CONFERENCE APPLICATION

Please carefully read and understand the following policies and regulations below.

Insurance Requirements

The contracting party must provide public liability insurance from a carrier with a rating of A or better and a financial rating of seven (7) or better, in an amount not less than $1,000,000 for injuries, including accidental death, to any one person, and subject to the same minimum for each person, in an amount not less than $1,000,000, for each accident and property damage insurance in an amount not less than $500,000.

The contracting party shall furnish the Conference Services Office a certificate and endorsement of insurance prior to the commencement of the lease and or agreement. The certificate and endorsement must include the following as additional insured:

"The State of California, the Trustees of the California State University, their officers, representatives, agents and volunteers (The University), and the Cal Poly Pomona Foundation, Inc."

Promotional Materials

The contracting group must submit all advertising materials to the conference office prior to distribution for approval. Failure to submit promotional materials may result in penalty resulting in 1% of the final billing. It is expressly understood that the Cal Poly Pomona name cannot be used without prior written consent from the University.

Deposit & Payment

The contracting party is responsible for submitting this application along with a booking deposit amounting to 25% of the total estimated cost. Failure to submit a booking deposit will result in your application being held, until a deposit is received. The conference office cannot make any housing, dining, or meeting space reservations without both your application and booking deposit.

Damages

The contracting group is responsible for all damages incurred to University property during their stay. If multiple conference groups are sharing a building, or space within the University, and the conference office cannot determine fault, all groups in question will be held equally responsible. It is the responsibility of the group to conduct a pre and post room and building inspection with a conference staff member. Failure to do so will result in payment of all applicable damages.

Lost Items

The contracting group is responsible for all lost, missing, or damaged items. The conference office will make every attempt to collect replacement fees from individual guests when a replacement item is issued.

Program Agenda

The contracting party, in order to ensure a well-organized conference, is required to submit a written agenda to the conference office at least thirty (30) days prior to the start of the conference. Failure to submit a written agenda may result in penalty resulting in 1% of the final billing.

Cancellation Policy

The conference office makes every effort to fill space after a program cancels; however, when it is not possible to secure a group of similar size or length of stay, cancellations will only be accepted with the following conditions:

By submitting your registration information, you indicate that you understand and agree to the Polices and Procedures outlined above by Summer Conference Services.