Booking Events & Event Fee Structure

The Student Event Center Event Planning and Reservations staff, appointed by the Dean of Students Office, will serve as the event planner and will assist clients with permitting, delivery arrangements, and ensure the availability of adequate utilities to support the event.

The Student Event Center is largely supported by a student event staff including event managers and audiovisual technicians. Each event will be assigned the appropriate number of student staff to best support the activities. The hourly rate for the student staff will be charged to the sponsoring organization (see venue fee structure).
 

Recognized Student/Greek Organization: Properly registered with the Department of Student Activities and Events (SAE). A student organization that is in the process of forming is granted space privileges for 30 days from the time of its initial registration with SAE to the time of its official registration or the end of the 30 day initial registration period, whichever comes first. Student groups not registered with the SAE will be considered a non-University organization. In most cases, the facility charge will be waived for the use of the room(s) requested. However, the organization will be held responsible for any and all event support staff and services.

University Departments/Colleges/Programs: Must be officially recognized by the University. In most cases, a discounted facility rental charge will be levied for the use of the room(s) requested. However, the department will be held responsible for any and all event support staff and services.
Non-University Groups or Individuals: Any group or individual that does not qualify in any of the foregoing categories. In most cases, a facility rental charge will be levied for the use of the room(s) requested and all event support staff and services.

First consideration for use of the Student Life Event Center (Annex I) is given to institutional needs, such as those events related directly to enrollment, academic success, and University tradition (e.g., Homecoming, Spirit Week, Leadership Symposium, Sneak Preview, Orientation/Registration, Welcome Days). Second consideration will be given to major, annual, campus-wide events. Determination of which events are considered major annual events will be made by the Dean of Students, or the Dean’s designee, in consultation with the Vice President for Student Affairs & Enrollment Management.

After the space requirements for institutional needs and annual major University events have been met, requests for reservations are filled in the order in which they are received following a schedule of access based on user category:

• First: Recognized Student Organizations
• Second: University Departments/Organizations
• Third: Non-University Groups or Individuals

Reservation requests for events considered to be institutional needs will be accepted at the time those dates are established. Reservation requests for major, annual, campus-wide events may be submitted up to three years prior to the requested date(s). For regular reservation requests, student organizations may begin to submit reservation requests for the Student Life Event Center (Annex I) for the following academic year starting May 1st. All student organization events are subject to approval by SAE.

Events that are planned throughout the academic year should be reserved at least 60 days (2 months) in advance of the event date with an initial planning meeting between the client and the Student Event Center Event Planning and Reservations staff meeting at least 2 months prior to the event to facilitate the planning process.

The event must be confirmed (finalized) for projected attendance, facility setup, publicity approval, Audio/Visual needs, and Special Event Permit with the Office of the State Fire Marshall no later than 30 days (1 month) prior to the event.

At the time of the reservation, clients will be asked to submit an online reservation form which will ask for all relevant event information such as the group’s contact name for the day of the event, the type of group, the type of event, event title, projected attendance, dates and time of the event, total time of space reservations (including setup and clean up), setup style (Theater, Conference, Classroom, Banquet, Other), Audio/Visual needs, and whether food will be provided. The Student Event Center Event Planning and Reservations staff will also require a schematic design of the event set-up (Floor plan).

Any charges incurred for University department-sponsored events will be billed to the sponsor’s accounting code (Fund/ Department/Program). A copy of the bill will be sent to the sponsor following the event. A valid accounting code will be requested at the time the reservation request is received. If the University organization does not have an accounting code, a valid credit card number (MasterCard, Visa, or Discover) must be placed on file with the Office of the Dean of Students.

Standard rates of $1944 for a 4-hour minimum. Each hour or fraction thereof is charged at $486 per hour.*

Public/Non University – No affiliation with SF State, outside customer

• $1944.00 for 4 hour minimum (7a-10p)
• $486.00 for each additional hour (7a-10p)
• $550.00 for each hour outside of normal operating times (before 7a, after 10p, 2a stop)

SF State Department Sponsored Public Event – Department sponsors outside customer

• $936.00 for 4 hour minimum (7a-10p)
• $261.00 for each additional hour (7a-10p)
• $361 for each hour outside of normal operating times (before 7a, after 10p, 2a stop)

SF State Department / SF State Recognized Student Organization Graduation Events – Department event includes co-sponsorship of RSO events, includes all recognition/graduation events, regardless of department sponsorship.

• $500.00 flat usage fee (7a-10p)
• $0 for each additional hour (7a-10p)
• $125 for each hour outside of normal operating times (before 7a, after 10p, 2a stop)

SF State Recognized Student Organization (RSO) & SAEM/AS Department Event – RSO will operate solo, no dept. support in planning.

• $0.00 for 4 hour minimum (7a-10p)
• $0.00 for each additional hour (7a-10p)
• $100 for each hour outside of normal operating times (before 7a, after 10p, 2a stop

Non-University sponsors are required to pay facility charges in full at the time the facility reservation is made. A reservation will not be considered confirmed until payment is received. Facilities may be held for up to ten business days after the initial reservation is made. If payment is not received by the end of the ten day period, the facility will no longer be considered to be held or reserved, and may be reassigned. A valid credit card number (MasterCard, Visa, or Discover) must be placed on file with the Office of the Dean of Students. No charges will be made to the credit card unless the sponsor fails to pay on time.

Non-University sponsors and University organizations without an accounting code will be billed 10 days before their event for any non-facility event charges, including expected costs for audio-visual (equipment and staffing), special services, and other charges. Payment must be received at least 3 business days prior to the event. The final bill will be sent within two weeks after the event, and will include any additional charges incurred on-site. This final bill must be paid within 30 days of the date it is issued. Failure to pay within this time frame will result in charges to the credit card number on file.

If an event is cancelled after the facility payment is received, the sponsor may receive a 75% refund of the facility fee provided that notice of the cancellation is received 31 or more days prior to the first date of the reservation. There will be no refund if the cancellation is received 30 days or less before the first date of the reservation.

Overtime charges are applicable to events which require access to the Student Life Event Center (Annex I) prior to or after posted building hours. Such charges may also apply to events which extend beyond the confirmed reservation time when that extension occurs after posted building hours.
*The rental rate is waived for events sponsored by SF State Recognized Student/Greek Organizations. Events being sponsored/co-sponsored by University Departments will be reviewed for potential discounted rates.

Suggested rates of $100 additional per hour (above rental rate) for overtime charges, pending approval, prior or after posted building hours (7:00am to 10:00pm).

Access charges are applicable when a client needs to obtain access to the Student Life Event Center (Annex I) prior to or after posted building hours (7:00am to 10:00pm) for a purpose such as setting up for an event, cleaning up after an event, having event items delivered or picked up, or similar situations. In these cases, a student staff person will be scheduled so that the client can obtain limited access, but the building will not be open to the public. If the building needs to be open to the public, then Overtime Charges will apply.

Fees will be charged in accordance with the following schedule:
Building Closed
Special rates may be in effect for non-University events requesting to use the Student Life Event Center (Annex I) on a day when the Student Event Center would otherwise be closed, such as some summer weekend days.

• Early Access/Late Access – Student Organization Sponsored Event - $40
• Early Access/Late Access – University Sponsored Event (non-student organization) - $40
• Early Access/Late Access – Non-University Sponsored Event - $40

Non-University organizations and University academic or administrative departments and organizations will be charged for audio-visual equipment use. Student organizations are not charged for normal usage of equipment. Charges for equipment will be incurred on a per-day, per room basis.

Audio-Visual Technicians are required when Student Life Event Center owned equipment is used. The minimum staffing for any event is two audio-visual Technicians. Events where there is a complex stage program will require four to five technicians. Technicians will also be required when multiple types of technologies are requested, such as microphones, power point, and/or music. Certain types of equipment, such as spotlights and video cameras, require that a Student Event Center audio-visual technician be assigned to operate the equipment. There will be a per hour charge for technicians in these situations.

Any audio-visual equipment used in the Student Event Center must be provided by the University. Exceptions will only be given for equipment, which cannot be provided by the University. Other requests for exceptions may be directed to the Dean of Students or the Dean’s designee.

Clients who bring in their own equipment without prior authorization may be charged for the equivalent of the Student Event Center (Annex I) equipment. Client provided audio-visual equipment will be subject to inspection to ensure it will be compatible with the installed system.
Student Event Managers will be required for any event that has an attendance over 250.

Staffing Hourly Rate

• Student Event Managers - $27.00 per hour
• Student Techs - $22.00 per hour
• Custodial/University Entities - $34.18 per hour (with a four hour minimum)
• Custodial/non-University Entities - $48.15 per hour (with a four hour minimum)
• Event Security (if applicable)
  • $90.00 an hour per sworn police officer (with a three hour minimum)
  • $45.00 an hour per Community Service Specialist (with a three hour minimum)
  • $45.00 an hour per Parking Control Officer (with a three hour minimum)