I. RESERVATION AND PAYMENT

1. Application - Applicant or Day of Event Contact signing the Diversity Center Reservation Application must be present during the event. Reservations are accepted up to 6 months prior to the date of the event. In addition to fees, applicants are responsible for costs of additional staff and/or resources assigned to the event. The number of staff is determined by the type of event, attendance, and security needs. The number of staff assigned is at the sole discretion of the Executive Director of the Civil Rights Institute of Inland Southern California.

2. All fees must be paid by the day of the event

3. Security Deposit - The required refundable security deposit is due upon approval of the Diversity Center Reservation Application. The security deposit will be refunded to the applicant identified on the Facility Reservation Application approximately 2-4 weeks after the event, provided the facility is returned to pre-event condition and no additional costs were incurred.

4. Event Security - Security is required for large events open to the public as deemed necessary by CRIISC.Security will be required for alcohol services at the event regardless of attendance number.

II. SET-UP PRIOR TO EVENT

1. Storage - Storage or pre-staging of event items prior to the contracted start time is not allowed. This includes both personal as well as professionally delivered items.

2. Set-Up Time - Set-up time must be included in the rental period. Access to the site is not allowed prior to the approved start time listed on the Diversity Center Reservation Application.

3. Pre-Event Inspection - Applicant or Day of Event Contact is required to complete the pre-event inspection with Civil Rights Institute staff member prior to occupying the facility. This establishes the condition of the facility and equipment prior to the applicant's event. Applicant or Day of Event Contact will be responsible to restore facility and equipment to the preevent condition; failure to do so will result in loss of security deposit amount.

4. Tables and Chairs - Applicant is responsible for set-up chairs and tables.

5. Decorations - Decorations and other environmental enhancements must be free standing and cannot be attached to the facility or fixtures by any means. Removal of existing facility decorations or fixtures, if any, is not allowed.

6. Signs - Exterior signs are not allowed. Interior signs are allowed provided they are pre-approved staff and are free standing.

7. Prohibited Items- Candles, smoke/fog machines, vape/e-cigarettes, barbeques, deep fryers, outdoor ovens, and glitter or confetti are not allowed. Additionally, sand, oil, powder or other foreign substances are prohibited from being spread at the facility.

III. RESPONSIBILITIES DURING THE EVENT

1. Occupancy Limits - The maximum number of participants for the facility cannot be exceeded. Staff will restrict access to the event once room capacity has been reached.

2. Supervision of Minors - All minors must always be supervised and are required to be in the appropriate rental area(s). Chaperones must be at least 21 years of age. Guidelines for the supervision of minors are; 1 adult: six minors ages 1-5 years; 1 adult: 15 minors ages 6 - 12 years; 1 adult: 20 minors ages 13 - 17 years. If supervision is deemed inadequate by staff on site, to ensure the safety of patrons and the preservation of CRIISC resources, additional staff may be added per the supervision ratios identified above at the applicant’s expense.

3. Responsible Party - The applicant and/or the applicant’s organization have primary responsibility for the conduct and safety of all participants at the event. Any additional actions required by the CRIISC to maintain lawful conduct, safety of event participants and/or the protection of CRIISC/FHCRC property, will result in additional charges to the applicant or applicant’s organization, and may result in termination of event.

IV. RESPONSIBILITIES AFTER THE EVENT

1. Clean-Up Time - Clean-Up time must be included in the approved rental time. Any additional time required beyond the time identified in the contract will be billed to the applicant at the rate of 1.5 times the applicable hourly rental rate.

2. Cleaning Tasks - Applicant is responsible for completing all cleaning tasks as needed. CRIISC will provide all customary cleaning supplies. Cleaning tasks are defined as, but not limited to:

• Placing all trash in proper receptacles; additional trash bags are available as needed.

• Floors must be swept and countertops wiped clean.

• Kitchen, if applicable, must be returned to pre-event condition.

• All event decorations and personal property must be removed from the facility.

3. Post-Event Inspection - Applicant or Day of Event Contact (same person who completed the Pre-Event Inspection) is required to complete the Post-Event Inspection condition of the facility and equipment.

4. Pre & Post Inspection Evaluations - Applicant will incur any additional costs to reinstate to the pre-event inspection condition of the facility and related equipment for damages caused by applicant’s event.

V. ADDITIONAL ITEMS

1. Smoking/Vaping - Smoking and vaping are prohibited including parking lots and outdoor areas

2. CRIISC reserves the right at its sole discretion to cancel a reservation at any time for:

• False or misleading information on Facility Reservation Application.

• Failure to pay fees when due.

• Failure to comply with any safety directive of a CRIISC staff representative.

• Failure to abide by the alcohol restrictions.

• Failure of event participant(s) to abide by any safety or liability restrictions that may be violated before or during the event.

3. If a natural disaster, scheduling conflict, or other issues arise impacting the site or time requested of event, one of the following will occur: all refundable monies may be returned or credited, an alternative location may be provided, or the event may be rescheduled.

4. Outdoor rentals - Outdoor rentals may be credited or rescheduled due to inclement weather.

5. Discrimination - For all events open to the public, the applicant agrees not to deny any participation to a qualified person on the basis of race, color, national or ethnic origin, age, religion, disability, sex, sexual orientation, gender identity and expression, veteran status, or any other characteristic protected under applicable federal or state law.