Plan Your Event

CO-SPONSORED

An SCU organization [student organizations, University Departments, Units, Divisions, Colleges, and Schools] may sponsor a non-university group that furthers the mission of the department and/or university. The university assumes all responsibility through active involvement in the planning, execution, or presentation of the program and/or event.

Sponsorship defined:

• Support from an appropriate academic dean or VP to ensure the University's educational mission is properly maintained. 
• The university representative is present during the program and/or event.
• A university Cost Center is required at the time of reservation. The Cost Center signals the authenticity of a university-sponsored event by which the university entity assumes responsibility for all cost. 
• An agreement and a certificate of insurance is required.
• All external fee's will apply include booking reservation fees. 

EXTERNAL
The event is not intended for the university community although may include some university participation. The event is financially supported with non-university funds. 

• We welcome, 501(c)(3) non-profit organizations. 
• Availability from late June until August 31st for on campus housing and meeting spaces.
• 455 Guadalupe Hall is available year round for meeting space only. 

INTERNAL
Defined as a SCU program or event initiative developed and solely funded through SCU for the benefit of the SCU community. 

• Additional charges may apply, for example overtime hours for Benson & Locatelli, Nobili Hall, Outdoor spaces, meeting rooms for cleaning fees. 

ADHERENCE TO UNIVERSITY POLICIES

Group represents and warrants that it will comply with all University policies, practices, terms and conditions of use as provided to Group by University. University may modify any policies from time to time, and shall provide Group with written notice of any modifications at least forty-eight (48) hours prior to Group’s arrival at Facility.

ALCOHOL

Alcoholic beverages may not be consumed in public areas (any area outside of overnight accommodation).
Adult conference guests who are in possession of alcohol are not permitted to host individuals under the age of 21 in their units. Kegs and other similar over-sized “common source” containers are prohibited in and around the Residential Community. Possession of keg or cache of alcohol deemed “common source” may result in guest being removed from the residential community.

COVID-19 

Access to University, its space, venue, and facilities may be limited due to measures imposed by authorities or deliberately and reasonably implemented by University to avoid exposure to COVID-19. Changes to accommodate measures to protect public health shall be considered a cause for an excusable delay not exposing either party to delay penalties or damages.  Group and Group agents, employees, licensees, participants, and guests shall be required to abide by health and safety protocols established by University, which may include but are not limited to sign-in, symptom check and screening, hand hygiene, face covering, vaccinations and physical distancing requirements. Accordingly, Group represents and warrants that Group, its agents, employees, licensees, participants, and guests will abide by University’s then-current health and safety protocols as a condition precedent to being allowed access to University.

Although we require our students, faculty and staff to be vaccinated on campus, it is up to the discretion of the external group organization to determine if vaccinations are required for external participants. 

QUIET & COURTESY HOURS

Quiet Hours | begins at 11 PM Sunday-Friday

Courtesy Hours | 24-hours/day, 7 days/week

SMOKING

Santa Clara University is a 100% smoke and tobacco free campus.  “Smoke and Tobacco Free” includes inhaling exhaling, burning, or carrying any lighted or heated:

• Cigar, cigarette, cigarillo or pipe
• Electronic cigarette (e.g. vapes)
• Hookah
• Other tobacco products (e.g. chewing tobacco/snuff)
• Plant products (e.g. marijuana)
• Synthetic products (e.g. synthetic marijuana)
• Any component, part, or accessory of a tobacco product

Laundry Services

Laundry facilities are available in each residence hall. Preloaded access cards can be purchased at the front desk for Graham for the use of the facilities. 

Malley Fitness Center

The Malley Fitness Center is available for overnight guests, that are 18+, to use at an additional fee. This facility includes basketball courts, workout equipment and pool. Note that the basketball courts and pool are subject to availability.

Mailing Services

Mail is delivered Monday through Friday (except for U.S. Postal Services holidays). Mail can be picked up at the Front Desk of Graham Residence Hall until 9:45pm daily. 

To ensure proper delivery, please be sure that your packages are addressed as follows:

C/O CONFERENCE SERIVCES
[YOUR NAME]
SCU Conference Services
500 El Camino Real
San Jose, CA 95053

Wi-Fi

Wi-Fi is complimentary for all guests and visitors. Connection time is limited to 8 hours. 

1. Choose SCU?Guest from the list of available WiFi networks.
2. Use a browser to navigate to any web page to load the login page. Click on the "terms and conditions" link to review SCU's policy to use this network.
3. Close the policy, and check the box to accept the terms and conditions.
4. Browse the internet!

MEDICAL SUPPORT STAFF

Group activities that involve strenuous physical activity must have a Board of Certification (BOC) accredited Certified Athletic Trainer (ATC) present at all times during the activity. On-site University medical services are not available to Group at any time during Group’s use of Facility.

EMERGENCY PREPARDNESS.

The Host is responsible for reviewing all University policies regarding residence halls, emergency procedures, the supervision of participants, and relaying that information to Group leaders. Group leaders must be trained to handle a variety of emergencies for all age groups, and be prepared to identify and provide for any special items needed by participants for their immediate care during an emergency (e.g., special dietary needs, medications, comfort/care items).

Other Emergency Resources: In the event of an emergency, University’s emergency plan will be put into effect: "http://www.scu.edu/emergency/plan/)" (http://www.scu.edu/emergency/plan/) TEXT: SCUPARENTALERT for updates 4302

SCU Conference Services Emergency Information Hotline. Emergency information will be made available for dissemination within and outside of the University, and can be accessed by calling SCU Conference Services at (408) 554-4302. Group leaders must advise all participants on how to access this Emergency Information Hotline. 

Santa Clara Universities Emergency Procedure

SECURITY

Group shall be responsible for any additional costs or charges as a result of additional
security services that may be necessary in connection with the Program. The University has the
sole discretion to determine whether additional security may be necessary in connection with the
Program.

The University reserves the right to assign and change specific event space at its discretion. Group must obtain final approval from the University before publishing function room names. 

Damage to University Premises. Group assumes full responsibility for any damage done to the Facility during the Term of this Agreement or any setup or disassembly of equipment or furniture, to the extent that such damage is caused by Group, its employees, guests, agents, or contractors (other than University and its subcontractors), including any damage resulting from the installation, placement, and removal of Group’s displays, equipment, exhibits, or other items. 

Removal of Furniture. Group is not permitted to remove any furniture from any rooms in the Facility. A charge of $250 per room will be billed.

GROUP DINING

Bon Appétit, an independent contractor, has the exclusive right to provide and manage the University's Dining Services program, including catering on the campus, and the exclusive right to sell to students, employees, guests, and other persons food products, non-alcoholic beverages, and other such articles as shall be approved by University. Bon Appétit shall render the dining services within the spaces and facilities licensed in this Agreement, including but not limited to, the food preparation, serving, dining and storage areas designated for the Dining Services program.

Residential groups must use University Dining Services and/or Adobe Lodge for at least two (2) meals per twenty-four (24) hour period. Non-residential groups using University spaces and/or facilities for more than four (4) hours per day are required to use University Dining Services and/or Adobe Lodge for at least one (1) meal per day.

Marketplace has set hours of operation for meals. Meal time requests outside of the set operation hours may incur an additional cost for the license to use the space and/or facility.

Final dining guarantee is due 30 days prior to your arrival. 

Supervision Of Minors

Youth Supervision. Adequate supervision of all participants of Group is the complete responsibility of Group leaders. Since the Group is responsible for its participants as well as damages and fines incurred by the participants, leaders are urged to give careful attention to these matters. 

University requires at least one (1) adult supervisor (an individual 18 years of age or older whose primary function is that of supervision, and has completed a background check. One (1) adult supervisor per residence hall floor. Participants may not serve as supervisors. Supervisors are to be in the residence halls at all times when participants are present and are to observe and enforce Group curfew which should be no later than 10:00 p.m. 

The ratio of adults to minor participants follows the American Camp Association ratios:

Responsibility Of Supervision

Group shall provide adequate and appropriate supervision of all who participate in  their program. The supervision shall be provided to the University’s satisfaction.  The University reserves the right to bar any staff member or volunteer from the program and/or from University property as a result of misconduct, a criminal background, or for other reasons that the University, in its own discretion, deems unsatisfactory.

Training And Criminal Background Checks

Group shall be solely responsible for the adequate and appropriate supervision and safety of all minors who participate in the program and for providing adequate training on the protection of minors to all group leaders, supervisors and volunteers who will interact with minors as part of the program. The groups shall conduct all required criminal background checks of its staff and volunteers who will interact with minors as part of the program. 

Reporting Of Actual Or Suspected Child Abuse Or Neglect

The Group shall comply with all applicable laws on the reporting of actual or suspected child abuse or neglect, including but not limited to the California Child Abuse and Neglect Reporting Act. The group agrees to immediately report to the University’s Campus Safety Services all cases of actual or suspected abuse or neglect of minors that occurs during or in connection with the program or otherwise on University property.

INSURANCE

Group shall at its own expense obtain and maintain primary insurance during the term of this Agreement with limits not less than: 

General Liability $ 1,000,000 per occurrence
Aggregate Limit $ 2,000,000 
Workers’ Compensation as required under California state law. Employer Liability $ 1,000,000 
Business Automobile Liability - for owned, $ 1,000,000 scheduled, non-owned, or hired automobiles 

If Group will be bringing minors to the Facilities, General Liability Insurance shall include coverage for participants in Group’s programs, and shall not contain any limitations/exclusions specifically with respect to coverage for participants or for sexual abuse, harassment or molestation (except for sublimits of liability that do not reduce the amount of coverage for sexual abuse, harassment or molestation only below $1,000,000.) 

1. Group shall furnish to the University a Certificate of Insurance with an underwriter’s additional insured endorsement that provides proof that insurance is maintained at the above limits thirty (30) days prior to use of the facility. To be acceptable, the insurer’s rating must be AM Best - A VII or equivalent. 
2. The Certificate of Insurance shall be provided by the Group to the University no less than ten (10) days prior to the event. Failure to provide the requested insurance information within prescribed time limits may result in cancellation of the event. 
3. All Certificates of Insurance issued to the University require and must state the following:
   1. That the insurer will not cancel, modify, or change the insured’s coverage without thirty (30) days prior notice to the university.
   2. That the Santa Clara University, its officers, agents, employees or any person acting on its behalf and the employees, officers, volunteers, and agents of each of them, are included as additional insureds, except for employer liability and workers’ compensation insurance.
   3. That Santa Clara University, its officers, agents, employees or any person acting on its behalf of each of them will not be responsible for any premiums or assessments on the policy.
   4. In the event that Group is a self-insured entity, the signature of an authorized corporate officer, stating that the Group has the necessary financial resources to guarantee payment when the law imposes such liability may be accepted in lieu of a Certificate of Insurance. Such a statement is subject to approval by the campus risk manager or other authorized campus representative.

Event Medical Insurance Notification 

In addition to the insurance required pursuant to Section 11, above, all international attendees are required to complete the Medical/Accident/Health Insurance Notification. Group shall ensure that such forms are completed and provided to the University prior to commencement of the Facility Use. Santa Clara University does not provide insurance for international attendees. Group shall indemnify and hold harmless Santa Clara University for any liability resulting from an international attendee’s lack of coverage or failure to obtain insurance.

• All guests must vacate their respective bedrooms by the scheduled departure date and time (12:00pm). Early arrivals and late departures must be requested no less than thirty (30) days prior to arrival. 
• Any trash left in residence hall common areas and bedrooms must be disposed of in proper compost/recycling/trash receptacles. When an unusual amount of custodial labor is required to remove trash left outside of receptacles, actual custodial costs will be incurred by the Group as determined in the sole discretion of the University. 
• Kitchen. All food must be labeled clearly by the guest or the Group. All food must be disposed of upon departure. If food or beverage is left behind, the Group will be charged a cleaning fee of $250.00. 
• Designated Areas. Group leaders are responsible for ensuring that participants remain in areas designated for use by Group and do not venture into areas designated for use by other groups, including, but not limited to, residence halls. 
• Common Areas. Public areas such as lounges, kitchens, recreation areas, laundry rooms, etc., are shared by occupants of several halls and are not to be used for meetings, parties, or events unless scheduled in advance. Proper attire must be worn in all public areas at all times. Common areas are not to be used as a place to sleep. 
• Cooking. Cooking is allowed in common area kitchens. Cooking is not permitted inside guest rooms; this includes using hot plates or other similar appliances. 
• Open Flame. No open flames are permitted in residence halls. This includes, but is not limited to, candles, incense, smoking and the burning of any materials or other flame-emitted articles. Prior approval must be obtained from the Conference Housing Office if this policy is incongruent with your religious, cultural, or spiritual beliefs. 
• The Host ensures that Group leaders walk with youth participants to and from the residence halls and all campus facilities. Failure to comply with this requirement will result in a fine per occurrence as determined in the sole discretion of the University. 
• Room & Building Security. Propped open exterior doors seriously jeopardize the security of occupants and property within residence halls. The University reserves the right to fine groups where propped doors are repeatedly found. Entrance into residence halls is by Access Card only. Residential participants locked out of residence halls should contact SCU Conference Services between 8:00 a.m. -10:00 p.m. at (408) 554-4302 and SCU Campus Safety at (408) 554-4441 during non-business hours for access to the residence halls. 
• All University-issued furniture must remain in a designated room or apartment. Any removal of furniture will be charged a fee of $250.00 per .
• Room decorations should not cover more than 50% of the total ceiling area, door, or wall in any residential space. Room decorations should not be hung from the ceiling T-bar metal framing that supports the ceiling tiles. To prevent damage to the painted walls within residence halls, the University permits blue tape, push pins and quick-tak. Any other adhesive is prohibited. 
• Exits, doorways, and all hallways must have a minimum of a 48-inch clearance from obstructions such as boxes, bicycles, and mattresses, at all times. 
• University guests, faculty, staff and students of legal drinking age (21 years or older) may consume and possess alcoholic beverages in the privacy of their own rooms in the residence halls and apartments, provided the space is not shared with an underage roommate. l. The University will not be responsible for any personal belongings left upon departure. m. Printed materials may not be placed on campus bulletin boards or in buildings. Posting on light poles, trees, floors, ceilings, elevators, planter boxes, and on exterior walls and on other building surfaces, is prohibited and such items will be removed; the responsible Group may be subject to a removal and/or cleanup charge as determined in the sole discretion of the University. 

• Internal Groups: University-sponsored programs, recognized student organizations, and academic departments. Events hosted by these groups directly support SCU’s educational mission and receive priority scheduling along with internal rate structures.

• External Non-Profit Groups: Registered 501(c)(3) organizations and community groups. These organizations may host educational, civic, or charitable events on campus subject to space availability, non-profit rate structures, and University approval.

• External Commercial & Private Groups: Corporate partners, private event organizers, and commercial entities. Facilities are available for conferences, workshops, and private functions, subject to standard external rates, facility use agreements, and insurance requirements.

• Policy Overview: Santa Clara University is dedicated to providing a safe and secure environment for all minors participating in programs on campus. All events involving youth must strictly comply with University Youth Protection guidelines and policy standards.

• Background Checks & Training: All staff, counselors, volunteers, and event personnel who interact with minor participants must complete a mandatory background check and child abuse prevention training prior to the start of the event.

• Registration & Compliance: Event organizers hosting minors must register their program with Conference Services at least 30 days in advance, submit required supervision plans, and maintain required staff-to-minor ratios throughout the duration of the event.