Booking Rules

1. Check for availability**
   Please use the EMS online reservations system to request the times and space you wish to reserve. Reservations through this system are checked weekly, and your reservation will either be:
   • Canceled (Rare, and you will receive an explanation for the cancelation).
   • Marked as “Tentative” until further action is taken by the event producer as described in step #2.
2. Book the Space
   Once your reservation is tentative, please fill out the USF STAGES Booking Form.
   
   When considering the scope of your event, please consult the Classification of Events to find the appropriate level for your needs.
3. Technical and Logistics
   If you have question about the form or other logistical issues, please contact Beth Hersh ehersh@usfca.edu for clarification.
4. Budget Transfer
   USF internal events must supply a budget transfer form and FOAP with the signature of the budget manager for that FOAP. The exception for this is classroom level (class 4 as defined below in this document) events where Events Management already has the FOAP.
5. Booking is Confirmed
   If there are no problems with the times and details, and USF STAGES has the resources to host the event, the form will be approved by the Director of USF Stages and a budget transfer will occur and the times and space will be secured. If the budget transfer is not completed two weeks prior to the event, the date will be released or will be downsized to a Classroom Level event.
6. Event Schedule and Production Meeting
   At least one month prior to the event, The producer of the event must submit a detailed event schedule, and schedule and attend a Production Meeting at least 1 month prior to the start of the event to discuss in person with the Coordinator or Director of STAGES the details of the event. If this schedule is not submitted, or the Production meeting not scheduled, USF STAGES reserves the rights to modify the details and scope of the event to the limit of cancelling it.
7. Safety Training
   At least 2 weeks before the event, The producer will work with USF STAGES coordinator to schedule the necessary safety trainings for those working the event from the Producers staff. The details of this are listed in the USF STAGES Safety Training Protocols. All workers, volunteers, and staff must complete the training before using the space. Failure to do this training may result in the cancelation of the event.
8. Accountability
   It is the responsibility of the Producer to make sure that all the USF STAGES Space Usage Rules are upheld and not upholding these rules can result in immediate cancelation of the event, or future reservations not being accepted.
9. Strike the Event
   It is the responsibility of the Event producer to arrange the clean up and strike of all items related to their event from the space during the booked time for the event. If you need more time than what will fit inside the booked day, then you must book an additional time and go through the same processes to reserve your strike times. Failure to clean and strike the space will result in a charge to your FOAP account and possible loss of access to the spaces for future events.

**Note: We book the normal season of events in March and April of the prior academic year for the current one. This means that for the best chance to get your event booked and support for your programming, it is best to book at least one year in advance or at the very least one semester in advance. Bookings requested for the current semester are often unable to be accommodated, and any booking less than one month in advance will only be allowed under special circumstances.

Producer Canceled Booking

It is the responsibility of the Producer to cancel any reservations in a timely manner and notify EMS as well as STAGES within the hour of the decision.

Canceling

Canceling an approved booked event or time in USF STAGES spaces must be done at least One month prior to the first day of any bookings or the Producers FOAP will be assessed a $100 administrative fee.

Failure to Cancel

Failure to cancel a booked event or space usage, or canceling within 1 week of the event start date, may result in a larger $300-$600 (depending upon scope of event) per day fee to cover associated labor costs and lost booking revenue. Cancellations or changes in bookings must be done through EMS and the producer must inform the Director of STAGES immediately upon canceling or re-booking with EMS. Failure to do both these steps will result in the booking not being officially canceled and the fees will apply.

Classification of Events

Note:  Many of the Services noted below assume you have booked the space at least 6 months in advance so that we have lead time to assure the availability of the services.  This is particularly true for marketing as we will work with OMC (Office of Marketing and Communications) to coordinate the semester season prior to each semester.