Policies and Procedures
Conduct and Responsibility
Reservation Confirmations
Event Approval (SDSU Student Organizations)
Billing and Pre-Payment of Events
Cancellation Policy
Decorations
Alcohol, Sale, Service or Consumption
Outdoor Amplified Sound Regulations
Aztec Center Meeting Services Reserves the Right
Conduct and Responsibility
- Groups/individuals using facilities must restore them to their original condition.
- Groups/individuals reserving space in Aztec Center or Scripps Cottage are responsible for the behavior of their guests and members.
- It is agreed that any charges arising from the use of Aztec Center will be billed to the organization or individual indicated, but will remain the obligation of the individual until paid. This will include any theft or property damage occurring from the use of the facility under the provisions of this agreement.
- It is understood that the organization/individual agrees to abide by Associated Students policies and University regulations.
- An officer for the organization using the facilities must have their reservations confirmation in his/her possession at the time of occupancy and present, upon request, as evidence that proper arrangements for occupancy have been made.
- No organization may reserve space on behalf of another organization.
- Organization/individual may not sell, sublease or transfer reservations to another individual or organization.
- The organization/individual reserving the space must be the primary organizer of the event.
- Organization members must be present at the event to assist in event management and coordination.
- Organization/individual violating this policy may be subject to applicable rate charges and/or suspension of facility reservation privileges.
- Student Organizations who fail to renew their on-campus status by the established deadline date will automatically lose all reservation privileges and all standing reservations will be canceled.
- All organizations/individuals are expected to leave the room in the same condition as which it was found. Food and beverage items must be picked up and properly disposed. Direct cleaning expenses may be billed to the organization if excessive cleaning to the room is required above and beyond the normal cleaning conducted for room turnaround.
- Groups/individuals agree to indemnify, defend, and hold Aztec Center, Associated Students, the California State Universities and officers, employees and agents harmless against all claims, loss or liability arising from damage to or destruction of property or injury or death to persons occurring because of or related to their reservation.
Reservation Confirmations
- Once the reservation is made, a copy of the reservation will be provided to the person making the reservation for confirmation and signature. A signed copy will be kept on file in the Meeting Services Office.
- Reservations requiring Payment, Ticket Agreements, Alcohol Permits, Event Approval or Insurance are considered "tentative" until all appropriate documents for event approval are submitted.
- Reservations are subject to automatic cancellation if the supporting documents are not submitted by the deadline date.
- Telephone reservations will be accepted as tentative and must be confirmed by signature (either in person or via fax) within two (2) business days.
- Telephone reservations that are not confirmed by signature within two (2) business days are subject to cancellation.
- Reservation confirmations will reflect an estimate of charges (if applicable). The charges noted are estimates only. In some cases, a deposit or pre-payment of the estimated charges may be required in advance.
- A reservation is not confirmed unless a reservation confirmation has been generated by the Reservations Desk and is signed by the client.
Event Approval (SDSU Student Organizations)
An Event Approval Form will need to be completed and submitted to the Student Life and Leadership Office at least 2 weeks prior to event date for advising and final event approval. Without this signed form, your event cannot commence. For more information on the Student Life and Leadership event planning procedures, please visit On-Campus Event Approval Process page.
The top 5 officers approved by Student Life and Leadership are eligible to make reservations in Aztec Center. No exceptions will be made.
For information on SDSU Student Organization conduct, policies and the handbook, please visit Student Organization Handbook, Conduct, and Policies page.
Billing and Pre-payment of Events
- An estimate of charges will be submitted at the time a reservation is made.
- A deposit or pre-payment may be required for certain events.
- Reservations will be considered tentative and subject to cancellation until room rent is paid.
- For events that involve ticket sales through the Aztec Center Ticket Office, expenses such as, room rent, cleaning, labor, etc. will be deducted from the gross ticket sales and the balance will be paid via check to the sponsoring organization.
Cancellation Policy
- Reservations must be canceled two (2) business days in advance (Monday-Friday)
- Reservations canceled within one (1) business day or on the day of the event will be considered a NO SHOW.
- All NO SHOWS will be charged the direct expenses for setting up the room ($17.00 minimum) OR the loss of room rent.
- Reservations will be suspended until the account is paid.
- All standing reservations will be honored provided the organization/individual’s account is current.
- If the account is not paid within 60 days, reservation privileges will be suspended and all standing reservations will be canceled without notice.
- Reservations will not be accepted until the account is paid in full. Payment in full does not guarantee reinstatement of canceled reservations; reinstatement is subject to availability.
Decorations
- Decorations must be approved in advance by Meeting Services.
- NO CONFETTI, GLITTER, RICE, OIL LAMPS OR OPEN FLAMES.
- Lit candles are not allowed inside Aztec Center or Scripps Cottage.
- Decorations may not obstruct entrances or fire exits.
- All decorations must be constructed of non-flammable materials.
- Organizations should be aware that for liability reasons, the Associated Students does not provide ladders or hydraulic lifts for decorating use. If equipment is needed, an Associated Students employee will be required to assist the organization. Labor costs are to be paid for by the sponsoring organization/individual.
- It is the group's responsibility to remove all decorations. Failure to do so will result in a cleaning fee. Groups may also make advance arrangements to pay applicable cleaning fees for Associated Students staff to remove decorations. Any charges to the facility as a result of decorations will be paid for by the sponsoring organization.
Alcohol Sale, Service and Consumption
The campus Policy and Procedures for Sale, Service and Consumption of Alcohol on Campus and the Alcohol Approval Request form are located on the SDSU Catering website.
Outdoor Amplified Sound Regulations
The regulations for use of San Diego State University Buildings and Grounds pertaining to outdoor amplified sound can be found at the Administrative Policies and Procedures page.
Associated Students Meeting Services
reserves the right to:
- Change room assignments, if necessary, to fulfill our obligation of serving the greatest number of customers.
- Cancel an event or modify the extent of services provided in the event of utility interruptions, campus emergencies, and threat of immediate danger or acts of nature.
- Services at
Aztec Center - Aztec Market & Convenience Store
- Bowling & Games Center
- Cross Cultural Center
- Cultural Arts & Special Events (CASE)
- Food Court
- Greek Store
- KCR College Radio
- SDSU Card Office
- STA Travel
- Starbucks
- Student Organization Office Space
- University Information Center
- USE Credit Union
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