RESERVATION STATUS
Reservations are tentative until an account/fund (or check payment) is received and a completed usage agreement is submitted to CALIT2. Reservation may be cancelled two weeks prior to the event without charge. Cancellation one week prior to event will incur a charge of 25% of total event costs. Cancellation three days prior will incur a 50% charge.
FACILITY USAGE AND CLEAN-UP
You must restore the facilities to the same condition as when you or your group first entered. Users will be responsible for any damage to the facilities. Failure to leave the facility in good order may result in additional charges for cleaning and/or repairs and possibly denial of future usage. You and/or your group are responsible for the behavior of your guests.
EQUIPMENT REPLACEMENT
Any damaged, lost or stolen equipment will be charged to you at replacement cost value.
CATERING AND FOOD SERVICE
Food and beverage are not permitted in the auditorium. However, catering is allowed in the atrium.
ALCOHOL USE
Users must adhere to campus policy 900-13. A UCI Permit to Serve Alcoholic Beverages on Campus Form must be fully completed and submitted to CALIT2. It is suggested that the form be provided to CALIT2 three weeks before the event to allow time for the proper signatures. The form then must be submitted to the UCI Police Department for final approval, and failure to obtain final approval from the Police Department will result in alcohol being unavailable at your event.
AUDIOVISUAL
The specialized equipment requires training authorization before usage. Training for the A/V equipment must be scheduled by the group at least seven days prior to the event.
CALIT2 does not provide staff to monitor AV or computer needs during your event. It is the sole responsibility of the user to assign a member of the user group to train and serve this role during the event. Please contact Chris Battista, battista@calit2.uci.edu / (949) 824-0295 to schedule training.
BUILDING ACCESS
The main entrances and elevators in CALIT2 are accessible Monday thru Friday from 7am to 5:30 pm. Special arrangements are necessary for after-hour events. Please submit after-hour access requests to our facilities manager, Ryan Smith, sryan@calit2.uci.edu (949)8244-4488, who will issue you a visitor access card and/or a set of hard keys. A $25 deposit is required and will be fully reimbursed upon return of the keys.
EVENT SIGNAGE AND PUBLICITY MATERIALS
Signage for events held in CALIT2 should only be displayed on easels and/or sandwich boards.
Events can only be advertised as being sponsored by CALIT2 with explicit approval from CALIT2 personnel. Use of the CALIT2 logo or name on signs or material must be reviewed by CALIT2 staff.
OTHER REGULATIONS
In addition to the guidelines within this agreement, it is understood by your organization that all applicable federal, state, and municipal laws and ordinances, and all other University policies and procedures apply to your organization members and guests in their use of the CALIT2 Building facilities.
The submission of the Usage Agreement Form acknowledges that you, as an authorized agent of the listed organization, and your group understand the obligations, and are willing to abide by the regulations regarding use of the CALIT2 Building facilities and all applicable University and state laws and regulations.
The completed Usage Agreement Form and payment arrangement – account/fund for on-campus requests or check made payable to UC Regents for off-campus requests – should be sent to:
CALIT2 Events Administration
4100 CALIT2 Building
University of California, Irvine
Irvine, CA 92697-2800
The completed form can also be emailed to info@calit2.uci.edu or faxed to (949)824-8197.
