Highlander Union Building

Event 

Any planned assembly, including but not limited to: celebration; social gathering with or without amplified music or sound; lecture; forum; performance, concert; rally; speaker presentation, conference; and athletic competition.

HUB Event Status

• Waiting for Review: an Event or Major Event request pending review by the Venue Contact.
• Tentative:  an Event or Major Event request in process by the Venue Contact pending additional details, documentation or approvals.
• Confirmed: any Event or Major Event approved by the Venue Contact.
• Canceled: any Event or Major Event that is not approved by the Venue Contact or other Campus Entity with approval authority.

Major Event

Any planned assembly, including but not limited to: celebration; social gathering with or without amplified music or sound; lecture; forum; performance, concert; rally; speaker presentation, conference; and athletic competition at which one or more of the following conditions apply:

• Expected attendance of 300 or more individuals.
• Per the determination of designated UC Riverside officials, the planned assembly has the potential to significantly impact the safety, security, and/or services or operations of the campus based on an assessment of:
  • Proposed location
  • Estimated number of participants/attendees
  • Time of day
  • Date and day of the week
  • Use of outdoor amplified sound if outside designated hours
  • Proximity to other activities or locations that may interfere with or reduce the efficiency of implemented security measures
  • Security resources
  • Anticipated weather conditions
  • Estimated duration
  • Selling and/or serving of alcoholic beverages
  • Any objective and credible evidence regarding actual threats to campus safety and security
  • Any similar viewpoint and content neutral considerations relevant in the assessment of campus safety, security and/or services or operations

Non-University User

An individual not currently employed by UC Riverside, or an employee of UC Riverside acting outside the course and scope of their employment.  This also refers to Registered Student Organizations at UCR, group associations, corporations, or other combination of individuals or entities that are neither academic nor administrative department of UC Riverside.

Registered Student Organization (RSO)

An organization composed of current UC Riverside students.  Each organization is recognized by UC Riverside via annual registration through the Office of Student Life.

Note: Only those individuals formally authorized by current members may make decisions on behalf of the RSO.

Security Staffing

The level of security and number of staff required for hosting a Major Event on University Controlled Properties. Staffing levels and associated costs are determined by UCPD.

Sponsor

An individual or entity requesting to host an Event on University Controlled Properties.  An individual or entity is classified in the following categories:

• University User
• Registered Student Organization (RSO)
• Non-University User

Sponsorship

Includes financial responsibility for all aspects of hosting an Event, including, but not limited to: security, associated logistical support and any resulting damages to University Controlled Properties.

University Controlled Properties

• The entire physical footprint of the main campus, including, but not limited to: every structure; facility; parking lot; as well as all grounds.
• Any real property located outside the footprint of main campus that is owned or leased by UC Riverside.

University User

Any academic or non-academic unit, any other official UC Riverside entity, or any officially recognized part thereof, or any student government authorized by UC Riverside (Associated Students of UC Riverside and the Graduate Student association of UC Riverside).

Venue Contact

The UC Riverside unit that manages reservations and schedules events for a particular venue.

 

 

 

 

Reservations

A University User or Registered Student Organization (RSO) submits reservations online at http://reserve.ucr.edu .  Event requests must submit at least Fourteen (14) days prior to the event date.  Major Event requests require at least four (4) weeks to process.  Exceptions to Event scheduling policy require written approval from the Director of Student Life.

A Non-University User may request reservations via e-mail hubscheduling@ucr.edu.  Requests require at least six (6) weeks to process as dictated by campus policy 700-85.

The individual or entity that initiates a request becomes the Event Sponsor.  An Event Manager (see Venue Contact) is assigned to process the request.   Most Event requests are processed within five (5) days of receipt*.  Major Events process as dictated by campus policy 700-85*.

All requests are Tentative until written Confirmation is sent to the Sponsor.  Any changes to an Event or Major Event that occur after Confirmation is sent to Sponsor will return the request to Tentative status pending further review and approval.

*Please note: aspects of an Event or Major Event may require additional time to process.  Academic locations have a second tier of approval and may require up to five (5) additional days.

Facility fees and payment options are assessed by User type (University, Non-University or RSO).

Conditions and Restrictions

Doors and hallways may not be blocked with chairs or other equipment. The use of candles, heating devices or flammable materials is prohibited unless approved in advance by the Campus Fire Marshal. Smoking is prohibited in all university facilities, including HUB exterior patios and balconies. Food may not be prepared or cooked in HUB meeting rooms or lounges.

HUB lounges are public spaces and are not available for reservation. The lobby outside of HUB 302 South may be utilized for pre-event purposes when HUB 302 is reserved. Decorating

Decorations

Event sponsors must coordinate decorations with the HUB Venue Contacts in advance. Masking tape, Scotch tape, tacks, nails, staples, etc., are not permitted on any  surface in any of the HUB facilities. Paint, permanent markers, glitter, sand, dirt, gel bead vase filler or any items not easily cleaned are prohibited. To adhere decorations to surfaces, sponsors may only use damage free hooks and painter's tape.

The University of California, Riverside (UC Riverside) makes some of its University- Controlled Properties available for hosting events. Every request to host a Major Event on University-Controlled Properties is reviewed. This policy establishes the processes for requesting and hosting Major Events on University-Controlled properties. 

Major Event, for the purpose of this policy, refers to any planned assembly, including but not limited to:  celebration; social gathering with or without amplified music or sound; lecture; forum; performance; concert; rally; speaker presentation, conference; and athletic competition at which one or more of the following conditions apply:

-Expected attendance of 300 or more individuals;

-Per the determination  of designated UC Riverside officials, the planned assembly has the potential to significantly impact the safety, security, and/or services or operations of the campus based on an assessment of:

     Proposed location;

     Estimated number of participants/attendees;

      Time of day;

     Date and day of the week;

     Use of outdoor amplified sound if outside designated hours;

     Proximity to other activities or locations that may interfere with or reduce the efficacy of security measures being implemented;

     Security resources;

     Anticipated weather conditions;

     Estimated duration;

     Selling and/or serving of alcoholic beverages;

     Any objective and credible evidence regarding actual threats to campus safety and security, or

     Any similar viewpoint- and content-neutral considerations relevant in the assessment of campus safety, security, and/or services or operations.

 

 

Classrooms and Auditoriums
University classrooms and auditoriums are available for use, subject to availability. Rooms must be reserved at least two weeks in advance and are not available the first two weeks of each quarter. No rooms are available during final examination periods and Commencement weekend. Food and drink are not permitted in classroom facilities at any time and the sponsoring group must clean and restore the room to its original condition. All space assigned in academic rooms for non-academic use is subject to bumping or reassignment based on academic needs.

Academic Facilities
Classroom reservations are made through HUB Scheduling.

Student Affairs Facilities
The following facilities operate under this policy including their specific use policies and procedures:

• Highlander Union Building
• Housing Services
• Student Recreation Center

Specialized Facilities
The following facilities operate under separate facility use policies, procedure and fees. Contact each facility directly for information:

• Alumni & Visitors Center
• Athletics Facilities
• Botanic Gardens
• UCR Extension Facilities
• Palm Desert Center
• University Theatre

Reservation for use of campus outdoor space is necessary to ensure safety, security and order, and to minimize competition for space. Not all outside space on the campus is programmable and events or activities are not permitted in unauthorized areas. Specific restrictions apply in many areas. The advance approval of Facilities Services may be required and some areas may require restorative periods following major events or in preparation for Commencement and are not available. Event organizers are responsible for arranging for clean up and are liable for any damage that may occur.

In general outside events are limited to the following spaces:

• Aberdeen & Inverness Bowl
• Bell Tower Mall
• Highlander Plaza
• HUB Lawn
• Pierce Lawn
• Rivera Lawn
• Recreation Center Lawn and Walkways

The following areas require additional approvals:

• Flag Pole lawns
• Hinderaker Plaza
• Olmstead Plaza
• Picnic Hill
• Rivera Library Arches
• Sports Complex
• Student Services Building Lawns

Other building exterior spaces including courtyards and patios may be reserved pending an approved policy exception.

For more information regarding Time, Place and Manner as well as other campus responsibilities, please visit the Student Affairs Policies page. 

 

Alcohol Sale, Service and Consumption on University Controlled Properties

Alcohol Permits

 

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Risk Management and Insurance

All events must comply with campus insurance requirements. General liability insurance is required for events held on University Controlled Properties. Levels of insurance coverage required vary depending on the complexity or risk involved. Most departmental activities are covered by the university. All registered student organizations holding any type of event on campus must carry general liability insurance. Registered student organizations may be eligible for the event liability insurance program offered through UCOP. Registered student organizations carrying insurance through their parent organizations must provide a certificate of insurance. Venue Contacts will advise on insurance requirements during the planning process.

For additional information:

Risk Management website.

 

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Film Screenings and Filming on University Controlled Properties

Screenings

Event organizers planning film screenings on campus must provide proof that they have obtained permission to show the material. Most university spaces (classroom, lounge or common area at the university) are considered public spaces, and showing the movie in these areas is equivalent to showing them in a theater. Movie rentals are intended for personal use, renting them does not provide the permission needed to have a public showing in which any audience is invited.

Most "mainstream” films that are distributed for non-commercial use (which is what most campus showings would be) come from one of two main distributors:

• SWANK Motion Pictures, Inc.
• Criterion Pictures U.S.A.

The UCR Library may already have permission to show the film.  If the film you would like to show is one the library has already purchased rights to, you can show the film without obtaining additional permission. To determine whether the library has public performance rights for the film you'd like to show, please contact the Media Library.

Filming

Filming on University Controlled Properties is permitted with a reservation and advanced approval from University Communications.   

Filming by Registered Student Organizations also requires advanced approval from Student Life.

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Food Service, Sale or Distribution

Any food served at events that is not provided by Citrus Grove Catering must be in compliance with university food service regulations including cooking equipment regulations issued by the campus Fire Marshal. All UCR students, faculty, staff and affiliates must obtain a temporary Food Permit whenever food or beverage is distributed or sold to the public on campus. The use of outside caterers must be approved by Citrus Grove Catering. Only pre-approved caterers may be hired to provide on-campus services to UCR staff and students.

Charcoal barbecues are prohibited on University Controlled Properties. Propane barbecue equipment must be approved in advance and comply with fire code regulations.

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Public Assembly and Expression:  Time, Place, and Manner

The University of California, Riverside (“UCR”) embraces the free expression of ideas as a fundamental part of our public and academic mission, consistent with principles of free speech and academic freedom and the pursuit of knowledge. These regulations and other campus policies  provide a framework for the conduct of demonstrations and other expressive activities that protects the rights of members of the campus community as well as campus operations. For more information about these and other policies associated with freedom of expression, please review the Student Affairs Policies page.

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Parking and Vehicle Access

Access to parking and permission to drive vehicles on campus is coordinated through  Transportation Services.

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Publicity of Events

Campus events may not be publicized until the event itself has been approved by the university. All publicity of events must contain the name of the sponsoring organization and admission charge (if any) for the event and must comply with the campus posting policy. Publicity may not emphasize the availability of alcoholic beverages. 

 

Guidelines for Determining Security, Safety, and Liability Needs

If required, pursuant to the criteria set forth in the Campus Events Risk Grid, Campus Safety will conduct a security assessment based on information provided by the Major Event Inquiry, the Security Assessment form, and any other such information as Campus Safety may obtain. 

Campus Safety will make security recommendations that address security threats identified as a result of the evaluation. The goals of the Campus Safety security recommendations are to: 

·Minimize risks to the health and safety of the Major Event participants and audience;

·Minimize risks to University Controlled Properties and the surrounding community;

·Maximize the ability of the Sponsor to successfully hold the Major Event; and

·Protect the exercise of freedom of speech, expression, and assembly by the Sponsor, participants, and members of the community. 

For more information, please speak with your designated HUB Sr. Events Manager. 

Highlander Plaza

The Highlander Plaza may be used for campus events. The following restrictions apply:

Events that occur during the week Monday–Friday are allowed after 4pm on weekdays, any events before 4 pm may have restrictions in regards to setup and amplified sound. Events must conclude by 11 p.m on weeknights. Saturday events may begin at 8 a.m. and must conclude by 11 p.m. Only one event per Saturday can be accommodated.  Sunday events may be permitted pending staffing.

For evening events, the plaza may be closed to non-participants. Access to the building lobbies must be maintained for other events that may be occurring in the building. Organizers should be aware that other events and activities may be happening in other parts of the campus core which could provide potential interruptions. Events may not block pedestrian access to the Costo Hall stairs or to the elevator lobby. 

Equipment deliveries, setup, sound checks, etc., must be coordinated with HUB events staff and should be designed for minimal impact to the general daily use of the plaza.

Plaza furniture may be used as-is for events. Events that require the full removal of the plaza furniture are only permitted on Saturdays. Furniture will be removed Friday night and returned Sunday. Limited furniture movement or removal is possible for weeknight events. Furniture may not be moved by event organizers. Hourly setup rates apply.

Catering as part of the event is permitted in the plaza including light cooking and barbecues. The concrete must be protected from food and grease spills under all cooking areas.

Food may be sold in the plaza as part of an event, this does not include Tuesday and Wednesday food fundraising sales. Food fundraising sales are approved for the upper mall and in the Bell Tower areas only.

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Elev8

Elev8 is not available for reservations.

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HUB Lounge Spaces

Our lounge spaces are public areas that are not available to reserve. The area outside of HUB 302 South may be utilized for pre-event purposes when HUB 302 is reserved. The Graduate Student Association has the right to utilize the Graduate Student Lounge for programming associated with its mission. 

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Upper Mall

The upper mall between the Bell Tower and the Campus Store may be reserved for various campus activities including food and vendor sales, information tables and club activities. The entire mall may be reserved for major campus events. Events may close the mall to non-participants, but access to the adjacent buildings may not be hindered during normal hours of operation. Organizers should be aware that other events and activities may be happening in other parts of the campus core which could provide potential interruptions.

Equipment deliveries, setup, sound checks, etc., must be coordinated with HUB events staff and should be designed for minimal impact to the general daily use of the plaza. 

Upper Mall furniture may be used as-is for events. Events that require the full removal of the mall furniture are only permitted on Saturdays. Furniture will be removed Friday night and returned Sunday. Limited furniture movement or removal is possible for weeknight events. Furniture may not be moved by event organizers. Hourly set up rates apply.

Catering as part of the event is permitted in the plaza including light cooking and barbecues. The concrete must be protected from food and grease spills under all cooking areas.

Use of the Highlander Union Facilities

The Highlander Union Building (HUB) facilities and grounds may be scheduled by registered student organizations, campus departments, off-campus groups and individuals for non-academic purposes through the Highlander Event Scheduling office on a first-come, first-served basis.  As a Student Center Fee-funded facility, students are given first priority followed by campus departments and then the community in scheduling spaces in the HUB.  It is the responsibility of the event sponsor to ensure that any activity complies with all university regulations and policies, as well as any federal, state and local statutes. The university reserves the right to prohibit any event that may involve potential personal liability, illegal activity, property damage or campus/community disruption.

Use of all HUB facilities, campus grounds or academic classrooms may be scheduled by contacting the HUB Scheduling office by phone at (951) 827-3215 or email at hubscheduling@ucr.edu.

Academic Classes
HUB facilities are not intended to be used for instructional purposes. Academic classes (regular or Extension) may not be scheduled in the HUB without approval of HUB administration and the Highlander Union Board of Governors.

Conditions and Restrictions
Doors and hallways may not be blocked with chairs or other equipment. The use of candles, heating devices or flammable materials is prohibited unless approved in advance by the Campus Fire Marshal. Smoking is prohibited in all university facilities, including HUB exterior patios and balconies. Food may not be prepared or cooked in HUB meeting rooms or lounges.

HUB lounges are public spaces and are not available for reservation. The couch space outside of HUB 302 South may be utilized for pre-event purposes when HUB 302 is reserved. 

Custodial Services
HUB Event Scheduling will determine if an event will require additional custodial services to be provided and paid for by the event sponsor. Clean-up of trash, decorations, etc., is the responsibility of the user. If it is determined by HUB administration that a facility, the furnishings or surrounding area has been defaced or broken, a clean-up/repair and replacement charge will be assessed to the event sponsor.

Decorating
Event sponsors must coordinate decorating with the HUB event staff in advance. Tape, tacks, nails, etc., are not allowed on any glass or painted surface in any of the HUB facilities. Paint, permanent markers, glitter, sand, dirt or any items not easily cleaned are prohibited. Any adhering of decorations to surfaces must be done with blue painters tape.

Parking and Vehicles
HUB equipment deliveries and pick ups may only be accessed by the north service road. Vehicular traffic is only permitted as far as the pedestrian bridge. Vehicles are not permitted in the Highlander Plaza and may not access the plaza from the western (Costo Hall) entrance. Vehicles may not park in any HUB location. All vehicles must be moved once loading is completed and parked in designated parking lot. All Transportation & Parking Services (TAPS) policies apply. Depending on the time of day of deliveries, a TAPS escort may be required.

Priority
Students receive priority when scheduling space in the HUB followed by campus departments and the public at large. Registered student organizations may schedule events any time during the academic year. Registered student organizations that have re-registered with Student Life may book events beginning the first day of Spring Break for the upcoming Fall Quarter. On July 1 Registered Student Organizations can reserve for the rest of the academic year. Departments may schedule events at the beginning of the prior quarter. Events scheduled by off-campus groups are subject to availability.

Rates
Room rental rates are determined by the Highlander Union Board of Governors and reviewed annually. Room rental rates are waived for registered student organizations and departments under the Vice Chancellor of Student Affairs for programs intended primarily for a student audience, however, other fees may apply.  Campus departments and off-campus groups are responsible for room rental and other applicable charges.

Large events that utilize multiple spaces in the HUB may be required to pay a deposit equal to 25 percent of the room rental which becomes nonrefundable 30 business days prior to the event.

Any university event organizers that cancel an event five business days before the event date will be charged a flat rate of 1 hour at the department rate. Any university event organizers that cancel an event 3 days before the event date will be charged full hourly rate at the external client rate. Off-campus organizers will be charged the full room rental.

Any university event organizers that no show (considered no show 15 minutes past event start time) for their scheduled event will be charged as follows. 

Registered student organizations- 1st occurrence will result in a written warning and charged a flat fee of one hour at departmental rate. 2nd occurrence will result in being charged a flat fee of two hours at the departmental rate. 3rd occurrence will result in suspension of reserving privileges for one quarter. 

Departments- 1st occurrence will result in a written warning and charged a flat fee of one hour at the departmental rate. 2nd occurrence and beyond will result in being charged a flat fee of two hours. 

HUB Event Staff
HUB events staff presence is required for events scheduled in the HUB if the function is scheduled for any time other than the regular hours of operation. The number of staff required may vary depending on the nature of the event scheduled. Cost of additional staff if necessary is borne by the event sponsors.

The Student Recreation Center (SRC) facilities and grounds, including the Lake House at Big Bear, is managed directly by Recreation. For more information, visit the Recreation facilities webpage.

For more information, please visit the Conferences, Events & Catering Services office at hospitality.ucr.edu .