One Stop Reservations

University of California, San Diego 9500 Gilman Drive, Mail Code 0076 La Jolla CA 92093-0076 (858) 534-7666 phone / (858) 534-7860 fax

UCSD University Centers Reservation Confirmation

74790 Welcome Week/First Week Tabling - Triton Starcraft CONFIRMED 415.335.2639 [email protected] Information Table Angela Bojorquez
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Wednesday, September 21, 2011

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Thank You for choosing University Centers! *** PLEASE REVIEW ALL ASPECTS OF THIS DOCUMENT SO YOU ARE AWARE OF ALL OF THE REQUIRED TERMS AND CONDITIONS THAT ACCOMPANY THIS RESERVATION *** TAP FORM REQUIREMENT - A TAP Form is required for this type of reservation request. All TAP Forms must be submitted on-line at tap.ucsd.edu <http://www.tap.ucsd.edu> at least 21 days in advance of your event date to be accepted. Failure to submit a TAP Form on time will cause your reservation request to be cancelled. - If your group is a College Recognized Organization, you do not need to submit a TAP Form. University Centers required the contact information of your College Recognized Advisor to serve as a secondary contact on all contracts. ALCOHOL - The consumption of alcoholic beverages is not permitted at University Centers Facilities with the exception of events held at Porters Pub or those events that have been granted an Alcoholic Beverage Permit by the University. For information regarding Alcoholic Beverage Permits, please contact your assigned University Centers representative. AUDIO-VISUAL EQUIPMENT - University Centers provides basic Instructional Media such as LCD Projectors, Screens, TV/VCR/DVD Players, Overhead, and Slide Projectors. These basic audio visual items can be reserved for your program through the University Centers One Stop (See Header). - If your program requires more advanced Audio Visual Equipment, please contact University Centers Technical Services Department at 858-534-0832. All requests require a minimum of 2 weeks advance notice to process. - If University Centers cannot provide some type of Audio Visual Equipment for your program, for example Laptop Computers, these items may be available through the Campus Media Center at 858-534-5784. - Clients are responsible for all fees associated with any lost or damaged Audio Visual Equipment as issued by University Centers.
Page 1 of 4 8/26/2011 11:35 AM AB CLEANING SERVICES - University Centers provides personnel to perform basic cleaning services in both the public and private areas of our facilities.

One Stop Reservations

Reservation:

74790
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CONFIRMED
Amount

University Centers. CLEANING SERVICES - University Centers provides personnel to perform basic cleaning services in both the public and private areas of our facilities. - University Centers reserves the right to recharge all expenses to your organization for all cleaning situations deemed as being excessive. CHANGES, ADDITIONS, & CANCELATIONS - If you have any changes, additions, or need to cancel your reservation, please contact the University Centers One Stop (See Header) at least 48 hours in advance to avoid possible late fees. - University Centers reserves the right to modify space requests in order to serve the greatest number of programs and activities. DAMAGES - Your organization is responsible for the behavior of its guests, employees, patrons, and contractors. Any loss or damages occurring to the facility or equipment as a direct result of your event become the responsibility of your organization. The University Centers reserves the right to charge all expenses to your organization for all repair damages and/or equipment replacement. DECORATIONS - All Decorations must be approved in advance by University Centers personnel. Votive candles in glass votive holders or candles enclosed in glass hurricanes may be used but require approval. - University Centers prohibits the use of items such as glitter and or confetti. - University Centers only authorizes the use of Poster Putty and Painters Tape to adhere items to floors, walls, or ceilings. No tacks, push pins, or nails are allowed. - Event Organizers are responsible for the removal and disposal of all decorations following the completion of their program. DELIVERIES & STORAGE - Due to space and storage constraints, University Centers is unable to receive items in advance of your event date and we are unable to retain items awaiting post-event shipment. University Centers will assist in locating companies that can provide freight service. University Centers is unable to sign for receipt of shipments on behalf of the client and does not accept responsibility for items that are shipped to us or items that are left behind. DISABILITY RESOURCES - University Centers facilities are equipped with ADA compliment resources including ramps, automated doors, and restroom accommodations. - If your program requires any specialized accommodations for those with special needs, please contact your assigned University Centers representative. EVENT/ RESERVATION START TIME AND END TIME - You will notice two sets of times listed on your reservation. One is the Event Time and the second is the Reservation Time. - The Event Time listed in Bold reflects the actual starting and ending time of your reservation. - The Reservation Time listed underneath the Event Time reflects the load-in and load-out times allocated for client access before and after their program. - University Centers may adjust Reservation Times in order to allocate set-up and tear-down periods as required for your program. In these instances, please communicate with your assigned University Centers representative your access time as needed for your program. FIRST AID - University Centers provides basic First Aid Equipment on site including portable AEDs to be used in emergency situations as needed. - University Centers may require the use of specialized Emergency Services Personnel for your program dependent upon factors such as type of event, duration of event, expected demographic, and/or expected attendance. - Clients will be responsible for all direct staffing costs associated with the use of Emergency Services Personnel. FOOD & POTLUCKS - All Catering in the Price Center is offered exclusively by UCSD Catering. This includes all Event Spaces and Meeting Rooms. - UCSD CateringAB be reached at 858-534-3688 or at catering.ucsd.edu. Page 2 of 4 8/26/2011 11:35 AM can - The Student Center has no policy in terms of a Catering exclusive. Therefore all caterers may be used for your program at the Student Center as long as the necessary insurance certificates are supplied to University Centers

One Stop Reservations

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Rooms. - UCSD Catering can be reached at 858-534-3688 or at catering.ucsd.edu. - The Student Center has no policy in terms of a Catering exclusive. Therefore all caterers may be used for your program at the Student Center as long as the necessary insurance certificates are supplied to University Centers personnel. - In conjunction with the UCSD Campus Policy, Potlucks may occur on campus for parties less than 25 people and should consist of prepared ready-to-eat items that do not require any type of preparation or use of catering equipment. - Both the Price Center and the Student Center offer restaurant-style dining options at both facilities that can serve as meal alternatives to hosting food at your event. FURNITURE - Furniture set-ups are included at no additional cost provided that University Centers can fulfill your programs requirements using our existing inventory. - Additional charges will be incurred for furniture rentals for those items that cannot be provided by our existing inventory. HOURS OF OPERATIONS & OVERTIME - University Centers Event Hours are from 8am - 11pm Monday through Sunday during the academic calendar and from 8am - 6pm Monday through Saturday (Closed Sundays) during academic breaks/ summer. - Event Hours are subject to change during University Holiday Periods. - All clients will be assessed an Overtime Charge of $125.00 per hour for every Event Hour outside of the normal Event Hours listed above. INFORMATION TECHNOLOGY - University Centers provides single analog active phone lines in the majority of their facilities. If additional analog or digital phone lines are required for your program, all requests need to be made a minimum of 4 weeks in advance of your event date. - Wired Ethernet Connections are available in some of the University Centers Facilities. Please contact University Centers personnel for verification. - Wireless Internet Access is available throughout all of the University Centers Facilities. If your program requires Wireless Internet Access and the computers are not registered with the UCSD Campus Network, please contact your assigned University Centers representative. LOST & FOUND - The EDNA Information Desk at both the Price Center and the Student Center serve as the Lost & Found for those respective facilities. - After 7 days, all Lost & Found items are turned over to the UCSD Police Department where they are held for 90 days. After 90 days, all Lost & Found items are donated to charitable organization by the UCSD Police Department. - Please contact the EDNA Information Desk at 858-534-EDNA (3362) or at [email protected] <mailto:[email protected]> for all concerns regarding Lost & Found items. MERCHANDISE - University Centers reserves the right to charge a Facility Merchandise Fee up to 25% of Gross Sales for items sold during your program. Please consult your assigned University Centers representative for further clarification. PLAZA AMPLIFIED SOUND - Amplified Sound is allowed in the Price Center Plaza between the hours of 11am - 2pm Monday through Friday as long as it doesnt exceed 85 decibels A-weighted at 50. - University Centers reserves the right to shut down amplified sound at any time in the Price Center Plaza. RESERVATION STATUS - University Centers has 6 distinct types of Reservations Statuses. They are: Confirmed, Contracted, Tentative, Cancelled, Wait List, and Web Request. - Confirmed reservations mean that all terms conditions and program details have been finalized between University Centers personnel and the client. A status of Confirmed means your reservation is ready to occur. - Contracted reservations mean that initial negotiations have begun between University Centers personnel and the client. A status of Contracted means that items still need to be finalized to obtain the Confirmed status. - Tentative reservations mean that no negotiations have begun between University Centers personnel and the client. A status of Tentative means that just a facility hold has been placed for your program until negotiations between University Centers personnel and you the client begin. - Cancelled reservations mean that programs are no longer occurring for a certain reason. A status of Cancelled means that the facility holds for such programs have been released. Page 3 of 4 8/26/2011 11:35 AM AB - Wait List reservations mean that presently another client has the facility hold on the date and space you desire. A status of Wait List means that if for some reason the other client releases their facility hold your reservation request

One Stop Reservations

Reservation:

74790
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CONFIRMED
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- Cancelled reservations mean that programs are no longer occurring for a certain reason. A status of Cancelled means that the facility holds for such programs have been released. - Wait List reservations mean that presently another client has the facility hold on the date and space you desire. A status of Wait List means that if for some reason the other client releases their facility hold your reservation request will upgrade to the status of Tentative. - Web Request reservations means that you as a client can book space directly on-line on the University Centers Website. A status of Web Request by no means ensures that your request will be processed. Your reservation would be upgraded to one of the other statuses if processed by University Centers personnel. SECURITY - University Centers may require the use of Security for your program dependent upon factors such as type of event, duration of event, expected demographic, and/or expected attendance. - Clients will be responsible for all direct staffing costs associated with the use of Security. - All hired Security must be approved through the UCSD Risk Management Office prior to working on campus. - Please consult your University Centers contact as soon as possible for their Security recommendation since most Security companies require a minimum of 2 weeks advance notice to provide the necessary staffing. SPECIAL SET-UPS - If your program requires a specialized set-up, please contact your University Centers representative. This includes items such as exhibit booths, poster boards, and or other unique items for your specific program. Additional approval may be required by the UCSD Campus Fire Marshal in certain circumstances. TICKETING - The UCSD Box Office has an exclusive to first right of refusal for all Ticketed Events on the UCSD Campus. - Please contact the UCSD Box Office at 858-534-TIXS (8497) or at boxoffice.ucsd.edu for your Box Office needs.

I have read all of the terms and conditions listed within this document. I agree to abide by the policies of the University of California San Diego University Centers and all applicable University and State laws/ regulations.

X ___________________________________________________________ Date______________________ University Centers requires a copy of this signed agreement for their records. Feel free to make a photocopy for your records and then forward us this document to any of the following options: 1.Campus Mail - Please address envelope to One Stop Mail Code 0076 2.Regular Mail - Please address envelope to One Stop c/o University of California San Diego University Centers 9500 Gilman Drive La Jolla CA 92093-0076 3.Fax - University Centers One Stop Fax Number 858-534-7860 4.Email - Reply to email that included this reservation confirmation. In the text body of your response, please write the following: I have read all of the terms and conditions listed within this document. I agree to abide by the policies of the University of California San Diego University Centers and all applicable University and State laws/ regulations. This email response will serve as your confirmation of the terms and conditions of this agreement.

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