Terms & Policies

Terms

Client intends to hold an overnight conference at San Francisco State University in accordance with the arrangements specifically detailed below. To accept these arrangements, this contract must be signed by both parties by no later than 14 business days after receipt of agreement.

 

University Mission Statement

Groups hosting conferences on campus are educationally based or meet the Mission of the University.  The following statement is the new and revised Mission of San Francisco State University.

“From the heart of a diverse community, San Francisco State University honors roots, stimulates intellectual and personal development, promotes equity, and inspires the courage to lead, create, and innovate.

SF State is a major public urban university, situated in one of the world's great cities. Building on a century-long history of commitment to quality teaching and broad access to undergraduate and graduate education, the University offers comprehensive, rigorous, and integrated academic programs that require students to engage in open-minded inquiry and reflection. SF State encourages its students, faculty, and staff to engage fully with the community and develop and share knowledge.

Inspired by the diversity of our community that includes many first-generation college students, and the courage of an academic community that strives to break down traditional boundaries, SF State equips its students to meet the challenges of the 21st century. With the unwavering commitment to social justice that is central to the work of the university, SF State prepares its students to become productive, ethical, active citizens with a global perspective.”

      -Approved by the Academic Senate on Tuesday, February 10, 2015.

 

Housing Facilities

  1. Guest check in and check out schedule can be found in Appendix A.
  2. Housing facility check-in time is 3:00p.m. Check-out time is 11:00a.m. Guests will incur an additional night’s fee if checked out after this time.
  3. Guest accommodations are available at the noted check in date and time. Groups may not change their arrival date or departure date 90 days prior to guest arrival.
  4. Housekeeping services are provided in common areas such as hallways, restrooms, and lounge areas of each building.  Individuals are responsible for their own rooms or apartments.
  5. Guests may not remove furniture from rooms/apartments or put furniture in the hallway outside rooms/apartments. Guests may not re-configure beds or any other University furniture in rooms.  The room or apartment must be returned to its original condition before move-out.  Guests will be charged for any items which are missing or damaged after check-out.  Guests will also be charged for any cleaning supplies and labor needed to clean units that are excessively dirty after check-out.
  6. Guests may not move or remove furniture from common areas.
  7. Removal of building property, including, but not limited to signs, lounge and bedroom furniture, and trash cans is also prohibited. 
  8. Linen service will be provided by the University.  A linen exchange will be provided at a designated location and available to be replaced once (1) a week for those groups staying more than seven (7) calendar days. Laundry facilities are located in Mary Ward and Mary Park Hall, Towers at Centennial Square apartments, and Village at Centennial Square apartments. 
  9. The University reserves the right to alter housing assignments prior to the start of any conference for required maintenance work or to accommodate additional conference groups.
  10. The Client will provide live-in supervision for all minors associated with the conference group and that the ratio of adults to minor participants follows the American Camp Association ratios:
    1. 5 years and younger: 1:5 for overnight camps, and 1:6 for day camps
    2. 6 – 8 years: 1:6 for overnight camps, and 1:8 for day camps
    3. 9-14 years: 1:8 for overnight camps, and 1:10 for day camps
    4. 15 – 17 years: 1:10 for overnight camps and 1:12 for day camps

    A “minor” is defined as any person under 18 years of age. A supplemental sheet with recommended policies and procedures for residential programs will be provided by the University.

  11. Live-in supervisors are required to have completed a Department of Justice criminal history background check through the Live Scan fingerprinting process. The responsibility falls on The Client to retain accurate records and confirm that their live-in supervisors have fulfilled this requirement before arriving on campus.

 

Housing Rates & Fees

  1. See Appendix A for housing rates that have been applied to the Client’s account.  Please note reductions of any kind are prohibited 90 days prior to guest arrival. Reduction in number of bednights, beds or guests 90 days prior to conference arrival will not be accepted.
  2. Guest rates for overnight accommodations are charged based on number of nights per person per night.
  3. Groups with various check in and check out dates will be charged based on the number of nights each guest stays within the community.
  4. The service minimum in the residence halls is 46 guests or more per night.  The Towers Junior Suites service minimum is 10 guests or more per night. For all other accommodations, the minimum requirement is 15 guests or more per night.  
  5. Groups whose guest count goes below service minimum will be cancelled. Any deposits made prior will be forfeited.
  6. Reductions or date changes to the group’s account that will impact guest number and/or bednights will not be accepted after 90 days prior to guest arrival date.
  7. All keys and access cards must be returned to an SF State staff person at the building front desk where they were issued.  A $55 charge per lost/damaged room key and/or lost/damaged meal card will be assessed to the person issued the key or meal card. 
  8. Linen should be left on the beds in each room. 

 

Meeting Room & Support Services

  1. See Appendix A for Meeting Room and Support Service rates that have been applied to the Client’s account. 
  2. Meeting room requests or changes to events must be received two (2) weeks prior to the commencement of the conference; any change requests made within two (2) weeks of the commencement of the conference are not guaranteed.
  3. Audio-visual equipment resources are limited on campus.  Arrangements for such equipment must be reserved ahead of time and in writing two (2) weeks prior to the commencement of the conference.
  4. Audio-visual equipment rentals will require staff support and additional fees for equipment and support will apply.

 

Dining and Catering Services

  1. See Appendix A for dining rates and dining schedule that have been applied to the Client’s account.  Reduction in number of meals, meal types or guests, 90 days prior to conference arrival will not be accepted.
  2. All conference guests must have at least one purchased meal per guest per day.
  3. No backpacks, luggage, or any bags larger than 8 1/2” X 11” (standard measurement of loose leaf paper) are permitted in the City Eats Dining Center.
  4. Guests may utilize complimentary lockers to store personal belongings while in the City Eats Dining Center.
  5. All food must be consumed within the City Eats Dining Center and no food may be taken out.
  6. All meals, unless otherwise noted, are served in the City Eats Dining Center. The University reserves the right to serve meals outside the dining center facilities if required due to capacity restrictions, construction, etc.
  7. All board charges are subject to the current State, City and County of San Francisco Sales Tax; which are not included in the dining rates.  If Client is exempt from California Sales Tax, a state tax exemption certificate must be provided to the University upon signing this agreement, fourteen (14) calendar days after contract is received.  No tax exempt credit will be given unless this certificate is received upon contract signing.
  8. Clients may not reduce their numbers 90 days prior to guest arrival without penalty. After 90 days, the original numbers signed by Client are final. Guest counts and bed nights are included in client’s numbers.
  9. Take-away meals or boxed meals are available through a separate contract. You may speak with a member of the dining center team for details.
  10. The City Eats Dining Center will be open during the following times:
    Breakfast7:00a.m.-9:00a.m.Sunday through Saturday
    Lunch11:00am-1:00p.m.Sunday through Saturday
    Dinner5:00p.m.-7:00p.m.Sunday through Saturday

     

    The University reserves the right to alter meal times depending upon the number of conference guests. Any such alteration will be made at least seven (7) calendar days prior to the start of the scheduled change.

     

  11. Groups wishing to change contracted serving times will incur a surcharge to cover additional labor costs.
  12. Outside food is not permitted in the City Eats Dining Center or conference centers within the housing community.  A contract outlining catering services will be provided separately from this agreement by Sodexo, our food service provider.
  13. Groups with attendees under the age of 18 are required to have an adult supervisor following the ratios outlined above under section 3k while in dining facilities.

 

Guarantees, Deposits, Cancellations, and Payments

  1. The Client agrees to pay a minimum of 25% of the current estimated charges, which will be due within 14 days of receiving the summer conference agreement.  A prepayment of 100% of the estimated total cost is payable thirty (30) calendar days prior to the commencement of the conference.  This prepayment will be applied towards the final conference bill.
  2. The following Client prepayment schedule for room, board, and other services is below:

     

    Due Date Description
    14 days after agreement received 25% of balance
    90 days prior to guest arrival 50% of remaining balance
    30 days prior to guest arrival 100% of remaining balance

     

  3. A final attendance guarantee number for room and board must be submitted in writing via the Room Guarantee Form (Addendum B) and Board Guarantee Form (Addendum C), no later than ninety (90) calendar days prior to commencement of the conference.  Increases in room and board may be given and paid for thirty (30) calendar days prior to Client’s arrival; additional charges may apply. Clients may not reduce their numbers 90 days prior to guest arrival. After 90 days the original numbers signed by Client are final and will not be refunded or credited toward increases in guest numbers. Guest counts and bednights are included in client’s numbers.
  4. In the event of cancellation, Client will be billed for no less than 75% of this contracted guarantee number for room and board.  Client’s deposit will be forfeited and applied to final billing.  Conference Services will only be responsible for holding space for the contracted guaranteed number.
  5. Final conference bills are due and payable to Conference Services within thirty (30) days of receipt of billing.  Conference Services must be notified within fourteen (14) days of any disputed items in the bill.
  6. Past due accounts will be charged interest at 10% per month on the unpaid balance.

 

Insurance and Indemnification

  1. The Client will maintain and provide evidence of all necessary Insurance as required herein. The Certificate of Insurance must include a separate Additional Insured Endorsement form, stating, “The State of California, Trustees of the California State University, San Francisco State University, and the officers, employees, volunteers and agents of each of them as additional insured”. Client shall provide a Certificate of Insurance with appropriate certificate and endorsement no later than two (2) weeks of receiving the summer conference agreement indicating that the required coverage is in effect for the duration of the event.
  2. Client agrees to provide, or cause its insurance carrier to provide, at least 15 days written notice prior to cancellation of such liability insurance. Certificates of insurance are subject to the approval of Conference Services, and Client agrees that no services shall be performed or provided by Conference Services prior to receipt and approval of Client’s Certificate of Insurance.  In the event the Client fails to keep in effect at all times insurance coverage as herein provided, and provide evidence thereof, Conference Services may in addition to any other remedies it may have, terminate this agreement upon the occurrence of such event.   Forms of insurance and limits of liability are as follows:
    • General Liability:  Comprehensive or commercial form minimum limits each occurrence $1,000,000 and General Aggregate $2,000,000
    • Abuse and Molestation Coverage: Minimum limits $1,000,000 Per Occurrence and $2,000,000 General Aggregate
    • Employer Liability:  $1,000,000
    • Business Automobile Liability: Minimum limits for Owned, Non‑owned, Scheduled or Hired automobiles with a combined single limit of not less than $1,000,000 per occurrence
    • Workers Compensation: as required under California law.
    • Excess / Umbrella Liability: $1,000,000 each occurrence; $2,000,000 aggregate
    • Insurance shall have an A.M. Best’s rating of at least A: VII
    • All insurance required under this agreement is to be provided on a primary and non-contributing basis and must be reflected as such in the required insurance certificate.
  3. Conference Services may require additional insurance depending upon the type of activity being held.  If so, Conference Services will inform Client of this requirement in writing before a contract is prepared and signed.
  4. The State, the Trustees, the University and the employees, Officers and agents of each will not be responsible for any premiums or assessments on the insurance coverage required by this agreement of this requirement in writing before a contract is prepared and signed.   
  5. Client shall indemnify, defend, and hold harmless the State of California, the Trustees of the California State University, San Francisco State University, their officers, employees, representatives and volunteers of each of them from and against any and all liability loss, damage, expense, costs of every nature and causes of action arising out of or in connection with the use by the Client of the facilities and services provided pursuant to this agreement.
  6. Client agrees that San Francisco State University and Conference Services will not be responsible for any cash collected or stored by Client. It will be the responsibility of Client to provide a secured, locked cash box at all times.  By signing this agreement, I/we release San Francisco State University from all liability.

 

Sponsorship Policy

  1. All groups must meet the Mission of the University.  Regardless of sponsorship, an event must support the goals and educational mission of the University by meeting one or more of the following criteria:
    • Enriching the professional development of faculty, staff and students.
    • Contributing to the development of new curricular programs and ideas.
    • Providing a means for students to come in contact with professionals in their areas of interest.
    • Providing opportunities for potential students to be exposed to the University and its Community members.
    • Generating funds to improve campus facilities and equipment.
    • Contributing to our goals of lifelong learning and continuing educational community service.
  2. While University sponsorship is not required for outside organizations wishing to use University facilities, some off campus organizations may be sponsored by the University or an individual college.  All unsponsored outside organizations must complete the additional “Conference and Event Screening Form.”
  3. Sponsorship or co-sponsorship must have support from an appropriate academic or administrative unit to ensure the University’s educational mission is properly maintained and protected.  Sponsorship may be authorized only by College deans, directors or University cabinet level officers.  The office of a dean, director or cabinet level officer authorizing sponsorship must complete the “Co-Sponsorship Agreement Form” and will assume financial responsibility if the group they sponsor requires additional funding to settle this contract in its entirety.
  4. Sponsorship or co-sponsorship requires a dean, director, cabinet level officer or member of the administrative unit or academic department be designated as a “host.” Responsibilities of the “host” are:
    • Review and sign all Conference Services agreements.
    • Review anticipated conference revenues and expenses. Ensure all billing and supportive documented associated with payment are submitted in accordance with University fiscal policies and procedures.
    • Monitor all conference activities during the conference program to ensure that the event is effectively conducted and that University policies are followed. 
  5. University will not sponsor an event if:
    • The event is detrimental to or in conflict with the goals and educational Mission of the University.
    • The event constitutes an illegal activity in the State of California or an activity which is prohibited by rules and regulations as outlined in the Administrative and Educational Codes.

 

Alcohol Guidelines and Policy

  1. All groups requesting to rent or use University facilities and serve beer and/or wine, must complete an alcohol clearance form for permission to serve alcoholic beverages.  No alcoholic beverages of any kind, except beer and/or wine, are permitted in the conference facilities.
  2. The application must be approved by the University Police Department. All events must adhere to the Alcohol Policy listed below, the Business and Professional Code, Sections 27658 through 25665, and University Regulations. Requirements when serving beer and/or wine:
    • All events on campus where beer and/or wine is served shall post a sign indicating that alcohol shall not be consumed by persons under the age of twenty‑one (21).
    • The serving of alcoholic beverages shall cease at the request of an appropriate University official.
    • Alcoholic beverages may not be sold.  Beer and/or wine are served at Client’s event shall be served at no charge.
    • Consumption and serving of beer and/or wine must take place in the facility designated for the event.
    • No service will be provided unless clear evidence of legal age is presented. The burden of proof for showing legal age is on the alcohol consumer and no alcohol will be served to consumers who cannot present evidence of legal age.
    • When events last two hours or more, service of alcoholic beverages must stop at least one‑half hour before the scheduled ending time of the event.
    • Alcoholic beverages may not be served unless non‑alcoholic beverages and food are also served.
    • No obviously intoxicated person shall be furnished, served or given any alcoholic beverage.

 

Parking Policy

  1. Client understands Conference Services does not provide vehicle parking. All vehicles parking in San Francisco State University parking lots are required to have a valid SF State permit.   Parking is enforced 24 hours a day, seven days a week, throughout the year.
  2. Handicap spaces require a valid SF State permit in addition to a valid handicap placard or handicap/disabled plate.
  3. It is the Client’s responsibility to provide its attendees notice of all parking regulations on the campus of San Francisco State University.

 

Miscellaneous Provisions

  1. Client shall follow all regulations of the University as to the conduct of its employees, guests, licensees or others using the facilities by reason of this Agreement.  Client is responsible for the direct and complete supervision of all minors in their care and custody at all times.  The Client shall monitor all its participants and shall make reasonable effort to keep their participants in the area of their conference at all times.  The University is providing access only to the designated areas, including common areas, for the Client’s conference or event.  All other non-public areas of the University are prohibited for access without explicit permission from the University.
  2. It is understood and agreed that the University has no duty, responsibility or obligation to provide emergency or other medical or health related services to Client or to Client's guests or employees.  Client shall be and is solely responsible for the provision of emergency or other necessary medical or health related services to its guests or employees.
  3. Clients are not permitted to have pets on campus, with the exception of service animals
  4. Client agrees that during the period of its occupancy, it shall make no changes in, to, within and/or upon the structure, whether interior or exterior, or whatsoever kind, type of character, without first having obtained prior written consent of the University. Client warrants and covenants that the premises upon the Client's vacating same, shall be in the same condition as when the Client's occupancy commenced and, if not, shall within five (5) days thereafter, be restored to such condition. 
  5. Client agrees to comply with all rules of conduct of the University, all laws, ordinances and regulations of the state, and Federal Government in the operation or conduct of the Client's business upon campus.
  6. Client acknowledges that it has examined the facilities to be used and knows the condition thereof, and specifically represents to the University that the premises are suitable for the needs of the Client, and the Client shall accept the same in the condition that such premises are in as of the date the Client shall commence its occupancy.  It also acknowledges the authorized areas of the event and that the remaining areas are prohibited from their participant’s access.
  7. The University shall be reimbursed by the Client for any damage or loss to equipment or property.
  8. Client shall make no use of the name San Francisco State University unless prior written authorization is received from San Francisco State University, specifically describing the proposed use of such names.
  9. Client shall provide Conference Services with a final daily itinerary of events fourteen (14) calendar days prior to the commencement of the session.  A tentative daily schedule is required with the signed contract and an updated daily schedule forty-five (45) calendar days prior to the commencement of the conference.
  10. Conference Services reserves the right to require the dismissal of any participant guilty of misconduct or what the University deems to be inappropriate, unsafe, or illegal behavior.
  11. Conference Services staff will compile a list of damages in the residence halls or apartment prior to check-in of each session.  After check-out of the same session, a second damage report will be compiled.  Client shall be responsible for all damages not shown on first damage report.
  12. The University has very strict policies about outdoor amplified sound.  All amplified sound must be approved by Conference Services.
  13. Any special request for persons with disabilities must be received in writing forty-five (45) calendar days prior to the commencement of the conference.
  14. Joint Effect of Agreement: Nothing in this Agreement shall be deemed to create a partnership or agency relationship between Client and San Francisco State University Conference Services to make either party jointly liable for any obligation arising out of the activities and services contemplated or performed by this Agreement.  Neither party shall have any power or authority to act in the name of or on behalf of the other party except with the express written consent of such party. 
  15. Waiver and Severability:  Waiver by either party of any term or condition or breach shall not constitute a waiver of any other term or condition or breach of this Agreement.  In the event any provision of this Agreement is held invalid or unenforceable or in the event any provision of this Agreement is held invalid or unenforceable in a particular application, then, neither the remaining provisions of this Agreement nor other applications of the provision involved shall be affected thereby.
  16. Merger of Terms: This Agreement with attached exhibits and addendum’s contains all of the terms agreed upon by the parties with respect to its subject matter and supersedes all prior and contemporaneous agreements, arrangements, promises, and communications between the parties concerning such subject matter, whether oral or written.  No representative of San Francisco State University has been or is authorized to make any representation which varies from the express terms of this Agreement, unless the Agreement has been modified or amended in writing. This Agreement shall be binding upon and inure to the benefit of both Client and San Francisco State University Conference Services and their successors and assigns.  This Agreement may be amended only in writing signed by both parties.
  17. This contract is made and to be performed in San Francisco, CA and shall be governed by and construed in accordance with California law. By executing this agreement, Client consents to the exercise of personal jurisdiction over it by the courts of the State of California. Any legal action in connection with this agreement shall be brought or maintained only in the courts of the State of California, and only in San Francisco County.

 

Authority

The persons signing this Contract on behalf of San Francisco State University and Client each warrant that they are authorized to make agreements and to bind their principals to this agreement.

 

Acceptance

This Contract shall be deemed accepted only after it has been signed by an authorized representative of the group and thereafter signed by a designated representative of the University, along with the Certificate of Insurance with appropriate endorsements no later than two (2) weeks of receiving this agreement indicating that the required coverage is in effect for the duration of the conference. Acceptance may be made by fax or email PDF.