Reservation and Rental Policies

A facility rental shall be defined as an activity or event that incurs facility use charges. A facility reservation shall be defined as an activity or event that will not incur facility use charges. Qualifying groups are eligible for rentals or reservations without membership. Event requests must comply with current ASI Campus Recreation procedures and required timelines. Rental or reservation groups are restricted to the areas specifically outlined in the rental or reservation agreement and may not use other areas of the facility without the expressed written consent of authorized ASI Campus Recreation staff.

Facility space shall be used in accordance with its intended design and function. Activity based usage will receive priority based on the facility space. Activities which may interfere with other facility usage may be restricted to non-peak days and times at the discretion of the authorized ASI Campus Recreation staff. Further, in consideration of the overall member/student population and the expectation of informal usage, all effort will be made to ensure members have reasonable access opportunities during all publicized open hours

The BRIC is available for rentals and reservations to all ASI departments and CPP student clubs or organizations registered, approved and in good standing. The BRIC is also available for rentals to CPP and Cal Poly Pomona Foundation (CPPF) sponsored events and programs, as well as off campus groups. ASI Campus Recreation shall schedule groups according to the priority listed below when reserving or renting space in the BRIC. Any deviation from these priorities requires recommendation from the Director of Campus Recreation and approval by the ASI Executive Director.

• 1. Events or programs sponsored by ASI Campus Recreation
• 2. Events or programs sponsored by other ASI departments
• 3. Events or programs sponsored by one or more CPP student clubs/organizations
• 4. Campus-wide events
• 5. Events or programs sponsored by one or more CPP AND/OR CPPF departments
• 6. Off-campus groups with facility rentals made at least 12 months in advance
• 7. Off-campus groups

KIN swim courses with Academic Senate approved curriculum shall have first priority to schedule BRIC Pool spaces.

In an effort to maintain reasonable member access opportunities during all publicized open hours, each CPP student club/organization shall be granted reservation space up to twelve (12) hours per week and no more than three (3) consecutive hours in a day. Additional hours weekly or daily may be considered with approval from the Director of Campus Recreation.

Facility use charges do not apply to ASI Campus Recreation programs and services.CPP student clubs may reserve facilities without incurring facility use charges except when one or more of the following apply to the facility reservation request:

• – Real or anticipated participation that is greater than 10% non-CPP students (Tier 2 Rental Fees apply)
• – An event where students are not directly involved in staging the event, including marketing and production. (Tier 2 Rental Fees apply)
• – Event or activity scheduled outside of standard operating hours (Tier 2 Rental Fees apply)
• – Events or activities where a fee will be imposed to participants by the group (Tier 2 Rental Fees apply)
• – Event or activity which involves providing/serving food or beverage (Other Fees apply)
• – Pool Deck Grills will be used (Other Fees apply)
• – Event or activity requiring staffing or additional equipment (Other Fees apply)
• – Exclusive use of eligible facilities as noted in Facility Rental Fees (Tier 1 Rental Fees and Other Fees apply)

Indoor and Outdoor Facility Rental fees may be adjusted annually. ASI departments may reserve BRIC facilities for ASI business purposes without incurring rental fees. Other qualifying groups eligible to rent or reserve space are categorized in pricing tiers below:

Facility rental fees shall be set and published annually with a recommendation from the Director of Campus Recreation and approval by the ASI Executive Director.

*Staffing is required (Fees may incur)
**Restricted times apply and staffing is required (Fees may incur)
***Additional Staffing may be required based on the number of users (Fees may incur)
****During Peak Hours, the number of lanes available to accommodate 4 users per lane during regular operating hours.

If, after an event, authorized ASI Campus Recreation staff determine that the event did not meet the criteria for a CPP student club reservation, the appropriate rental rate shall apply.

Any room that requires changes to the standard setup shall incur a fee. These charges are to be agreed upon in advance. When groups in different room rental categories hold an event, the higher room rental rate shall apply.

All groups, except ASI departments, shall be responsible for paying direct costs incurred by their event, including but not limited to: Necessary labor, equipment rental, utility charges, admission/guest/spectator fees, and custodial services. If insurance is required, the cost of the certificate of insurance and endorsement will be the responsibility of the user.

Staffing requirements for facility rentals shall be based on the number of projected participants and the activity.

Adjusted rates or facility fee waivers based on quantity of space, length of reservation, or other related variables may be offered upon the recommendation of the Director of Campus Recreation with the approval of the by the Executive Director.

Re-occurring reservations may only be made by CPP student clubs and shall be limited in length to a single academic term for each request. Off-campus group requests will only be considered for summer months, academic breaks and holiday low usage times. ASI Campus Recreation reserves the right to restrict scheduling privileges should users fail to comply with facility use or related policy or with approval from the Director of Campus Recreation.

Facility reservations or rentals involving minors will only be considered if the event is ASI, CPP, or CPPF sponsored. Reservation and rental requests involving minors will be considered on a case-by-case basis and may be subject to additional policies and fees.

If food or beverage will be provided for the event or activity, the organization shall be required to provide the approved CPPF food service plan including the delivery, set up and break down details, to ASI Campus Recreation. Food or beverage provided by another vendor, individual or group of individuals must be in compliance with CPP’s Environmental Health and Safety policy.

Requirements for grills use are as follows:

• All persons who will be assisting with the grill use must hold a California Food Handlers Card
• One group representative must complete the ASI Grill Use Orientation offered prior to each event

No external grills shall be allowed on the pool deck unless the catered food and services are provided by CPPF.

All decorations and related equipment must be approved by ASI Campus Recreation prior to the event. The group shall be liable for damage caused by unauthorized decorations or postings.

The State Fire Marshall has determined room capacities for all rooms in the BRIC.

Damages to equipment and furnishings shall be charged to the group at 125% of the current cost of repair or replacement. Groups not paying for damages may be subject to loss of scheduling privileges.

All equipment required for the event must be documented and approved through the facility reservation or rental process. Any on campus departments or off campus vendors providing equipment for the purpose of the group’s rental or reservation must be approved in writing by ASI Campus Recreation. The group shall be required to provide all delivery, setup and break down details to ASI Campus Recreation authorized staff ten (10) business days prior to the event.

Facility rentals shall be considered tentative and subject to cancellation until charges are paid in full. Prior event charges for the BRIC must be paid in full before any subsequent facility usage by the same group will be approved. Additional charges may be incurred as determined by ASI Campus Recreation.

All equipment required for the event must be documented and approved through the facility reservation or rental process. Any on campus departments or off campus vendors providing
equipment for the purpose of the group’s rental or reservation must be approved in writing by
ASI Campus Recreation.

If a group fails to cancel their rental as stated in Cancellations they shall be liable for all applicable charges including but not limited to utilities, labor rates, all room rental charges and may be subject to a loss of scheduling privileges. Groups who are not paying a rental fee may be subject to a loss of scheduling privileges.

Cancellations received less than ten (10) business days, but more than three (3) business days in advance of scheduled rental shall be subject to 50% of the rental charge for each scheduled space. Cancellations received less than three (3) business days in advance of scheduled reservation shall be subject to 100% of the rental charge for all scheduled areas. Cancellations must be received in writing.

Groups not paying a rental fee may be subject to loss of scheduling privileges if cancellation is not received in writing 24 hours in advance.