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Conference & Event Services Division of Student Affairs

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Event Information & Reservation Form

Reservation Guidelines

University Housing Services (UHS) offers our services to all departments on campus. Each year campus departments and offices host a variety of meetings, workshops, lectures, banquets, fairs, and other special events.

Priority for the use of Conference & Event Services and facilities, including Riverview Hall and American River Courtyard, is given in the following order:

  • University Housing Services meetings, programs, and events
  • Vice President of Student Affairs Office
  • Office of the President
  • Campus Department

The event spaces managed by Conference & Event Services exist primarily for meetings & educational programming. Users of University Housing Services facilities must comply with the University Code of Conduct and the Room Reservation Guidelines. Please read Guidelines for Use of Space before submitting a space reservation request.

Rooms are available from 8:00 a.m. until 10:00 p.m. on weekdays/weekends excluding holidays or campus closure. Rental time requests must clearly state access time and event start time.

To check availability, please email Conference & Event Services: uhs-conf-events@csus.edu

Sacramento State is a smoke and tobacco-free campus.

Reservation Process & Reservation Form

University Housing Services will begin to accept space request forms as noted below:

  • Summer: First Friday of the semester
  • Fall: First Friday of the semester
  • Spring: First Friday of the semester

Conference & Event Services provides an online reservation form to request meeting space for the current semester and is only available to internal campus departments or programs. Once a reservation has been submitted to Conference & Event Services, we will review the information and respond within five (5) business days.

Reservation requests shall be confirmed in an email by Conference & Event Services. The requester is responsible to review the Event Reservation Rental Agreement and communicate any requests for changes to Conference & Event Services no less than five (5) business days prior to the event.

Requester will receive an estimate of charges for the facility and equipment use for the event.

Billing will occur within thirty days (30) days after the event. Depending on funding source, requester will be invoiced or a CCR (Campus Charge Back) will be submitted.

What is the difference between “access time” and “event time?”

Access time: Refers to any time required to setup and break down your event.

Event time: Refers to when the event begins with the arrival of your guests and ends when the meeting/event is officially over.

Campus Departments - Room Reservation Inquiry Form

Internal University Housing Services - Room Reservation Inquiry Form

Room Rental Rates

Room rental rates include the use of the space, table and chairs (setup/breakdown), access to basic audio/visual, and Event Assistant(s) on-call.

  • Rooms can be rented at 2 different rates: 4 Hours or Less or 4 Hours of More, up to 8 hours.
  • Additional rental hours may be purchased for $100 per hour
  • All events must end, with the event space cleaned and vacated by 10:00 p.m.
  • If space is not vacated by the time reserved on rental agreement, an additional charge of $100 will be applied per hour

All costs and charges are itemized, and explained in the rental agreement.

Room Diagrams, Capacity

Room Diagrams, Capacities & Reference Information

Event Spaces Available For Rent

Amenities

  • Technology in rental spaces varies, but most spaces include a built-in computer system, a large screen monitor or drop-down screen(s), built in audio, and a wall mounted or mobile dry erase board.
  • Riverview Classroom is configurated in classroom style with a maximum capacity of 30 people.
  • Riverview Elderberry & Beetle can be set-up in varying configurations
  • Wireless internet access included.
  • Riverview Catering Kitchen: The Riverview Catering Kitchen can be rented and includes 1 stove/oven, 1 sink, 2 refrigerators, 1 freezer, 2 microwaves, a large prep counter space, and a dishwasher. Kitchen items are not included.

Audio-Visual Equipment (AV)

Riverview Hall and American River Courtyard are equipped with smart classroom technology. This Equipment may be used when a room is reserved. Users are responsible for any damages which occur during the reservation period. Podiums that house the smart classroom technology are not to be moved due to the potential for damage to equipment.

Conference & Event Services cannot be held responsible for equipment failure. Last minute requests for audio-visual equipment may not be available and no guarantee can be made to secure items last minute. Same day or last-minute requests may not be approved and advance notice is required to ensure that all needed items are available.

Catering Kitchen/Services

Food and beverages may be served in the Riverview Elderberry and/or Beetle Room or American River Courtyard Conference Rooms 1021A and 1021B. Groups are required to use campus catering unless prior approval has been given by appropriate campus entities.

Website: Please see: Catering - CSU Sacramento State (campusdish.com)

  • A representative from your group are required to meet the caterer before the event. Conference & Events Services will not sign for any food deliveries or accept responsibility for missing food. Catering may deliver prior to 8:00 a.m.
  • It is the requester’s responsibility to clearly communicate with the caterer that all food and serving dishes must be removed by the ending time indicated on the reservation form. Cleaning charges will be assessed if this is not done.
  • Stoves, microwaves and refrigerators/freezers are available for use if requested in advance and are included in the rental contract. Sinks are available for use in the catering kitchen.

Cancellations

  • Approved reservations must be cancelled a minimum of three (3) business days in advance to avoid any charges.
  • Failure to provide a minimum of three (3) business days’ notice of cancellation will result in a billing of the full estimated facility use charges.

Linen

Table Linen may be rented through Conference & Event Services. Advance notification is required prior to event. Black banquet rounds and black rectangle table clothes are available.

Parking

A Sacramento State parking permit is required at all times to park on campus. University Housing Services does not offer parking within the residential housing complex student lots. There are two options available for event attendees.

Guests attending an event may pay to park on the day of the event by purchasing a daily parking permit from a permit machine located in Parking Structure 5 or they can purchase a permit from University Transportation and Parking Services located in the Welcome Center.

If you are hosting an event and would like to pre-pay for your guests, please request a Special Event Parking Request Form from UTAPS by visiting UTAPS website or by emailing eventparking@csus.edu for further information.