:00 AM - 8:30 AM Breakfast at The Table 6.00 PM - 9:00 PM Orton Center Reserved: 3:00 PM - 9*00 PM This space Is Intentionally left blank. Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance: 40 Expected Attendance:176 Report Printed on Feb 27 2 at .M. - ____- - - . - - age 3 REBA Agreement.bm.05.06.2026.FY2526.172 RESA26 - Housing - 2026-ABRDQV FINANCIALS List Price Adjustment Sub Total for Jul 08 2026 - Jul 15 2026 Standard Breakfast($12.15,plus tax)7-26 $3,192.00 $3,471.30 $3,471.30 List Price Adjustment Sub Total for Jul 08 2020 -Jul 14 2020 Standard Dinner($14.85, plustax)7/1/26 $3.906.00 $4,247.78 $4,247.78 List Price Adjustment Sub Total for Jul 15 2026 -Jul 16 2020 Orton Carder $4,600.00 (100%) Concession $0.00 AV - Conference AV Base Package $100.00 (100%) Concession $0.00 $0.00 List Price Adjustment Sub Total for Jul 08 2026 -Jul 15 2026 GrossmontHall (120) $37,800.00 (100%) Concession $0.00 Conference -Service Fee $1.120.00 $160 per day for 7 days $1,120.00 $1,12000 List Price Adjustment Sub Total for Jul 14 2020 - Jul 15 2026 Orton Center $3.000.00 (100%) Concession $0.00 AV- Conference AV Base Package $100.00 (100%) Concession $0.00 $0.00 TOTAL PROJECTED AMOUNT, $0,839.06 Non -Refundable Reservation Deposit (28%): $2,209.77 Minimum Revenue Requirement (60%): $7,071.26 Additional services and/or equipment may result In fees not outlined In the financials above, such as audio visual or rentals. This space Is intentionally left blank. spat Pr n on Feb 27 2 at 1:0 A. - -Page d RESA Agreement bm,06.06.2026.FY2526-172 RESA26 - Housing - 2026-ABRDOV RESERVATION The University will reserve the venue(®), housing, food service plans, equipment, and services as outlined In this Agreement. Users reservation must Include the time needed for pro -event preparations and post -event cleanup, Including any time needed by Users external vendors. Should additional venues, housing, food service plans, equipment, or services be requested, the User must submit to the University a written request for the adjustment. Requests for addlgonal reservations are not guaranteed but will be accommodated when possible. If the University Is able to accommodate the additional reservations an addendum to this Agreement will be Issued. A reservation becomes effective after (a) the Agreement Is signed by both the University and the User and (b) the University has received a non-refundable reservation deposit In the amount of 25% of the total minimum Initial projected amount specified In the Agreement. 11. VENUE(S) The University has venues that may be available for rental throughout the year. Fees for venue rentals Include only (a) use of the reserved venue during the reserved days/tlmea and (b) existing tables and chairs available from the University's Inventory and located In the venue. Other equipment and services may be arranged with additional costs, Including audio visual equipment andf or services. If the User wants the venue(s) set up in a particular way, the User must submit to Conferences and Events a written request specifying the room set-up specifications and/or diagrams no lase than twenty-one (21) days prior to the first day of guest arrival. - Any set-up specifications submitted less then twenty-one (21) days prior to the first day of guest arrival cannot be guaranteed. Although it is rate, and the University seeks to avoid any changes, the University reserves the right to change specific venue - - assignments as necessary for University business. If a change becomes necessary, the University will move the event/tunctionto a comparable and adequate venue on the University campus and will communicate any such changes to the User in a timely manner. Although collaboration between the University and the User is expected, 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 directions and assistance on the alternate location. The University of Redlands strives to be inclusive of all individuals with disabilities and/or limited mobility of varying degrees on our campus; Despite our efforts to be inclusive; some buildings were built prior to the advent of modern building codes and accessibility standards. To provide access or reasonable accommodation for all individuals, It Is Imperative that the User submit to Conferences and Events awritten request specifying the accommodation specifications for attendees with special needs (Including housing) no less then twenty-one (21) days prior to the first day of guests arrival. Strong pro -planning will allow us to create a program that meets the needs of your entire group with the venues that are available. Any accommodation requests submitted less than Monty - one (21) days prior to the first day of guest arrival cannot be guaranteed. III. HOUSING When residence halls and/or apartments are Included in a reservation, the following terns and conditions will apply. A. Specific Residence HeItApartments Repor(P me on e 2 at t ;0a A.M. --- - Page REBA Agreement.bm.06.06.2026.FY2626.172 REMO - Housing - 2026-ABRDOV Ahhough it is rare, and the University seeks to avoid any changes, the University reserves the right to change specific residence hall/apartment assignments as necessary for University business. If a change becomes necessary, the University will provide comparable residence halIMpartment space and will communicate any such changes to the User in a tlmaiy manner. B, Check -In and Check -Out Check -in and check-out times and locations must be arranged and approved by Conferences and Events no less than twenty-one (21) days prior to the first day of guest arrival, C. Rooming List A FINAL rooming list of all guests must be submitted to Conferences and Events no less than fourteen (14) days prior to the first day of guest arrival. The FINAL rooming list must Include: each gussfa first and last names and room assignment. The University will provide hall charts and diagrams for the User to make room assignments. Room changes are to be handled by the User's Conference Supervisor and must be reported to Conferences and Events. All rooming lists must be legible and Include participants' first and last names. D. Capacity Requirements To meet fire codes and ensure personal safety, room capacities in the residence halls shall not exceed the number of persons per established sleeping room, unless otherwise designated on floor plans provided by the University. Under no — -- circumstances may attendees sloop on the floor of any residence hall or apartment. E. Notice of Onalte Staff Be advised the User maybe placed In housing that has a University Employee living In residence, Onsite stab members are trained mandated reporters and have undergone a background chock. F. Right of Entry The University reserves the right to enter any housing provided to the User pursuant to this Agreement to Inspect the promises 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 housing for any reason other then health, safety, maintenance and repair, emergency, or compliance with University policies without prior notification to the User. This Includes vendors contracted by the University. G. Quiet Hours Quiet hours are 11:00 PM-07:00 AM. Radios, televisions, stereos, and other such equipment must be operated so as not to disturb. This Is to be observed by all guests to ensure a peaceful and comfortable living environment. H. After Hours The Conference and Events office Is open daily from Sam —8pm. Any questions or services required after hours will be handled by the University's Public Safety Department, All calls for assistance should be made to Public Safety at 909-748-8888, - Linens Report Printed on Feb -72 -atI ill U. _ .-ego - RESA Agreemera.bm.05.08.2028.FY2528.172 RESA26 - Housing - 2026-ABRDQV Linens are available to rent, per seven (7) day period. Each linen packet Includes a pillow, two sheets, pillowcase, blanket, bath towel, and wash cloth. Linens must be ordered no lose then fourteen (14) days prior to the first day of guest arrival and cannot be added after this date. Final pricing per packet will be outlined when linens are ordered, not when Agreement is signed. IV. FOOD SERVICE PLANS When food service plans are Included In a reservation, the following terms and conditions will apply. A. Exclusive Provider The University has an exclusive contract with Harvest Table Culinary Group ("Harvest Table") for all food and beverage services on the University's Redlande campus. No external food or beverages may be brought on the Redlands campus without prior written approval from Harvest Table and Conferences and Events. B. Regular Summer Dining Hours at The Table Breakfast 07:00 AM- 08:30 AM, Lunch 11:30 AM- 01:00 PM, and Dinner 05:00 PM- 08:30 PM User must submit FINAL MEALTIMES for standard meal plans to Harvest Table no less then twenty-one (21) days prior to the first day of guest arrival C. Standard Meal Plans Prices specified in the Agreement reflect the standard meal plans at The Table In The Irvine Commons ("The Table"). Meals at The Table are All -You -Care -TO -Eat and must be consumed on the premises. If to -go options are needed, arrangements must be made with Harvest Table no less than ten (10) days prior to the first day of guest arrival. Harvest Table needs a guarantee of fifty (60) guests to open The Table. If User Is below fifty (50) guests there will be a surcharge on each meal. A surcharge will be determined based on User guest numbers, along with other potential users or diners eating during Usoes stay. Meal passes will be. supplied by"the University to the User. If a meal pass is lost, Conferences and Events must be notified Immediately and a replacement fee will be Incurred for each new pass. D. Final Guarantee for Standard Meal Plans User must submit a FINAL GUARANTEE for standard meal plans to Harvest Table no less then fourteen (14) days prior to the first day of guest arrival. User can have no more than three (3) different standard meal plan configurations. Numbers for standard meal plans may not be reduced once the FINAL GUARANTEE is received for any reason Including, but not limited to, guests who do not show up and use their standard meal plan or additional meal events that change the number of guests using their standard meal plan. Should the User's numbers increase after the FINAL GUARANTEE has been given, requests can be made to Harvest Table up to seven (7) days prior to the first day of guest arrival, but adjustments are not guaranteed. Changes to guest counts cannot be made less than three (3) days prior to the first day of guest arrival. Report Printed on Fab 272020at11:06A.M. - - Pagel RESA Agreamam.bm,06.06.2026.FY2528-172 RESA26 - Housing - 2026-ABRDQV E. Water Stabons A complimentary water s►ation, Including to -go cups, will be available daily outside of the Irvine Commons. If addklonal water stations are needed, arrangements, Including any financial obligations, must be made directly between the User and Harvest Table no less then twenty-one (21) days prior to the first day of guest arrival. F. Catering Catering arrangements, Including any financial obligations, must be made directly between the User and Harvest Table no leas then twenty-one (21) days prior to the first day of guest arrival. The University is not Involved In catering arrangements and does not accept responsibility for catering. It Is the responsibility of the User to notify the University as to which standard meals will be provided at The Table and which meals will be a Harvest Table catered event. User accepts all responsibility for guaranteed numbers given for either meal cards or catered events. G. Alcoholic Beverages The possession or consumption of alcoholic beverages by anyone under the age of twenty-one (21) Is prohibited by California law. Harvest Table Culinary Group (Harvest Table) is the only organization that to permitted to bring to or have alcohol available for an event at the University. Harvest Table carries the appropriate liquor licenses and requires state regulated training for bartenders and wait staff that handle alcohol Harvest Table requires a minimum of thirty (30) days advanced notice of a bar/alcohol request. In order to serve alcohol at an outdoor venue, perimeter fencing must be provided at the User's expense. The perimeter fence must be diagramed by Conferences and Events and submitted to Harvest Table for approval a minimum of thirty (30) - days prior to the event date. Once the diagram Is approved, changes cannot be made. Should the University or Harvest Table determine any User or User's guest has brought any alcohol onto the premises without prior wri ten approval, or allows any minor to consume any alcoholic beverage, the university or Harvest Table reserves the right to close the bar Immediately andlar terminate the function entirely at the User's expense. User shall be responsible for providing transportation for the safety and well-being of all guests. In addition, the User will be responsible for all fines, loss of business, assessments, and liability of any nature as a result of the above. Alcohol is not permitted in the residence halls. Violation of this Agreement may result In the immediate removal of the guests from the residence hall at the Unlverslty's sole discretion. V. ADDITIONAL SERVICES AND/OR EQUIPMENT Sometimes Users arrange for addlbonal services or equlpmentfrom the University that are not Included In the venue rental rates. Common services or equipment include audio-vlsuai services or equipment, IT services, printing services, or use of the University's Outdoor Programs equipment. Additional services and equipment must be specifically arranged and agreed upon. VI. FINANCIAL TERMS AND CONDITIONS kepi on eb 27 2026 at 11:06 A.M. 'mm- ---- - Page 8 RESA Agreament.bm.08.0e.2025.FY2526-172 REBA26 - Housing - 2026-ABRDQV The following financial terms and conditions apply to this Agreement. A. Minimum Revenue Requirement User will be billed a Minimum Revenue Requirement which is determined by adding the total dollar values of the Venues, Housing, Food Service, and other billable expenses which equal the Total Minimum Initial Projected Amount, and multiplying this figure by 80%. User understands and fully accepts the Minimum Revenue Requirement due to the University no matter the actual number of guests or spaces and equipment used. Final Invoices will be calculated based on the criteria detailed below, and will be whichever Is greatest of the following: 1. The Minimum Revenue Requirement, plus Additional Charges as outlined below. Under no circumstances with the User be charged teas the Minimum Revenue Requirement, 2. The final requested room set-up specifications and/or diagrams of all needed venues (submitted twenty -ono (21) days prior to the first day of guest arrival), the final rooming list of all guests (submitted fourteen (14) days prior to the 'first day of guestorrivai), and the final guarantee for standard meal plans (submitted twenty-one (21) days prior to the first day of guest arrival) if greater than actual numbers, plus Additional Charges as outlined below. 3. The actual number of guests, venues, housing, and food service plans if higher then final guarantees, plus Additional Charges as outlined below, S. Service Fee The User understands and agrees that the University adds a service file of five percent (5%) to the final billable amount for all events, C. Payment Payment may be made by check, credit card, or wire. Checks should be made payable to °University of Redlands" and sent to the following address: University of Redlands Conferences and Events Department 1200 East Colton Avenue Redlands, CA 92373 A $25.00 fee will be assessed for returned checks. For Payments less than $25,000, the University accepts payment by credit cards. For payments more than $26,000, the University prefers wire payment, which can be coordinated with Conferences and Events. General questions regarding billing should be addressed with Conferences and Events. D. Deposit Payment epon me bn Fe 27 025 et 1:08 A.A.M. Peg® 9 RESA Agreement.brn.05.00.2020.FY252&172 RESA26 - Housing - 2026-ABRDOV The resorval lon that Is the subject of this Agreement becomes abortive when bath the Agreement Is fully executed and when the University receives payment a deposit (see above). Deposits are non-refundable. The deposit will be applied to the User's full Invoice or to any cancellation fee that may apply. E. Payment Schedule Following the conclusion of the event, the University will @mall the User a final invoice that captures any unpaid balances/ amounts and any charges incurred during the event as provided for In this Agreement. The User agrees to pay any invoice within thirty (30) days after receipt of the Invoice. Fallum to pay the balance due as stated on the invoice within thirty (30) days of the Invoice date will result In late fees being Charged at a rate of 5% every fourteen (14) days. The User specifically agrees to be responsible for any and all charges levied consistent with this Agreement, Including but not limited to late fees. F. Additional Charges 1. Damages The User Is responsible for all damages caused by User, User's guestalattandess, and/or User's service providers. Reasonable weer and tear is not considered to be"damages . Should damages occur, the University will provide as much detailed Information concerning the location of damages and, if possible, the date and time they occurred (or were discovered) along with a photograph, All decisions regarding damages are unilaterally made by the University which is under an obligation to exercise that discretion In a reasonable manner. The User agrees to respect the University's unilateral judgments about damages. E= Each User (and User's service providers) will be responsible for general cleanup. All decorations must be removed prior to departure. All trash must be placed in the trash receptacles in or near the contracted vonue(a). Any glass breakage is to be swept up and removed from the premises. Any plates, bottles, or linens on lawns are to be picked - up. Rental items from asrvice providers must be removed upon departure. No rental items are to be left on University property overnight. A minimum charge of $300.00 will be seemed to the User for rental Items left by User or service providers in any venue or University location. The University is not responsible for the delivery, storage, or protection of any property, Items, or material goods left In the venue or on University property. The standard rental of any venue on campus Includes a basic "IIght-oieaning" (which includes vacuuming venue and sanittzing of bathrooms), both before and after the event. No additional is" will be charged for this basic cleaning as it Is Included In the rental fee. Cleaning that is required that goes beyond €ight cleaning will be billed to the User at the hourly cleaning rate then In affect. All decisions regarding the necessity of cleaning are unilaterally made by the University which Is under an obligation to exercise that discretion in a reasonable manner. The User agrees to respect the University's unilateral judgments about cleaning. 3. Services or Equipment from the University Servloes or Equipment ordered through the University including, but not limited to, Audio -Visual Services or Equipment, IT Services, Printing Services, and Outdoor Programs equipment will Incur additional charges. 4. Services or Equipment from Outaide the University Page 10 RESA Agra®mam.bm.06.06.2026.FY2626.172 RESA28 - Housing - 2026-ABRDOV Sometimes Users need servlces or equipment that are not available from the University. User accepts financial responsibility for any and all services or equipment rentals obtained from providers outside the University whether the User arranges for these services or equipment directly or whether the services or equipment are arranged by the University on behalf of the User as a courtesy (and at the User's direction). User shall ensure that all such entities or vendors that It retains directly maintain insurance that compiles with all requirements stated In the INSURANCE section of this Agreement. 5. Room Setup Changes or Late Submissions Rental fees Include University setup and take down service for the existing tables and chairs based on University Inventory limits for the reserved venues. If the User changes the setup or arrangement after the final venue setup is submitted (or If the setup Is submitted late), the University reserves the right to charge the User a late fee of up to $200.00 per day for each day beyond requested room set-up specifications and/or diagrams due date. C Time Charges User's reservation must Include the time needed (Including time for User's venders) for set-up and tear -down. If the User exceeds the time (knits established In the Agreement, the User understands and agrees that the User will be billed for the additional rental time, rounded up to the next hour, at a rate established in the Agreement (the rate for extra -contractual time will be a minimum of 150% of the average hourly cost of the rental). 7. Late Housing Lists The University reserves the right to charge the User a late fee of up to $200.00 per day for each day beyond the FINAL rooming list due date untll the User's rooming list is received by the University - outlined In HOUSING, Rooming Usti 8. Lost Keys Keys lost during the event or nut returned during check-out or within eight (8) hours after check-out will be assessed a fee of $76.00 each for residence hall/apartment keys. Master keys lost during the event or not returned during check-out or within eight (8) hours after check-out will be assessed a fee of $750.00 each. There are NO exceptions to the return'tlmellne. g. Pool Posses Pool passes are available at a cost per guest, Pool passes are valid for a seven (7) day period. The availability of pool passes is contingent upon the pool being open during the Users event and pool passes must be used during the posted hours for general usage. Any guest using the pool who is under the age of eighteen (18)years must be accompanied by a responsible adult who also has a pool pass. 10. Fitness Center Passes Fitness Center passes are available at a cost per guest. Fitness Center passes are valid for a seven (7) day period. The availability of Fitness Center passes Is contingent upon the Fitness Center being open during the User's evert and Fitness Canter passes must be used during the posted hours for general usage. Fitness Center usage is restricted to persons eighteen (18) years or older. VII. TERMINATION/CANCELLATION apart Printed on Feb 27 2026 at 11:08 A.M. Page l RESA Agreement.bm,06A0.2026.FY2628-172 REW20 - Housing - 2020-ABRDQV A. Termination of Agreement by the University The University does not have the right unilaterally to cancel this Agreement or terminate its obligations under the Agreement absent a force majoure event. B. Termination of Agreement by the User User must give written notice of any event cancellation or termination of the Agreement. A cancellation that is received by the University more than ninety (90) days prior to the event date will result In a forfeiture of the deposit User made, together with any costs already Incurred to outside vendors. A cancellation that is resolved by the University ninety (90) days or lose before the event date will rosuh In a forfeiture of the entire cost of the event as specified In the Agreement, together with any costs already Incurred and agreed to by User. Rescheduling an event Is considered the some as cancellation and is subject to the above policy. Vill. INSURANCE The University requires all non-unlversky events to carry comprehensive general liability Insurance. A certificate of Insurance can be purchased through Campus Connexions, the University of Redlands' special event Insurance partner: https:ll redianda.campusoonnexione.comlstudent-Insurance/tenant-user-(lability-Insurence.html. A cartlgcata of Insurance can Elise be obtained through' an existing business or homeownses Insurance company. Most Insurance companies will provide a rider policy for the day of the event for a nominal fee. This service works for events that are personal In nature - 1.9. weddings, parties, anniversaries, graduation parties, etc. Comprehensive General Liability Insurance must list the Unlveralty of Redlands, Its trustees, officers, employees, representatives, and assigns as an additional Insured ona primary and non-contributory basis, and must Include awaiver of subrogation. A certificate of insurance should be Issued bythe carder In the amount of $1,000,000 foreach occurrence and $2,000,000 forgeneral aggregate. The certificate of liability Insurance must be received by the University thirty (30) days from the Agreement date . If In connection with this Agreement, User or guests of User will Include persons under the age of eighteen (18), then the General Liability insurance policy must provide coverage for sexual misconduct (Including by definitlon sexual molestation, abuse, and harassment) with limits of no lase then $1,000,000 per occurrencel$2,000,000 aggregate. Note: If the General Liability coverage has any sup-Iimits or exclusions Inconsistent with the above that apply to coverage for sexual misconduct the Certificate of Insurance must define those limits or exclusions. If the event Includes the use of an automobile for the purposes of the activity, automobile Insurance is required by the carrier in the amount of $1,000,000 for each occurrence and $2,000,000 for general aggregate. If the client Is bringing workers on campus for the event, workers comp Is required at the state -mandated limits. 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. Beat as "(A-) DC or better. For subcontractor Insurance requirements, see the Servlges or Equipment from Outside the University section of this Agreement. 0L FORCE MAJEt1RE fitaport r n an eb 2028 at 11:08A.M. --_- --Page 12 REBA Agreementbm.05.08.2028.FY252r6172 REBA28 - Housing - 2026-ABRDQV 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, sofa of terror, strikes or labor dttflcultles, governmental enactment, regulation or order, civil tumult, pandemic, epidemic, telecommunications failures, network or power failures orinterruptions, orany othercause beyond Its control, such party shall not be liable to the other therefore, 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. X, MISCELLANEOUS A. Animals No animals of any kind may be brought Into or kept In a University venue. Emotional Support Animals (ESAs) are also not permitted. Under Fair Housing AcVHUD guidelines, ESAs must be permitted In a qualifying Individual's permanent residence. Because guests era staying in temporary housing on the University of Redlands campus, the University campus does not become a "residence" and thus ESAs are not permitted. Service animals that arxornplish tasks for a disabled person are the only animals permitted on campus during events. Prior notification of the need of service animals is requested. B. Bicycles Bicycles may not be brought Into or kept in residence halls. Ample parking for bicycles Is available near each residence hell. The University is not responsible for the security of bicycles. Motorbikes are not permitted inside any building. C. Cooking Appliances Guests may not bring their own refrigerator or microwave. Guests 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 halls. D. Decorations Users may only decorate the venue(s) reserved within this Agreement. Users may not attach tape, florist clay, tacks, screws, nails, or any other adhering device to any Indoor or outdoor property at the University. Decorations may be attached by using reusable all -surface poster tack (painter's tape). User may not attach decorations to antique furniture, ceiling fixtures, windows, or doors, No Items can be attached to or block vision of emergency exit signs. No Items, including pictures, may be removed Wm wells or shelves in any area of the University. If directions] signs are posted outdoors, they must be placed by the Conferences and Events office. Use of confetti, straw, bird seed, rice, silly string, powder, sparklers, glitter, or smoke machine Is strictly prohibited. No open flames of any kind may be used at outdoor events. Only votive candies and hurricane lamps are allowed In indoor venues. Users must place protective ddp plates undar candles. Any decorations, flower arrangements, or additional Items brought In by the User must be removed at the conclusion of the event, Failure of the User, their guests, or service providers to abide by the building and/or decorating policies may result in additional fees for damage or excessive cleaning, E. Drugs Report 'pririth-d on Feb T L026 eS t 1:08 A.M. Page 13 REBA Agreement.bm.05.00.2028.FY2828.172 RESA26 - Housing - 2026-ABRDQV User and User's guests' 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-compilance by anyone associated with the User will result in immediate removal from the residence hall, and dismissal from participation In activities on University property. The University operates under a no-tolarance policy and will also report any Instances of substance abuse, possession, or sale to local law enforcement for possible prosecution. F. Elevators Elevators exist in some University venues for the convenience of guests. 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 the University Immediately If an elevator failure occurs. G. Equipment Equipment needed for gaming tables (billiards, table tennis, etc.) and outdoor courts (volleyball, basketball, etc.) must be supplied by User, not the University. This may include the volleyball note. Fire Safety All University venues ors 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 venue. 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. Food Outside of the Irvine Commons The University strongly discourages food and soft drinks In the residence halls, classroom$, and meeting venues that do not have kitchens. Food and sugar-fillad 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 other areas. It is not unusual for ants to be found on the 3rd floor of dormitories and classrooms, The University sprays routinely for these posts. Your support and diligence In observing this regulation will help make your visit an enjoyable one. J, Gambling Gambling of any nature Is strictly prohibited on University property. K. Harassment The University prohibits aggressive recruitment through proselytizing, selling, etc. to any persons on the University campus. External clients including conferences, meetings, or special events may not use aggressive tactics to engage students, staff, or faculty, Failure to abide by this policy will result in Immediate removal from the campus. Addittonally, Illegal harassment based on protected characteristics is, of course, prohibited and grounds for immediate removal. L. Internet Ra rt Pin one 2 26 M 1 :OS - ape t RESA Agrearrram.bm.06.0&2028.FY2626.172 RESA26 - Housing - 2026-ABRDQV e--._....HH. e __.-..,._ .. Requests for Internet access for User and User's attendees while on campus must be -submitted, in writing, to the University. Typically, Internet access can be arranged without additional cost; Internet access Is not guaranteed. If Internet access is essential for the event, such access must be specifically requested and arranged In advance at an additional cost. Failure to submit a request In advance may, on occasion, result in the Inability to provide some to campus Internet. The campus wireless network Is a common means for people to access Internet services. Due to its over-the-alr nature, wireless communications are vulnerable to Intrusive attacks. The University accepts no responsibility for the safety of Information downloaded by the User or any individual associated with the User. 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's attendees. M. Language The use of foul language and profenkles Is discouraged at all times. The University hosts many groups with diverse backgrounds. Courtesy towards others, both within the User's group and betwsen the Users group and others is expected at all times. N. Medical Emergency / Injury In the event of a medical emergency or Injury, call Public Safety at 909-748-8888 or 911 O. Minors (under the age of eighteen (18)) For groups with participants Under the age of eighteen (18) User hereby agrees and acknowledges that It has complied and will comply with applicable provisions of section INSURANCE regarding Insurance for events with minors present or as participants, and with all applicable laws and regulations for the Users operations pertaining to the protection of minors, Including but not limited to training for adult advisors, background checks, and reporting obligations for sexual.or physical child abuse. By way of clarity and not by way of limitation, Users Indemnification of university under section INDEMNIFICATION expressly applies to any breach of Users obligations under this provision. P Misconduct The University reserves the right to evict any person or persons whose conduct Is unacceptable by University standards. Q. Packages User will Inform the University of Redlands of any materials being shipped to the campus in order to coordinate receipt of all packages. Fees may apply; Packages can be received Monday -Thursday 08:00 AM-04:30 PM and Friday 08:00 AM-1 1:00 AM All shipping labels must have the following information, in addition to the designated mailing address for proper handling: User group and person's name, Attention: Conferences and Events. Please check with the university before shipping packages to confirm that the correct shipping address Is being used. Do not send materials more than seven (7) days prior to the arrival date, as the University has limited storage space. Charges will be assessed for storing or moving these materiels. Items received more then seven (7) days in advance of your event may be returned at the Users expense. Also, at the Users own expense, arrangements must be made for the return shipping of any surplus materials. The University reserves the right to discard any matedels not removed within seven (7) days after your scheduled departure date. The University Is not responsible for mislabeted packages, lost packages, or damages to items shipped, or left for pick-up Wat the University. sport Printed an Feb 272026 at 1:0s A.M. - - - - - - Page REBA Agreement.bm.05.06.2026.FY2526-172 RESA28 - Housing - 2020-ABRDQV R. Personal Property The University assumes no responsibllity for loss, theft, or damage to personal property belonging to the User or to any of the User's guests. Guests who believe they have left personal effects behind may contact Public Safety or Conferences and Evoke. While the University attempts to return personal effects to their proper owners, It cannot assume responsibility for any Item found at a venue. To prevent loss, participants should reciaim their personal effects from the University as soon as possible. The University cannot hold home longer then fourteen (14) days after the last day of conference residency. All shipping charges associated with the return of property to the User or a User attendee wilt be the responsibility of the Individual. The University will not assume the cost of shipping any Item back to its original ownedloostion, S. Pool Etiquette/SafetyRules The University pool is used by all faculty, staff, students and guests of the University. It la 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 foes. T. Public Safety For emergency situations, Public Safety Is available 24 hours a day, 7 days a week, 368 days a year, and can be reached at909-748-8888, U. Publications and Sales Before the User prints or distributes any publication or other material in which the University venues and/or services are mentioned, or in which any University venues are pictured, User must send a draft of such proposed publication to the University for written approval In order to ensure that University services and venues are properly represented. The name "University of Redlands" as well.os all University logos and trademarks are the sole property of the University. These may not be used without prior consent from the University. Before the User or -User's service providers attempt to sell any merchandise on University property, the User must first obtain written approval from the University. V. QuletHcure Quiet hours In all shared -use venues are 09:00 PM-00:00 AM doily. Quiet hours In housing are 11:00 PM- 07:00 AM. Radios, televisions, stereos, and other such equipment must be operated so as not to disturb other guests. This is to be observed by all guests to ensure a peaceful and comfortable living and looming environment W. Smoking The University Is entirely non-smoking. User Is responsible for making guests and service providers aware of and In compliance with the no smoking policy. Cleaning charges will be assessed If there is evidence of smoking In any venue. X. University Rules and Policies eport r ntod on Feb 272026 at 11:08 A.M._ - - - --- - Page Is REBA Pareementbm.05.00.2026.FY2526.172 REMO - Housing - 2026-ABRDOV Any individual or organization renting venues at the University must abide by and conform with all applicable University rules, policies, and regulations. The User shall be responsible for making their guests, service providers (event planners, wedding coordinators, musicians, photographers, DJs, rental deliveries, etc.), and other concerned parties aware of and abide by University policies and regulations. Y. Vehicles and Parking Vehicles on University property are governed by the University's Department of Public Safety. User and Uso's attendees assume all responsibility for vehicles on University, properly. Under no circumstances Is the University responsible for damage to any vehicle while located on University property. All parking Is subject to guidelines established by the Department of Public Safety. Perking permits are not required, but all state, local, and campus parking lawelpolicies must be followed. Z. Visitation All non-resident visitors within a residence hall are required to be escorted at ALL times by a resident of that residence hall. University staff may require the User to request any participants or group of participants to leave the residence hall(a) and/or University property If regulationslprocedures specified In this Agreement are violated. AA. Weapons The University and California Penal Code prohibit carrying or possession of weapons on University property. "Weapon" means any object designed to Inflict a wound, cause Injury, or Incapacitate, including, but not limited to firearms, BB/pelletf air soft guns, paint guns, knives with blades 2.5 or more Inches in length, dangerous chemicals such as mace, pepper spray, or tear gas, or any object prohibited by law. Window screens, where provided, are not to be removed for any reason. User will be charged for each window screen removed or damaged. XI. EXTERNAL SERVICE PROVIDERS User must notify Conferences and Events If an external vendors) is going to provide services for an event. User, or a representative of User, must be on the premises when external service providers are on campus and must be available to accept deliveries. All external service providers (rental companies, florists, musicians, etc.) that are contracted directly with User are the sole responsibility of the User. Service providers arranged by the University will be managed by the University. All service providers, regardless of how they are engaged, must provide a certificate of liability Insurance as outlined In INSURANCE. XII, INDEMNIFICATIONS User hereby assumes all responsibility for the safety and welfare of guests during the event. No illegal activities of any kind are permitted an the University of Redlands campus. User shall defend, indemnify and hold harmless the University, Its trustees, officers, agents, and employees from and against any and all liability, loss, expense (Including reasonable attomeys' 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, We, expense, attorney's 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 Use's service providers, or Users breach of any provision of this Agreement. apart Printed on Feb 27 2026 at :0 9 A.M. - - - - page RESA Agreement.bm.06.06.2026.FY2625-172 RESA26 - Housing - 2026-ABRDQV 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. XIII. COMPLIANCE WITH STATE AND LOCAL LAWS AND REGULATIONS Individuals and/or organizations renting venues at the University shall comply with all laws — federal, state and local — Including all ordinances of the City of Redlands. All rules, regulations, and requirements of the police and fire departments shall be observed. If requested by the University, any permit, license or tax required for any activity shall be purchased/paid by the User and made available to the University. It Is also the responsibility of the User to determine which laws and ordinances apply to the aotivlty of the User and to ensure compliance with same. Should any violation be found to exist, User hereby assumes all responsibility for corroding or removing such violation. XIV. DISPUTE RESOLUTION In the event that a dispute arises under this Agreement, the University and User agree first to attempt to work out their differences with each other In good faith. if the matter cannot be resolved through good faith efforts, the parties agree to submit the matter to binding arbitration as hollows below. This Agreement Isgoverned by the laws of the State of California, as applied to contracts made and to be performed In California. Arbitration 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. Arbitration must be Initiated by a party providing the other party with a written demand to arbitrate and notice of selectlonof one arbitrator. Within five (5) calendar days of roeelpt 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 (6) 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. 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. 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 compo the testimony of third parties and the production of documents as provided In Section 1282.6 of the California Cade of Civil Procedure. There shall be no pro -hearing discovery, except for the foregoing. Testimony shall be taken under oath and the parties may be represented by legal counsel. 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 shall 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. Report Printed on Fab 27202fl at i :aa A.M. -- - -- - -- --pelt ' RESA Agreement.bm.05.08.2026.FY2620-t72 RESA26 - Housing - 2026-ABRDOV 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 XV. NON-DISCRIMINATION The parties agree to be bound by applicable state and federal rules governing Equal Employment Opportunity and Non - Discrimination. XVI. ENFORCEMENT The University's follure 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.. XVII. PREVAILING LANGUAGE In the event that the language in this Agreement conflicts with any language in any other documents related to this Agreement, the language In this Agreement shall prevell. XVIII. ENTIRE AGREEMENT This Agreement, and Its accompanying Addendum$, constitute the entire agreement between the University and User with respect to Its subject Mutter and may be amended only by written notification between both parties. Any and oil other proposals, negotiations, promises, arrangements, or understandings, whether oral or written, made prior to this Agreement are hereby extinguished and considered null and void by both parties. University and User guarantee that, except as set forth In this Agreement, no representatives, warranties, or promises have been made to each other by their respective agents, representatives, or employees with respect to this Agreement. Neither User nor the University may assign their rights or - obligations under this Agreement without the express written consent of the other party. XVIII. FILM SHOOT If the User videotapes, films, take digital Images, still photography, or anything intended for motion pictures or other published media, the FILMING GUIDELINES, ADDENDUM TO AGREEMENT must be completed by the User, and Its terms are Incorporated by reference Into this Agreement contract and binding on the User. This spars Intentionally left blank. Report Printed on Feb 2 - e et :00 -- --- - -- - --- -- � page 19 RE$A Agreement.bm.06.06.2020.FY2526-172 Event Lease Agreement Redlands Emergency Services Academy XlX. Mutual and Binding Agreement This Agreement, when signed and dated below by the respective authorized representatives of University and User will be considered in force and legally binding on both partles, The User acknowledges reviewing and accepting the cancellation provisions. The person(s) signing this Agreement shall have the authority to bind their respective organizations and agree to the terms and conditions herein. The parties agree that the electronic signature, whether digital or encrypted, of a party to this Agreement shall be as valid as an original signature of such party and shall be effective to bind such parties to this Agreement City f Redlan Mario Seucedo, Mayor &Mdl Member M alo 'SA -tap) Printed Name Q � �e �-. - )- —OZ* � .0- �— donaldson, City Clerk Ti C Dooft%,mL) Printed Name 0 Date University ot.;Redlands Authorized Represeni-icy Elate Event Coordinator: Fusco, Terri 1200 E Colton Ave Redlands CA 92374 terri—flusco@redlands.edu !9 --11- 2--� University of Redlands Conferences and Events 1200 E. Colton Ave PO Box 3080 Redlands, CA 92373 www.rediands.edulevents-servicss events@rodlands.edu (909) 748 - 8110 Revised June 2025 Report Prated on Feb 27 2028 at 11:08 A.K Page 20 RESA Agreement.bm.05.06.2028.FY2526-172