Terms

All external (non‑university) facility use requests must be submitted to and approved by OSU‑Cascades Event Services at least 30 days in advance of the desired event start date. Submission of a request does not guarantee approval or space availability. Depending on the nature of the event, OSU-Cascades will issue either a Facility Use Permit (classroom-only use) or a Residential Conference Agreement (for events with overnight lodging). 

Event Services will provide a cost estimate for requested facilities and services before a contract is issued. The client must provide a Certificate of Insurance (COI) that meets OSU’s insurance requirements at or before contract signing. If the client is seeking tax‑exempt facility use rates, then the client must provide Proof of Tax‑Exempt Status at or before contract signing. A signed Facility Use Permit or Residential Conference Agreement is required before a reservation is confirmed.  

Clients will be billed following the event based on actual time, supplies and facilities used. Payment is due within 30 days of invoice issuance. Late payments may incur a fee and result in loss of future reservation privileges. If a deposit is required (for Residential Conferences only), payment is due within 3 business days of deposit invoice issuance. 

Any reservation that includes time before 8 a.m., after 8 p.m. or on weekends or university holidays will incur a 20% surcharge on the facility rate for that reservation. If a reservation exceeds the contracted time, the client will be charged for the next applicable time block in accordance with the current rate schedule. Modifications on the day of the event may incur additional costs and such modifications are at the discretion of OSU-Cascades. 

Verified tax-exempt organizations may receive a 20% discount on the standard classroom rate. 

Cancellations must be submitted in writing to Event Services. Facility Use Permits (classroom-only) are not subject to refunds and the client must pay 100% of the contracted estimated fee. Residential Conference Agreements are subject to a tiered refund schedule as follows: 

• Cancellations 120 days or more before the contracted event start date: 10% of estimated fee is owed (10% deposit retained) 
• Cancellations 60 to 119 days before the contracted event start date: 50% of estimated fee is owed. 
• Cancellations less than 60 days before the contracted event start date: 100% of estimated fee is owed. 

Use of OSU‑Cascades facilities is limited to the spaces, times and purposes identified in the signed contract and estimate. Significant changes to scope, schedule or use may require a signed contract addendum. All setup and teardown must occur within the reserved time. Clients may not sublet or share space with other entities without prior approval. University branding, signage or materials may not be used without permission. All advertising must make clear that the event is hosted by a non‑university organization. 

Clients must comply with all federal, state, local and OSU policies and procedures. Events must not interfere with university operations, safety or learning environments. OSU‑Cascades reserves the right to monitor and intervene in any event deemed unsafe or non‑compliant. The client is responsible for the conduct of all attendees, contractors and vendors. 

The client must provide a Certificate of Insurance meeting OSU’s insurance requirements at or before contract signing. This includes the following special considerations: 

• Events with youth participants: Client must provide a COI with $2 million (per occurrence) of general liability coverage and $2 million (per occurrence) of Sexual Abuse and Molestation (SAM) coverage. 
• Events with food and beverage service: 
  • Self-catering: Client must provide a COI with $2 million (per occurrence) of general liability insurance. 
  • OSU-approved external caterer: Caterer must provide a COI with $1 million (per occurrence) of general liability coverage. 
• Events with alcohol service: Vendor must provide a COI with $2 million (per occurrence) of general liability coverage and $2 million (per occurrence) of liquor liability coverage. 
• Events with Elevated Risk activities: Client must provide a COI with $2 million (per occurrence) of general liability coverage. 

Events involving minors (under age 18) must comply with OSU’s Youth Protection policy. This includes submitting a Certificate of Insurance (COI) that meets OSU’s insurance requirements and providing information necessary for registering youth activities with the OSU Office of Youth Protection at least 30 days prior to the event. Additional documentation and review may be required. Unaccompanied minors are not permitted unless approved through the youth protection registration process coordinated by Event Services. 

OSU‑Cascades’ Edge Catering has the right of first refusal for all food and beverage service. If Edge Catering declines, the client must use an OSU‑approved state‑licensed caterer who provides a Certificate of Insurance (COI) meeting OSU’s insurance requirements. 

Client may self-cater with OSU written approval. If self‑catering is approved, the client must designate a food monitor with a valid Oregon Food Handler’s card and submit both the certification and a Certificate of Insurance (COI) meeting OSU’s insurance requirements to Event Services. Self‑catering must comply with Oregon Health Authority guidance and the client accepts all responsibility and liability for food safety. 

Alcohol service requires OLCC‑licensed staff, advance written approval from OSU-Cascades and a Certificate of Insurance (COI) meeting OSU’s insurance requirements. Client shall not self-serve or bring its own alcohol for events. Alcohol service requires registration with OSU Insurance and Risk Management at least 21 days prior to the event. 

All events must comply with Americans with Disabilities Act (ADA) and fire code standards. The client is responsible for accommodating participants with disabilities in collaboration with Event Services. 

OSU‑Cascades reserves the right to assign or reassign event spaces based on availability and operational needs. Event Services will coordinate furniture setup, but clients are responsible for general event setup. Clients are responsible for returning spaces to their original condition. Excessive cleaning or repair costs will be billed at actual cost to the client. 

Most spaces include complimentary in‑room projectors, projector screens, whiteboards, wireless microphones and video streaming cameras. Specialized A/V support, additional equipment or dedicated staff are available for an additional fee. Outside equipment may be used with prior approval. 

If OSU‑Cascades Campus Safety determines additional safety or security staffing is required for an event, Event Services will coordinate and bill the client for those services. 

Guests are subject to OSU-Cascades parking rules and fees during enforcement hours. Event Services can support wayfinding and signage upon request. Unauthorized signage or on-campus posting is prohibited. 

Client’s public-facing promotional materials for events must be accurate and clearly identify who is hosting the event, which in such instances is not OSU. Use of OSU logos or branding requires written approval from OSU-Cascades Community Relations and Marketing. OSU-Cascades reserves the right to request review or removal of misleading or inappropriate promotional materials. 

Neither the client nor OSU-Cascades is responsible for delays or cancellations caused by events beyond either party’s reasonable control, such as severe weather, public health emergencies or government regulations. In such cases, either party may cancel a Facility Use Permit or Residential Conference Agreement without penalty if the delay becomes unreasonable. 

For wildfire smoke, OSU-Cascades will evaluate potential cancellations in consultation with the Associate Director of Campus Safety or Associate Dean for Student Life, using Oregon Health Authority air quality guidance: 

• 101–150 AQI: Consider moving activities indoors 
• 151–200 AQI: Consider canceling more intense outdoor activities or move activities indoors 
• 201–300 AQI: Cancel more intense outdoor activities; consider canceling all outdoor activities or move indoors 
• 301–500 AQI: Consider canceling indoor camps requiring transportation to, from or off campus