Nav Screen Region
Site Header Region
Page Header
Main Content Region

Facility Lease Agreement Request Form

Thank you for your interest in hosting your event at California State University, San Bernardino.

State facilities may only be used through a written Facility Lease Agreement, License Agreement, or Use Agreement approved by the University. Submission of this request does not guarantee space availability or event approval. All requests are subject to university review, facility availability, operational feasibility, risk assessment, and applicable CSU and CSUSB policies.

The Office of Special Events, Scheduling and Protocol serves as the primary point of contact and will coordinate required reviews with University Police, Environmental Health & Safety (EH&S), Parking and Transportation Services, Information Technology Services (ITS), Facilities Planning & Management, Risk Management, and Yotie Eats Dining Services as necessary. 

An automated email confirmation will serve as your receipt.

Day(s) of Week
Are you booking a space in the SMSU in addition to a space with SESP?

For outdoor events, submit an itemized list of activities, equipment, food trucks, activity trucks, and setup requirements to events@csusb.edu.

Event Times
Reservation Times
Note: Reserved time should include all setup and cleanup activities.
Minors on Campus
Will minors (under age 18 and not enrolled CSUSB students) attend or participate?
Will the event involve supervision, instruction, mentoring, coaching, camps, clinics, or custodial care?

Events involving minors may require additional approvals, background checks, training, waivers, and risk management review prior to final approval. Please visit the Youth Protection portion from Risk Management | CSUSB website.

VIP and Travel Information
Will the President of CSUSB be attending?
Parking Information
Will parking accommodations be required?
Will buses or large passenger vehicles arrive on campus?
*Parking fees and traffic control requirements may apply.
Event Services
Would you like your event posted on the campus website?
Will you need any furniture?
Will you be charging admission?
Will your event have tents or EZ ups?
Will your event include activity trucks or food trucks?

Please note all trucks of this nature require California State Fire Marshal approval.

Food Service, Catering, and Environmental Health & Safety Review
Will food be provided?

Yotie Eats Right of First Refusal

Yotie Eats is the official dining and catering provider for California State University, San Bernardino. Prior to engaging any external food vendor, food truck, restaurant, caterer, or third-party food service provider, event organizers must first obtain a documented Right of First Refusal from Yotie Eats.

Will alcohol be served?

University Police Department (UPD) personnel may be required to be present during the event. Any costs associated with required law enforcement, security personnel, permits, licensing, or other alcohol-related compliance measures shall be the responsibility of the event organizer and/or sponsoring department.

Approval to serve alcohol is not guaranteed and must comply with all California State University, California State University San Bernardino, California Alcoholic Beverage Control (ABC), and applicable local, state, and federal regulations.

Will a non-CSUSB food vendor be utilized?

The event organizer must provide all required vendor documentation, including applicable permits, licenses, insurance certificates, and any approvals required by the University if the First Right of Refusal has been approved on your behalf.

Will you need AV equipment?

Events requiring specialized audiovisual equipment, technical support, livestreaming, recording services, or production assistance may require additional review, staffing, equipment rental fees, and advance coordination with Information Technology Services (ITS) and/or outsourcing of your needs upon their review.

Will your event have amplified sound?
General Terms

The University shall not be liable for delays, interruptions, postponements, relocations, or cancellations resulting from circumstances beyond its reasonable control, including but not limited to natural disasters, severe weather, public health emergencies, utility failures, labor disputes, governmental actions, campus emergencies, acts of terrorism, civil unrest, or other unforeseen events.

CSUSB reserves the right to modify, relocate, postpone, or cancel any reservation when necessary to protect the health, safety, welfare, or operational interests of the University community.

  1. The TRUSTEES, for and in consideration of the agreements of the LESSEE hereinafter expressed, hereby lease to the LESSEE, and the LESSEE leases from the TRUSTEES, that property of the CAMPUS described in the Special Provisions for the term therein specified.
  2. The LESSEE agrees to pay as rental for the said property an amount computed for the term of this lease at the rental rate per unit of time or event specified in the Special Provisions, plus any special charges specified therein, payable at the date or dates set forth therein.
  3. The LESSEE shall use the said property only for the purposes specified in the Special Provisions.
  4. The TRUSTEES agree to furnish all necessary utilities for the said property, including heat, water, and also light if the property is specified to be “with lights” except when such services cannot be supplied for causes beyond the control of the TRUSTEES and except when there is a failure or defect in the physical plant or utility lines, whether or not such failure or defect is beyond the control of the TRUSTEES, if the failure or defect cannot reasonably be remedied in time for use by the LESSEE during the term hereof. The TRUSTEES agree to furnish all janitorial services required for said property.
  5. The LESSEE may not make alterations or place or attach any fixtures, signs, or equipment in, or upon the said property except those alterations, fixtures, signs, and equipment described in the Special Provisions. Any fixtures, signs, and equipment provided by LESSEE shall remain the property of the LESSEE and shall be removed by the LESSEE from said property prior to the termination of this lease, or renewal thereof, restore said property to the same condition as that existing at the time of entering upon the same under this lease, reasonable wear and tear and damages by the elements or by circumstances over which the LESSEE had no control excepted.
  6. CAMPUS-owned furniture or apparatus may not be removed or displaced by LESSEE or any agent, employee, or invitee of the LESSEE without permission of the TRUSTEES. The LESSEE shall cause any furniture or apparatus displaced to be replaced to the satisfaction of the TRUSTEES immediately after any event or occasion for which the property is used by LESSEE.
  7. The LESSEE shall not violate nor suffer to be violated any federal or state law, local ordinance, or rule of the TRUSTEES or of the CAMPUS.
  8. It is understood and agreed that the TRUSTEES and their agents shall have the right to enter the said property or any part thereof at any time for the purpose of examination or supervision, or for the purpose of making repairs and alterations thereto as may be determined necessary by the TRUSTEES.
  9. The LESSEE agrees to indemnify and save harmless the TRUSTEES, their officers, agents, and employees, from any and all loss, damage, or liability that may be suffered or incurred by the TRUSTEES, their officers, agents, and employees, caused by, arising out of, or in any way connected with the use by the LESSEE of the said property.
  10. It is mutually understood and agreed that this lease is not assignable by the LESSEE either in whole or in part, nor shall the LESSEE sublet any part of the said property.
  11. This agreement may be terminated by either party up to two (2) business days for meetings; 10 business days for all other events via written (email/fax) notice to the other party of this lease.
  12. All notices herein required to be given, or which may be given by either party to the other, shall be deemed to have been fully given when made in writing and deposited in the United States Mail, registered and postage prepaid, and addressed as herein provided or sent to the recipient’s email address. Notice to the LESSEE shall be addressed to the LESSEE at the LESSEE’s address set forth on the signature page hereof or LESSEE’s email address which is listed on the signature page. Notice to the STATE shall be addressed to the Special Events, Scheduling and Protocol at CSUSB: 5500 University Parkway, San Bernardino, CA 92407 or emailed to: events@csusb.edu.
  13. The LESSEE who signs the form is designated as the responsible party and ensures the requesting organization adheres to all university policies, the safety of the persons attending the event, and the care of the facility. If the requesting group is an organization, the Lessee should be an officer, leader, chairperson, or club advisor of the organization. The Lessee assumes liability of the event. The Lessee, as the responsible party, shall be held responsible for any damages to University property as a result of the event, and guarantees his or her presence throughout the entire event’s schedule. The Lessee cannot request a reservation on behalf of another organization or individual; may not sell, sublease, or transfer reservations to another individual or organization; and, must be the primary user of the space for the event.
  14. Reassignment of space by the University may be necessary occasionally to accommodate priority University programs. Such reassignment will be determined by Special Events, Scheduling and Protocol or upon recommendation of the Facilities Use Committee to the Vice President for Administration and Finance.
  15. The University has many other policies that an outside organization should be aware of when planning its event. Some of these policies are listed in this section.

Insurance requirements

All non-affiliated events must be protected by a certificate of insurance and an executed Hold Harmless Agreement.

Minimum Insurance Requirements:

Commercial General Liability

  • $2,000,000 Each Occurrence
  • $4,000,000 General Aggregate

Business Automobile Liability

  • $1,000,000 Combined Single Limit

Workers' Compensation

  • As required by California law

Professional Liability

  • When applicable

The following entities shall be named as Additional Insureds:

  • State of California
  • Trustees of the California State University
  • California State University, San Bernardino
  • Officers, agents, employees, volunteers, and representatives

Certificate Holder:
California State University, San Bernardino 
Attn: Risk Management 
5500 University Parkway 
San Bernardino, CA 92407

Risk Management Contact: 
Phone: (909) 537-3937 
Email: riskmanagement@csusb.edu

Non-Discrimination Certification

If the requester represents an organization, the requester certifies that the organization does not restrict membership based upon any protected classification recognized by applicable law and CSU policy.

Protection of Minors Acknowledgment

By submitting this request, the organizer acknowledges responsibility for complying with all applicable CSU and CSUSB requirements governing activities involving minors.

Disability Accommodations

Event organizers are responsible for ensuring that their programs, services, and activities are accessible and comply with applicable federal and state disability access laws, including the Americans with Disabilities Act (ADA).

Event organizers should establish a process for participants to request accommodations and communicate accommodation request procedures in all event marketing, registration materials, and event communications.

Examples of accommodations may include, but are not limited to:

  • Accessible seating
  • Sign language interpreting services
  • Real-time captioning (CART)
  • Alternative format materials
  • Accessible event routes and facilities
  • Other reasonable accommodations as appropriate

The University reserves the right to require additional accessibility planning measures when warranted by the nature, size, or scope of the event.

Energy Surcharge

Utility surcharges may apply to facilities used outside normal operating hours.

I certify that I have read, understand, and agree to comply with the General Terms and Conditions, CSUSB Facilities Use Policies, and all applicable university requirements. I understand that failure to review and comply with these requirements, or providing incomplete or inaccurate information, may result in the denial or rejection of this facility use request.
Section Access NEW