[foss4g2014] Fwd: Confirmation 274018 for Geology Dept. attached; please read.

[David Percy]

here's the confirmation for the BYOL labs, but I think we now have enough
FREE rooms (6 from geology, 3 from geography) that we won't need these. I
will hold onto them for a while until we are sure.

---------- Forwarded message ----------
From: <j.gates at pdx.edu>
Date: Mon, Jul 7, 2014 at 8:24 AM
Subject: Confirmation 274018 for Geology Dept. attached; please read.
To: percyd at pdx.edu


Thanks for the information, the person I spoke with hadn't informed me that
there would be any charges for this conference. I've update pricing
accordingly. Also rooms 327/8/9 are unavailable on either of the days that
I was asked about so we reserved what space was available and the person I
spoke with indicated you folks would check with your respective departments
for additional classroom space.
Please find below the full list confirmation of the reserved rooms.
~Jonathen

Conferences & Events | Portland State University
PO Box 751
Portland OR 97205
(503) 725-CONF / (503) 725-8060

Conferences & Events

  Organization Reservation: 274018 David Percy aka Percy Event Name: FOSS4G
2014 Geology Dept. Status: Not Confirmed: C&E Review GEOL Phone: 5-3373 CH
17 Email Address: percyd at pdx.edu  Event Type: Conference  Billing
Reference: GLG120  Event Coordinator: Jonathen Gates
  Bookings / Details Quantity Price Amount  Tuesday, September 09, 2014 9:30
AM - 7:00 PM FOSS4G 2014 (Not Confirmed: C&E Review) SMSU SMSU 294 Classroom
Style - 2 Chairs for 28  Room Charge: (9.5 hours @ $60.00/hr, Maximum
Charge $360.00) 1 $360.00 $360.00   Less 50% Discount  -$180.00  9:30 AM -
7:00 PM FOSS4G 2014 (Not Confirmed: C&E Review) SMSU SMSU 296 Classroom
Style - 2 Chairs for 28  Room Charge: (9.5 hours @ $60.00/hr, Maximum
Charge $360.00) 1 $360.00 $360.00   Less 50% Discount  -$180.00  9:30 AM -
7:00 PM FOSS4G 2014 (Not Confirmed: C&E Review) SMSU SMSU 298 Classroom
Style - 2 Chairs for 24  Room Charge: (9.5 hours @ $60.00/hr, Maximum
Charge $360.00) 1 $360.00 $360.00   Less 50% Discount  -$180.00  9:30 AM -
7:00 PM FOSS4G 2014 (Not Confirmed: C&E Review) SMSU SMSU 333 Classroom
Style - 2 Chairs for 24  Room Charge: (9.5 hours @ $60.00/hr, Maximum
Charge $360.00) 1 $360.00 $360.00   Less 50% Discount  -$180.00  9:30 AM -
7:00 PM FOSS4G 2014 (Not Confirmed: C&E Review) SMSU SMSU 338 Classroom
Style - 2 Chairs for 24  Room Charge: (9.5 hours @ $100.00/hr, Maximum
Charge $600.00) 1 $600.00 $600.00   Less 50% Discount  -$300.00    Room
Charge  $1,020.00        Subtotal  $1,020.00   Grand Total  $1,020.00

*1. Indemnification Procedure:*

Group shall be responsible for all damage to property, injury to persons,
and loss, expense, inconvenience, and delay which may be caused by, or
result from, the conduct of work under this Agreement, or from any act,
omission, or neglect of Group, its officers, agents, or employees. If,
during the terms of this Agreement, the Premises or any portion of the
Premises or grounds are damaged by the act, default, or negligence of the
Group or its agents, employees, patrons, or any other person or persons
admitted to the Premises by the Group, the Group shall pay to Portland
State University, upon demand, such a sum as shall be necessary to restore
the Premises to their original condition. Group shall indemnify and hold
harmless the State of Oregon, the Oregon University System, the State Board
of Higher Education, PSU, and their agencies, subdivisions, officers,
employees, subcontractors, and agents from all claims, suits, actions,
losses, damages, liabilities, costs and expenses of any nature resulting
from or arising out of, or relating to the activities or omissions of Group
or its officers, employees, subcontractors, or agents acting under this
Agreement. Neither Group nor any attorney retained by Group shall defend a
claim in the name of the State of Oregon or any agency of the State of
Oregon, nor purport to act as legal representative of the State of Oregon
or any of its agencies, without the prior written consent of the Oregon
Attorney General. The State of Oregon may, at its election, assume its own
defense and settlement.

*2. Cancellations*

All cancellations of meeting rooms must be received in writing, i.e. via
e-mail, at least ten business days prior to the event, or within 72 hours
of receiving confirmation for event. Marquee spaces must be cancelled at
least 30 days prior to the event. Events cancelled after these deadlines up
until the day before the event will be charged 50% of the full,
non-discounted room rental of the space. Events that neither occur nor
cancel prior to one day before event will be considered "no-shows" and will
be charged 100% of the full non-discounted room rental.

*3. Food/Alcohol*

Food Service

PSU Dining (503 725-4427, catering at pdx.edu) is the exclusive caterer for
all events in the SMSU and University Place Hotel and all catering must be
coordinated through PSU Dining. Small, private non-catered events involving
food, i.e. potlucks, brownbags, bake sales may bring in their own food
without obtaining prior permission.

Potluck:

Any event in which food is supplied by members of a small (numbering less
than one hundred attendees), fraternal organization for the consumption of
members of that organization only. Food service which is open to
non-members and the general public will not be considered a potluck.

Brown bag:

Any event in which there is no organized food service, but in which
attendees may or may not bring their own food for their own personal
consumption.

Alcohol Service

All alcohol service must be approved by PSU in the form of a completed and
signed digital Alcohol Request Form <https://orgsync.com/63311/forms/68674>.
No alcohol may be served at any Dance or Concert (see page 10).

As per PSU's Internal Management Directive 1.302, Events promoted in terms
that suggest the primary focus of the event is to consume alcoholic
beverages (e.g., "kegger") or encourage over-consumption ("all you can
drink," "happy hours," "free drinks") are not consistent with the
University's philosophy and are prohibited. The President retains the sole
prerogative for waiving any or all provisions of this directive.

All alcohol service must adhere to the following regulations:

a) 1. ID checks. IDs can be checked at the door if all attendees are over
21 years of age, or they can be checked at the bar at time of service. ID
checks can also occur at a physically segregated location within the event
that is designated a "beer garden." Only individuals of legal age will be
admitted to the Beer garden area. ID checker must be provided by Campus
Public Safety.

b) 2. There must be a substantial amount of food provided if alcohol is to
be served and must be provided throughout the course of the event. If the
food runs out or is not deemed substantial by the catering manager the bar
will be closed per OLCC regulations.

c) 3. Alcohol service is only allowed at private events with fewer than 500
attendees.

*4. Labor Fees*

Labor fees are charged when an event requires extra labor beyond the normal
set up and tear down of the event. Reasons the Labor Fees may be applied to
your event include, but are not limited to, the following:

a) If extra cleaning is required to remove trash left on furniture or
floors, or to spray clean the walls or furniture, or if the floors need to
be shampooed or otherwise receive special care

b) If a change in furniture configuration is requested after the furniture
has been set for the event

c) If extra personnel is necessary to accommodate your event

*5. Additional Furniture and Equipment*

If additional furniture or equipment is needed for an event in the Smith
Union or Hoffmann Hall, the client must arrange to have it provided by
Conferences & Events prior to the event at the client’s expense.

For events outside of the Smith Union and Hoffmann Hall, all spaces are
booked "as-is." Conferences & Events will not provide any equipment or
furniture to events in spaces other than SMSU or Hoffmann Hall. In the
event that additional furniture is needed for an event that is not in the
Smith Union or Hoffmann Hall, the client may contact Facilities and
Planning at 503.725.4921 for assistance. Facilities and Planning can
provide the following:

a) 6’ rectangular tables

b) Indoor chairs

c) Outdoor chairs

If additional furniture or equipment is needed that Facilities cannot
provide, the delivery, set-up and removal of additional furniture and
equipment must be coordinated with an outside provider to occur within the
reservation time of the event.

*6. Security Meetings*

Security meetings may be required if the nature of the event is likely to
require a Campus Public Safety Office (CPSO) presence to maintain order.
Security meetings are required for all of the following types of events:

1. Events where elected officials or foreign dignitaries, i.e. ambassadors,
heads of state, will be in attendance

2. Events that run after hours

Security meetings must include at least one representative from each of the
following: Event Scheduling, CPSO, SALP (if it is a Student Group event)
and the organization that is holding the event. Security meetings should be
held within two weeks of reserving space. Event will not be confirmed until
Security Meeting is held and CPSO has approved the event to occur.

If the meeting is not held, or if event does not receive CPSO’s approval to
proceed, this reservation may be cancelled without notice by the
University, with no financial responsibility to the University.

*7. Pre-Event Meetings*

Pre-event meetings are required for any event booked in Marquee Spaces,
including: The Smith Ballroom, Hoffmann Hall and Parkway North. A pre-event
meeting must be held no later than 6 weeks prior to event and may also
double as a security meeting if a security meeting is needed. Additional
pre-event meetings may be held prior to or after the 6 week deadline as
deemed necessary by either the client or the event coordinator.

*8. Tickets*

Any event that is selling tickets is required to use the PSU Box Office for
their ticket sales. This rule does not apply to conference registration
fees.

*9. After Hours Events*

Requests to extend events past SMSU or Hoffmann building hours (7am-10pm,
Mon-Sat, 9am-6pm, Sun) will only be accepted for events on Fridays and
Saturdays and only until 12am at the latest. In the event that an event is
requested to extend past 10pm on Friday or Saturday, book the event until
10pm and then put an After Hours Event Reminder on the reservation with the
SMSU Operations Manager as the Responsible User. The SMSU Operations
Manager will then review the request in conjunction with the Night
Supervisor, and if necessary, AV, Catering, or Security, to determine
whether the request can be granted. The SMSU Operations Manager will then
communicate the outcome of the request to the Event Coordinator and the
requesting party, unless it is a student group event which has not yet been
approved by the SALP Adviser, in which case only the Event Coordinator will
be notified.

*10. Late Changes*

Final equipment requests and furniture configurations for rooms must be
submitted to your event coordinator no later than 48 hours prior to your
event. Any requests for changes to the furniture or for additional
equipment are subject to the discretion of Conferences & Events.
Conferences & Events reserves the right to refuse late changes and late
change requests which are accepted may incur a fee for extra labor and
equipment.

*11. Athletic Events*

Athletic events or physical competitions which carry the potential for
property damage or injury to participants, are not allowed in the Smith
Memorial Student Union. To schedule athletic events on the PSU Campus,
please contact the Peter Stott Center at 503-725-5643. The only exception
to this policy regards bowling activities in the Viking GameRoom (SMSU 36).

*12. Film, Photography and Videography*

All requests to shoot films, TV commercials and still pictures on campus
must be approved by University Communications and must have a signed
location agreement prior to shooting.

Taking pictures or filming scheduled events at PSU does not require a
location agreement with University Communications. All photographs,
filming, videography or sound recordings in PSU event space is at the
discretion of the group that has booked the space. They reserve the right
to allow or to bar recording of their event. Any party who refuses to stop
recording an event after being asked to stop by the scheduled group is in
violation of the Conduct Procedure and is subject to being removed from the
premises.

*13. Firearms*

In accordance with the OUS Policy on Firearms, students, employees,
individuals with a business interest with the campus (such as vendors and
contractors), event attendees, those who rent or lease University property,
and campus visitors are forbidden from carrying a firearm on University
owned or controlled property. Such property includes all PSU campus
buildings, sports or performance venues, and workplaces. The prohibition is
effective whether or not an individual holds a concealed handgun license.
The policy provides several exceptions to the firearms prohibition,
including for on-duty law enforcement officers and public safety personnel
and military program participants. For your convenience and further
information, a copy of the OUS Policy on Firearms can be found at
www.pdx.edu/cpso/firearm-policy.

*14. Unforeseen Closures*

In the event of unforeseen closures of the University for inclement
weather, security emergencies or other reasons, the University reserves the
right not to host events scheduled during the period of closure. In the
event of an unforeseen closure, the client will have the option to either
reschedule the event for a later date, or cancel the event without penalty.

*15. Billing and Invoice Protocol*

Parties that use space in the Smith Memorial Student Union and/or other
buildings on campus scheduled through Conferences and Events are
responsible for complying with the terms of their confirmation as it stands
on the day of the event. Any changes which affect billing must be made with
the required advance notice or additional charges may apply.

Disputed charges:

After being billed, either via index number or invoice, parties have up to
30 days to dispute any charges associated with their reservation, after
which, all charges become final. All disputes of charges must be made in
writing to the Event Planner associated with the event. Waived charges in
excess of $200 must be approved by the Director of Conferences and Events.

If funds should remain unpaid 30 days after the initial billing, the
organization owing the funds will be unable to reserve space through
Conferences and Events until the outstanding balance is paid.

*16. Publicizing PSU-Sponsored Events:*

All PSU offices, student organizations, programs, or departments, when
publicizing PSU sponsored public events, are responsible for including the
Conference & Events Office and the DRC’s contact information for people who
wish to request reasonable accommodations.

Appropriate wording to include in PR materials is as follows: "Requests for
reasonable accommodations may be made to Conference & Events Office, (503)
725-CONF, e-mail: conferences at pdx.edu or the Disability

Resource Center, (503) 725-4150, e-mail: drc at pdx.edu. In order to ensure
that reasonable accommodations can be provided in time for this event,
please make your requests as soon as possible."

*17. PSU Conferences and Events Venue Policies:*

By confirming this reservation, you are agreeing to the Portland State
University Conferences & Events Venue Procedures
<http://www.pdx.edu/conferences/sites/www.pdx.edu.conferences/files/Conferences%20%26%20Events%20-%20Venue%20Procedures_14.pdf>.


*18. Notification of terms:*

Receipt of this confirmation constitutes notification of our terms and
conditions, including but not limited to the Conferences & Events Venue
Procedures. Any dispute of the terms and conditions must be received in
writing within 72 hours of receipt of this confirmation.




-- 
David Percy ("Percy")
-Geospatial Data Manager
-Web Map Wrangler
-GIS Instructor
Portland State University
-gisgeek.pdx.edu
-geology.pdx.edu
-portlandpulse.org
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