Frequently Asked Questions
“As is” will be just as the room was left by the last group to use it. Cleanliness of these spaces is only guaranteed if CES does the setup. The Cooperage will always be divided into 3 rooms when reserved “as is”. Cooperage 1 and 3 will have at least 10 tables and 80 chairs. Cooperage 2 will have at least 20 tables and 160 chairs. Request for more tables, fewer tables, and/or a specific configuration requires the $25.00 room setup fee.
Simple AV equipment such as data projectors, screens, microphones, and speakers can be provided for any of these rooms and come with AV support for the duration of the event at $20.00 per hour. For more complex events like performances and shows that require lighting, staging, and a more elaborate sound setup, we recommend contacting the Student Union Technician. No AV will be accessible or provided without reserving AV support in advance, but each group is welcome to bring in their own equipment. AV support does not include table and chair setup. (See preceding question.)
Wired and Wireless access is available in most of these spaces. Here is a link to Information Technology's page regarding wireless.
Rental fees are calculated based on group type. Currently, we have three group types:
- On Campus Department
- On Campus Student
- Off Campus Groups
CES determines the group type based on the Contact Name, Organization/Department, and Account number used on the Request for Use of Facility and Services Form (RUFAS). A few things to consider when deciding who should fill out the RUFAS for an event:
- CES will not make arrangements with any person who is not a member of the Organization/Departments filling out the paperwork.
- CES will only accept payment from the Organization/Department listed on the RUFAS. For On Campus groups this means we will only charge the on campus account number provided for the entire billing.
- All damages, excessive cleanup or additional billings will also be charged to Department/Organization listed on the RUFAS.
The Cooperage is first-come-first-served. Beaujolais, Tuscany - Casentino, Estate, Vineyard, Carneros, Chalk Hill, and Viognier can not be reserved by a non-Residential Life group more than two (2) weeks in advance during the academic year only. The Erin Fischer Room (EFR), the Multi-Purpose Room and Student Union Space (Vista) can be reserved by Student groups six (6) weeks before the end of the prior semester and are open to everyone two (2) weeks prior to end of the semester.
For events that require Police, Dining Services, or complex facility setups, a RUFAS must be submitted thirty (30) days in advance. Small meeting and gathering reservations can be made with less notice. CES will not accept any RUFAS with less than three (3) business days to process.
Most events may be canceled at no cost with at least five (5) business days notice. Reservations that are canceled with less than 5 days notice or are “no shows” will be charged the full rental fee for the space along with any applicable setup and AV support fees.
The Food Services and Sales Policy states that food service may only be provided to the campus community by the University food contractor(s). Coffee and potluck food provided by individuals within a department, school, division, or student organization for the private offering and convenience of faculty, staff and students is exempt from this policy.
“Potluck” is defined as a private (not open to the general public) gathering in which the attendees contribute snacks or food dishes. CES defines the “general public” as any person who is not a member of the Organization/Department listed on the RUFAS. Parents of club members, colleagues from other universities, incoming students, local community members, etc. are part of the “general public” and food services for events which include these participants must be provided by Dining Services. Potlucks are not allowed in Dining Services spaces.
Facility Services has a regular cleaning schedule for these spaces, but cannot clean between every event. As a courtesy, we ask that all groups do the best they can to make the space usable for the next group using it. If patterns emerge or extreme negligence occurs, cleaning charges will be invoiced and charged.
CES recommends that groups having a potluck or any event with a lot of trash request extra garbage cans or call the Events Office (707) 664-2475 if extra cleanup is necessary. All items left after your event are subject to disposal.
A University (Seawolf) ID must be presented to check out keys.
- Keys for Vineyard, Estate, Chalk Hill, Viognier, and Carneros will continue to be checked out through the Housing Zinfandel Desk. Weekend use of these rooms will need to be checked out prior to 4:30 p.m. on Friday.
- Keys for Cooperage will be checked out through the Student Union Desk. Weekend use of the Cooperage will have to be checked out prior to 6:00 p.m. on Friday.
- Keys for Beaujolais Community Building and Tuscany-Casentino will be checked out through the Tuscany desk between 11:00 a.m. and 11:00 p.m., seven days a week, or through the Student Union Desk between 9:00 a.m. and 11:00 a.m., Monday through Friday.
- Keys that are not returned within two (2) business days will be considered lost and are keying of the space will be done and charged to your group. Typically, this is between $25 and $200 depending on the space.
- Student Union keys will not be checked out as the facility is staffed when in use.
Under state law all parking on a University campus is subject to payment of a specified fee. Parking information can be found at the Police and Parking Services web site
No. The equipment is inventoried regularly and replacement charges for missing tables, chairs, etc. will be assessed if it can be determined your group was responsible for not securing them.
If heating or cooling is available in the space you are using, please call the Boiler Plant at (707) 664-2136 to request temperature adjustments. CES staff members do not have access to change the thermostats in these meeting spaces.
Due to a lack of meeting space, spaces cannot be “held” in case of rain.
Sonoma State University supports all forms of legal free speech and is committed to providing a safe space for the expression of the range of ideas, viewpoints, and opinions. Please click below for more information on our Free Speech Policy.