UOF Frequently Asked Questions

What happens after my application is submitted?

Non athletic facility use applications will be processed as follows:
Your application will be reviewed to make sure all pertinent information is filled out.
Room availability will be reviewed
Requested services will be reviewed for availability of staff
If all is available, a Use of Facility Permit will be issued and e-mailed, or mailed if no e-mail is provided to the "Authorized Representative" indicated on the application. 

 

What happens after my Athletic Facility Use Application is submitted?

Athletic facility use applications will be processed as follows:
Your application will be reviewed make sure all pertinent information is filled out.
Your application will be sent to the Kinesiology Department for approval.
If approved a Use of Facility Permit will be issued and e-mailed, or mailed if no e-mail is provided to the "Authorized Representative" indicated on the application. 
If it has not been approved the "Authorized Representative" will receive an e-mail or call from the Facilities Operations office.

 

When do I pay for my use of the facility?

You will pay for your use of the facility when you receive an invoice from
our accounting office.

 

Why do my charges differ from the permit I was issued?

Your charges can differ for many reasons, such as services rendered hours 
were either more or less than needed, rooms use was more or less than 
requested.  If there are questions regarding your invoice please call our office at 707-527-4231. 
Please have your Permit number handy.

 

Can we serve food at our event?

Food is allowed in some of our rooms but to serve food you must obtain a Food Service Waiver from our contracted food service, or use our food service company.

 

Can we serve alcohol at our event?

Generally not allowed for rented faciities.  

 

Can I rent a facility if I am an individual?

No we are not authorized to rent to private parties as of yet.  You must be a business or a non-profit.

 

Can I be a private party being co-sponsored by a department on campus?

No this falls under the same rules as a private party rental, we are not allowed to rent to private parties as of yet.

 

Do I need to contact District Police separately to unlock my room?

No you do not need to contact District Police to unlock your room.  All rooms should be unlocked by the time of entry. If a room is locked during the time stated for entry please call District Police 707-527-1000

 

Is there anyone I can call after hours if my room is too cold/hot/no air circulation?

Call District Police at 707-527-1000
 

Who should I contact to schedule an event in Petaluma?

This is a two part answer. To get specific questions about a room or availabilty answered for a room you can call the Petaluma Scheduling Office at 707-778-3928
The application for the facility is the same one used to rent on the Santa Rosa Campus, and is submitted to the the Santa Rosa Facilities Office.

Certificate of Insurance, how much and who to make it payable to? 

A $3M policy must be purchased naming Santa Rosa Junior College as additionally insured.

Are Petaluma and Santa Rosa campus costs the same?

They are not the same costs. Petaluma facilities are a bit higher in cost because their classrooms are declared "smart classrooms"

Am I able to preview the classroom?

Classroom previews are scheduled through our office.  Please call the Facilities Operations offce at 707-527-4231 to schedule an appointment.

Do I have to pay the $35 application fee when I submit the application?

Yes, a $35 dollar non refundable application fee must be paid at the time of submittal.

How can I pay the application fee; are credit cards accepted?  Can I add it to the invoice? Can I pay the invoice at the time I submit the application?

We do not accept credit card payment at this time. The $35 is payable at the time of application submission.  We prefer not to have invoice payment at the time of submitting the application.  Costs sometimes differ as the permit is only an estimation of costs.

Does it cost to cancel?  How long in advance must I cancel?

 Cancelation Policy: "Cancelations must be submitted in writing by 5:00 p.m. at least four working days in advance of scheduled use. If cancelation is not received within four working days, the organization will be responsible for all costs."

How much does it cost to make a change once a permit is issued?

"Change Order Fee of $25 is charged for any change after the permit is issued, e.g. date change, room change, media, food service, tables/chairs, etc."