Facilities Reservations & Event Services

Guidelines for Facilities Use and Charges

Internal Users

State Users - No facility charge

Approved university users include those hosting events that support the university mission:

  • Division, college, and department meetings and events
  • University recognized student organizations
  • IRA funded student programs

Examples of events that support the university mission, including co-curricular learning experiences for Chico State students:

Examples of events that support the university mission, including co-curricular learning experiences for Chico State students

Example

Criteria

Society of Women Engineers

Student organization(opens in new window)

Future Farmers of America (FFA) Field Day

Chico State students directly participating in co-curricular activity. Recruitment-related event.

California Music Educators Association (CMEA)

Recruitment-related event.

Academic Advisory Board Meetings

Supports the university mission.

Approved university users are not charged a facility fee during normal hours. Charges may occur for additional equipment, services, or labor as required by the facility or requested by the user on the Facility & Equipment Request Form (FERF). Labor during non-regular working hours may require overtime.

Approved University users will incur a facility charge during non-normal hours.

Non-State & Auxiliary Users - Facility charge may apply

Non-state self-supporting or auxiliary organization activities and programs. Examples include:

  • University Housing, Parking, Regional & Continuing Education, & Student Health Center
  • Associated Students, Research Foundation, & University Foundation
  • Centers, institutes, and programs that are contracted through the Research Foundation
  • Events where fees are charged for participation, registration, or entry

Non-state & auxiliary users generally have MOUs or other agreements that assess facility fees for use of state space during normal hours. Charges may occur for additional equipment, services, or labor as required by the facility or requested by the user on the Facility & Equipment Request Form (FERF). Labor during non-regular working hours may require overtime. Users without an MOU or agreement will be assessed a facility fee. Examples include:

Examples of non-state and auxiliary user facility guidelines

Entity

Activity

Agreement

Facility Charge

RF

Chico Performances

MOU to reimburse the university for facility use on a per-ticket-sold basis.

No additional charge for use during normal and extended hours.

RF

Grant and contract activity

Annually, a portion of the grant and contract indirect cost rate is reimbursed to the university for facility use based on an MOU.

No additional charge for use during normal hours.

RF

Athletic camps

MOU to reimburse the university for facility use based on a percentage of camp revenue.

No additional charge for use during normal and extended hours.

RF

Center for Math & Science Education

This is an RF grant and contract center, therefore facility fess are covered by the Grant and Contract MOU noted above.

No additional charge for use during normal hours.

UF

Ability First Camp

MOU to reimburse the university for facility use based on a percentage of camp revenue.

No additional charge for use during normal hours.

External Users – Facility Charge Applies

External users do not account for their transactions through the university or auxiliary organization’s accounting system.  Examples include:

  • External organizations – Work Training Center, Northern California Autism Symposium, Department of Water Resources
  • Non-profit organizations – Special Olympics, Relay for Life
  • Professional organizations – California Teachers Association
  • School districts – Almond Bowl, Inspire High School Graduation

University Hours

Normal hours now include Fridays from 5–10 p.m., Saturdays from 8 a.m.–5 p.m., and Sundays starting at noon (Academic Year):

Table of normal hours

Normal Hours*

Monday – Thursday

7 a.m.–10 p.m.

Friday

7 a.m.–10 p.m.

Saturday

8 a.m.–5 p.m.

Sunday

12–10 p.m.

*Library hours may vary

Additional Information

Certain facilities are restricted for event scheduling to promote sustainable use of campus space.  Please see the University Facilities Use and Scheduling Procedures (PDF) (Addendum to EM13-078).

Facilities Reservations will continue efforts to consolidate facility use to maximize sustainability of resources.

Facility usage should be scheduled in either Astra(opens in new window) or in PeopleSoft (academic departments) in order for building services to be coordinated and evaluated.

In fall 2018, the Fiscal Administration Committee will report to the president the programmatic and fiscal impact as well as energy consumption as a result of the changes.

Additional documents can be found on our procedures page.