Venue Rental Agreement - University of California, San Diego
This Venue Rental Agreement outlines the terms and conditions between the Regents of the University of California, San Diego and the Client, detailing responsibilities, fees, insurance requirements, and event setup protocols. It is essential for anyone renting UCSD venues for special events.
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To begin filling out this Venue Rental Agreement, first review the document in its entirety to understand all requirements. Next, gather all necessary information and documents mentioned, such as certificates of insurance. Then, complete each section carefully, ensuring all details are accurate.
How to fill out the Venue Rental Agreement - University of California, San Diego?
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Who needs the Venue Rental Agreement - University of California, San Diego?
1
Event planners need this file to book venues at UCSD.
2
Organizations hosting special events need this file to understand terms.
3
Caterers and other vendors need this file to comply with insurance requirements.
4
Clients renting UCSD venues need this file for fee and setup information.
5
University departments planning events need this file for proper documentation.
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What are the instructions for submitting this form?
To submit this form, complete all required sections and gather the necessary documents. Proof of liability insurance, list of vendors, and applicable fees must be provided. Mail your signed agreement and fee to Scripps Venue Rentals, 9500 Gilman Drive, Dept. 0210, La Jolla, CA 92093-0210 or fax to (858)-822-2718, Attention: Special Events. Email any digital submissions to specialeventsoffice@ucsd.edu.
What are the important dates for this form in 2024 and 2025?
Ensure to submit proof of liability insurance and list of vendors four weeks prior to your event. The total fee is due three weeks prior to your event. Plan ahead to avoid any delays in your event setup.
What is the purpose of this form?
The Venue Rental Agreement is designed to establish clear terms and conditions between the Regents of the University of California, San Diego, and Clients seeking to rent special event venues at UCSD. This agreement outlines responsibilities, rental fees, insurance requirements, and event setup protocols to ensure smooth coordination and protection for both parties. By adhering to this agreement, clients can organize successful events while complying with university policies and minimizing potential liabilities.
Tell me about this form and its components and fields line-by-line.
- 1. Client Information: Required for identifying the client and establishing contact details.
- 2. Event Details: Specifics about the event including date, time, and venue.
- 3. Insurance Certificates: Proof of liability insurance and endorsements for the client and subcontractors.
- 4. Vendor List: List of all vendors involved in the event with their contact information.
- 5. Fees and Deposits: Details of the rental fees, deposit amounts, and payment deadlines.
What happens if I fail to submit this form?
Failure to submit this form and required documents on time can result in cancellation of your event reservation and potential financial penalties.
- Event Cancellation: Your event reservation may be canceled if the form is not submitted on time.
- Financial Penalties: You may face financial penalties for late submission or failure to provide necessary documentation.
- Loss of Venue: Failure to comply could result in loss of access to the reserved venue.
How do I know when to use this form?
- 1. Event Planning: Use this form during the initial stages of planning an event at a UCSD venue.
- 2. Vendor Coordination: Provide vendor details and insurance certificates using this form.
- 3. Fee Payment: Submit rental fees and deposits as detailed in the form.
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