Guidelines, Policies, and Procedures

The University Union (UU) facilities are open to the following groups for various events and activities. 

Group Categories

Non-Affiliates

• For-profit or commercial activities 
• Non-profit/Non-university groups, organizations, and individual 

Affiliates:

• University/Affiliate Partners –An active/retired CSUEB employee, current student, alumni, athletic conference team, or partner of the University.*

Insurance Requirements for Campus Facility Use

If you are unable to provide your own insurance coverage, renters have the option to purchase insurance through the University. For more information, please contact the Risk Management Office at (510) 885-2250 or via email at riskmanagement@csueastbay.edu.

Insurance requirements found here: https://www.csueastbay.edu/us/reservations-and-rentals/insurance-requirements.html

Submission Requirements

A properly executed certificate of insurance and all necessary endorsements must be submitted no later than 10 working days before the event. Failure to comply with these requirements may result in the cancellation of your reservation. An electronic copy of the insurance documents is acceptable for submission.

Room and equipment requests must be made by completing the appropriate online University Union (UU) Reservation Request forms. The following forms should be completed by the groups indicated. 

Staff/Faculty/Departments/Affiliates/Off-Campus Community Members

• University Union Reservation Request Form (Non-Student Organizations)

Student club/organization 

• Coordinate with your club or organization’s advisor to fill out the appropriate BaySync form through your club/org’s portal. If you have any questions about this please contact Student Leadership and Involvement Center (SLIC): slic@csueastbay.edu 

Reservations are scheduled on a first-come, first-served basis.  We reserve the right to deny or change requests based on operational needs. 

Once your request has been received and entered into 25 Live a UU Customer Service Representative will email you a confirmation of your reservation request.  Generally, an email confirmation is sent no more than two (2) business days from the initial day of receipt. 

[Title of Event], [Event Reference Number]  Example: 202X Orientation 202X-EBSLLP

Reservations are considered tentative until all information has been confirmed and/or required documents have been received and approved by the UU staff and/or other campus entities when applicable. 

Cancellations

Cancellations must be submitted via email no later than 9:00 am two (2) business days prior to the event start date.  We document all groups that fail to meet our cancellation policy.  A fee will be assessed if an event is canceled the same day or the group fails to show up for their event.  

Reservation Modifications

All reservation modifications requests must be submitted via email.  We will accept a request to modify or cancel a reservation from an alternate contact who is listed on the reservation request form. If you have more than one (1) alternate contact person indicate their information in the comment section of the reservation request form.  Modifications to any confirmed reservation could result in new and/or additional charges. 

No individual, organization, or department may reserve UU space(s) on behalf of another individual, organization, or department. Groups may not sell, sublease, or transfer reservation(s).  Reserved rooms will be accessible thirty (30) minutes prior to the scheduled reservation time. If spaces are not vacated at the scheduled event end time, fees or other courses of action may be applicable. Individual requesting the space must be the primary beneficiary of the rental (ie. a fac/staff member making a reservation on behalf of a group they are a member of vs. a fac/staff member making a reservation to host their own wedding shower)

Accessibility to meeting rooms

The Event Coordinator or primary contact must be present at the event for the duration of the event.  Reserved rooms will be accessible thirty (30) minutes prior to the scheduled reservation time.  If the venue/room is not vacated at the scheduled end time could result in new and/or additional charges.

Please refer to the occupancy numbers and general use policies in each location page:

North Union UU311
South Union Multipurpose Room (MPR)
South Union Multipurpose Room A (MPR-A)
South Union Multipurpose Room B (MPR-B)
South Union Bayview Room
South Union The Gallery

The occupancy numbers includes accommodations for catering and the layout of the room. Depending on specific event needs, event occupancy may need to be reduced.

Patrons are welcome to use their own laptops, projectors, smart and other media devices for their event.  The University Union will not be responsible for assisting with any equipment that is not owned and operated by the University Union.   Guests/clients are not permitted to link/connect the following audio equipment to our systems:  

• Musical instrument (electric guitars)
• Amplifiers
• Mixers
• DJ equipment

The University Union can provide a host of equipment for your event.  We can provide a list upon request.  There is a limited supply therefore it is important to select all the equipment you will need on the reservation form.  All University Union equipment rentals are associated with the corresponding reservation.  University Union personnel are the only individuals who can remove or relocate equipment from the assigned room.  Equipment is limited and is reserved on a first come, first serve basis. 

The Event Coordinator or primary contact for the event is the custodian of any equipment that is reserved. It is considered delivered at the time the event commences.  Any cost for damaged or unreturned equipment will be billed to the responsible group or individual.   

The University Union Operations team is essential to the success of your event.  To ensure your layout/set up is up to your expectation it is very important to provide us with specific details which will allow us to better serve you.  Listed below are some of our predetermined layouts/setups:

We will accept a customized layout/setup request however you will have to provide the diagram of the layout/setup.  If we are unable to accommodate your layout/setup due to room capacity issues we will assign one (1) of the predetermined layout/setup listed above that is similar to your request. 

Once the operations team has staged your event in accordance with your instructions you should not rearrange the furniture.  If time and staffing permits you can call the OPS team at (510) 876 - 6044 to see if they can make minor modifications to your layout/setup.

The University Union (UU) wants to make every event here a special and welcoming experience.  Groups who wish to decorate  rooms for events may be asked to submit a decoration plan.  We ask that the UU staff  be contacted at (510) 876 - 6044 to rearrange or move any furniture and/or equipment.  All decorations must be removed once the event has concluded.

Decorations may be placed on the following surfaces using painters tape only:

• Stained
• Painted
• Glossy textured
• Finished
• Stairways
• Walls

The following decorations are strictly prohibited:

• Paint
• Confetti
• Glitter
• Tape - Duct, aluminum, package, double-sided, electrical, gaffer, gorilla etc..  
• Permanent Markers
• Push Pins

No nails, screws, staples or penetrating items should be used on our walls, brick, or wood! 

Balloons

Balloons are permissible however helium balloons are not permitted in the Multipurpose Room(s) (MPR) because of the high ceiling.

Signage 

There will be signage throughout the New Union to direct you accordingly and provide information regarding occupancy limits.   Please adhere to all posted signs and/or policies. Signage with directions to events are acceptable with prior approval from the University Union administrative staff.  Contact the University Union Customer Service desk for event posting locations and guidelines.  

Hand sanitizers

You will find hand sanitizer stations through University Union buildings.  Locations may vary however you will be able to find one by the elevator.  

UU Cleaning Schedule

Public areas  (bathrooms, handrails, door handles, etc.) are cleaned several times throughout the day.  Reservable rooms are cleaned after an event has concluded. 

Charging Stations (Mobile Devices)

Charging stations are available in both of the University Union Buildings.  There are two (2) located in the South Union, one (1) on each floor.   There are two (2) located in the North Union, one (1) on the 2nd and 3rd floors.

Day/Hourly Parking Permits

Daily parking permits are $10 per day and may be purchased at the dispensers which are located around campus.  Daily permits must be placed on your vehicle’s dashboard and be clearly visible.  Contact the Department of Parking and Transportation for additional information (510) 885 - 3790.

Other Information

Time, Place, and Manner of Free Expression (General)

Click here to review the entire policy on TIME, PLACE, AND MANNER OF FREE EXPRESSION. 

Smoking

As of September 1, 2017, Cal State East Bay became a completely smoke and tobacco-free campus. Tobacco products, such as cigarettes, hookah, chewing tobacco, smokeless tobacco, vape pens and e-cigarettes, are not permitted in or outside any buildings or in parking areas. 

Special Accommodations

In the event a guest or patron of the University Union requires special accommodations, please contact the University Union Customer Service desk and/or Accessibility Services prior to the event to arrange for assistance.  Examples of accommodations that may be available are wheelchairs, mother’s room, accessible ramp (this is an option under resources/equipment) etc.  Accessibility Service will work with the Event Coordinator or primary event contact to reserve interpreters and other special accommodations related to disabilities.  NOTE:  THE COST OF THESE SERVICES ARE NOT INCLUDED IN THE COST OF THE RENTAL/RESERVATION.

Open Flame/Combustible Equipment/Materials