Conference Services: Policies & Procedures for External Events

Requirements for Program Planners

Revised TUES 3/29/2022

COVID-19 Wellness Requirements

General Information

  • Information herein is applicable to all participants, including staff, attendees, volunteers, and guests.
  • Licensee is solely responsible for ensuring adherence to all Requirements, including but not limited to verification of vaccination status, arrangement, administration, and management of any required COVID-19 screening and testing, ensuring presence of all Personal Protective Equipment (PPE) needed for program and/or participants to function within the required protocols, and planning for and overseeing response to any potential illness.

Vaccination Requirements

Age 12 years and over

  • Must be fully vaccinated: Received primary series of the COVID-19 vaccine (two doses of the Pfizer or Moderna vaccines or single-shot Johnson & Johnson vaccine), AND
  • Must be up to date: Obtained all additional recommended COVID-19 vaccines, including any booster dose(s) for which they are eligible.

Age 11 years and under:

  • Vaccination recommended

Stay home if you are sick or have COVID-19 symptoms

  • Do not come to Occidental College if exhibiting any symptoms of COVID-19 as identified by the CDC, including cough, shortness of breath, difficulty breathing, fever, or chills.
  • Do not come to Occidental College if in the last 14 days you have been in close contact with or without face mask (within 6 feet for more than 15 minutes or any unprotected contact with bodily fluids/secretions) with someone who has COVID-19 or COVID-19 symptoms during the 14 days prior to your scheduled arrival to campus, or if you are currently under isolation or quarantine orders.

Masking

Indoor / Outdoor Requirements

  • Indoors: All participants, regardless of vaccination status, are required to wear a mask at all times when inside campus buildings (except when seated and actively eating or drinking in designated dining areas).
  • Outdoors: We strongly recommend wearing a mask outdoors at all times when social distancing is not possible.

Acceptable masks

  • Cloth masks are not permitted indoors at the College. Masks worn indoors must be surgical grade medical masks or higher quality.
  • Surgical grade medical masks or higher quality (KN94, KN95, N95), can be disposable or reusable and must fully cover the nose and mouth, secure under the chin, be secured with ties or ear loops. For more on proper mask wearing, see this helpful video.

Unacceptable masks 

  • Cloth face masks
  • Masks with exhalation valves, masks made of loosely woven fabrics, scarves, buffs, bandanas, gaiters, face shields alone

Food Service

College Dining Facilities
All dining facilities, including the Marketplace and Tiger Cooler, are currently open to Occidental College students and employees only. 

Catering

  • The College currently provides catering services in outdoor locations only. Specific policies and requirements may vary pending type of catering service and other variables; the College will communicate specific requirements as appropriate.
  • Licensee is prohibited from providing or serving food, beverages, and all other consumables to participants.

Health & Safety

Communication

  • Licensee’s On-Site Director will remain on-site throughout the program and accessible to the College via cell phone at all times. The On-Site Director will be the primary point of contact with the College throughout the program operation.
  • The Licensee must establish and communicate a centralized telephone number for program participants and/or operational use.
  • Standard communication with the College shall be directed to the Conference Services office at 323-259-2795

Participant Identification

  • All program participants, including staff, attendees, volunteers, and visitors, must wear an identification badge at all times when on College premises. Lanyards are preferred. The badge shall clearly communicate participant’s full name and program name.

Conduct & Supervision of Minors

  • Occidental College seeks to maintain a safe environment for children under the age of 18. All programs must adhere to the College’s Policy Governing Conduct with Minors.
  • Programs with minor-aged participants must have adequate supervision in light of the number and age of participants. Minimum supervisory requirements:
    • Participants age 14 years and under: 1 adult supervisor for every 8 participants
    • Participants age 15 – 17 years: 1 adult supervisor for every 10 participants
  • At its discretion, the College may require a higher ratio of supervisors.

Medical Needs

  • Getting medical service: Oxy’s Health Center provides services to Occidental College students and employees, only. Health Center services are not available to Licensee’s program participants or guests. Licensee is responsible for obtaining and arranging off-campus medical services and treatment for participants.
  • Required reports: Licensee must notify the College of any injury or illness to any program participant sustained on campus premises, by submitting a written report within 24 hours of onset or occurrence. The College may contact the Licensee and/or participants for completion of an incident report.

Alcohol Policy

  • If Licensee's employees, staff, attendees, volunteers, officers, agents, or other participants include any persons under the age of 21 years:
    • "No alcohol" policy at all times. 
    • Alcohol consumption and/or possession prohibited at all times. 
  • If all of Licensee's employees, staff, attendees, volunteers, officers, agents, or other participants are age 21 years or older, the College will permit alcohol consumption as follows:
    • At events catered by the College. Such events shall be conducted in accordance with California State laws and regulations imposed by the College. The College may require any person violating such laws or regulations to vacate the premises. Licensee shall ensure that any such person who is an agent, employee, servant, guest, or invitee of the Licensee vacates the premises in a peaceful and timely manner.

Smoking & Tobacco

  • Smoking and the use of smokeless tobacco or unregulated nicotine products (such as electronic cigarettes) is prohibited in all indoor and patio areas of all campus facilities.
  • Smoking is permitted only in outdoor areas, at a distance of 30 feet from any building or structure. 
  • Use of tobacco in any form is prohibited in all Athletics facilities (including outdoors).

Drugs

  • Marijuana is prohibited on campus. The College allows NO exceptions to this policy, including the possession or use of marijuana for medical purposes.
  • All individuals must abide by federal law, state law, and College regulations regarding intoxicants, narcotics and drugs.

Prohibited Items / Activities

  • Skateboarding, roller skating, rollerblading, and use of motorized/non-motorized scooters and similar devices 
  • Entering, wading, or swimming in fountains or other water features
  • Animals (except for service and comfort animals) 
  • Helium balloons in interior facilities and enclosed patios with ceiling heights greater than nine (9) feet
  • Mylar balloons are prohibited in all exterior locations.
  • Appliances with heating elements: Hot plates, coffee pots, toaster ovens, space heaters, air conditioners, halogen lamps, or anything that uses over 800 watts of electricity (hair dryers are okay)
  • Cooking and food preparation
  • Candles, incense, or any open flames
  • Firearms, weapons, ammunition, fireworks, explosives, and highly flammable materials; violation may result in a $5,000 fine, expulsion from College premises, program cancellation, and legal prosecution
  • Tampering with fire alarms or fire equipment; minimum $5,000 fine for any false fire alarm caused by prank or other conduct

Emergency Assistance

  • Oxy’s Campus Safety Office provides security and emergency response services for the College 24 hours a day, seven days a week. Reach them at 323-259-2599. 
  • Contact City of Los Angeles Emergency Services by calling 911 (or dial 9 + 911 from any campus phone).
  • In the event of an emergency, news bulletins will be posted on the main campus phone number (323/259-2500) and on the front page of www.oxy.edu. If local phone circuits become jammed or otherwise unavailable, the College has an out-of-state emergency hotline for news updates: 1-866-961-3300. Feel free to share this information with participants and their families. 

Emergency Operations Plan

Licensee must create an Emergency Operations Plan (EOP) outlining policies, procedures, and resources used to address medical or other emergencies (such as earthquake, power outage, fire, pandemic, etc.). 

The EOP should be developed in collaboration with regulatory agencies, state, local, territorial, and tribal public health departments, and other organizations that support the program, and align with state and local licensing regulations. Licensee should involve staff, parents/guardians, and other community partners (for example, health centers) in the development of the EOP. 

Facilities

General Requirements

  • All facilities must be reserved in advance and specified in the Agreement. This includes library facilities, exterior lawns, and athletic fields.
  • Facilities may be reserved for use between the hours of 7:00 AM and 10:00 PM.
  • All access, setup, and teardown needs must be completed within the reservation window.
  • Fire and safety code regulations determine maximum facility capacities; capacity limits will vary pending presence and placement of furnishings and equipment. Licensee is responsible for communicating with College in advance to determine capacity, and ensuring compliance at all times.
  • Unless special arrangements have been made, Licensee must remove all property from classrooms and other facilities at the end of each day or reservation period. 
  • Any property remaining on College premises after program completion will be deemed abandoned, to be disposed of or utilized at the College’s discretion.
  • Fees for cleaning and/or damages will be assessed if facilities are not cleaned, cleared, and restored to original condition.

Athletic Facilities

  • Requirements / Notices:
    • Use of Athletic facilities requires the service of a College-employed Administrator in Charge (AIC) for the duration of access, including setup/teardown time, and any necessary consultation time. Additional charges apply.
    • Planned activities and equipment needs must be approved by the College in advance.
    • Licensee must provide its own equipment, including balls, cones, towels, coolers, and beverage dispensers.
    • Water spouts may be available for use at select facilities; please inquire about availability in advance.
    • Licensee must provide and store its own ice; the College does not provide ice.
    • Clean, dry, non-marking athletic shoes are required for indoor facilities and tennis courts.
  • Prohibited Activities & Items:
    • Motor vehicles on fields or field-adjacent areas
    • Bicycles, rollerblades, skateboards, and scooters 
    • No marks, chalk, paint, or tape on any facility floor or field
    • Hanging on lane lines, goals, rims, or nets
    • Sandals, open-toed, or open-backed shoes 
    • Food, gum, peanuts, and seeds 
    • Littering
    • Tobacco in any form, spitting 
    • Tailgating
    • No helium balloons in indoor facilities
    • No mylar balloons in outdoor facilities
    • Smoking and vaping are prohibited in all athletics facilities, including outdoor fields and spectator areas
  • Additional prohibitions, De Mandel Aquatics Center:
    • No toys, including rafts, chairs, diving rings, and beach balls
    • No street clothes in pool, including t-shirts or shorts
    • No persons with open wounds, cuts, or skin infections in pool
  • Additional prohibitions, Patterson Field:
    • WATER ONLY to be consumed on field; no sports beverages or other drinks 
    • No additional equipment on field, including tables, chairs, tripods, etc.

Equipment

  • Facility rental fees generally include use of existing equipment, including audiovisual equipment, tables, chairs, and other furnishings.
  • For additional equipment needs, a variety of items are available for rental, including audiovisual equipment, tables, chairs, canopies, etc. 
  • Equipment must be ordered at least 30 days in advance.
  • Licensee is responsible for equipment security at all times during its rental.
  • Pending advance approval from the College, Licensee may bring in its own equipment, or make arrangements for equipment rentals with an outside vendor.

Signage & Decorations

  • All signage, banners, decorations, displays or exhibits must be approved by the College in advance.
  • All items must be removed immediately upon program completion.
  • Decorations at heights exceeding 9 feet must be installed / removed by a professional designer.
  • Prohibited items:
    • Use of nail, tack, glue or tape 
    • Hand-lettered signage 
    • Candles, incense, or any open flame
    • Mylar balloons
    • Helium balloons in interior facilities and patios with ceiling heights greater than 9 feet

Noise Restrictions

  • The College is located in a residential area. The Licensee shall be considerate of both the campus community and surrounding neighborhood residents. 
  • Potential disturbances include music, workouts requiring synchronized verbal commands, and other activities. All program activities must be cited on the program agenda and approved by the College in advance. 
  • Per Los Angeles Municipal Code section 41:57, “Loud and Raucous Noise Prohibited,” if the volume of the Licensee’s entertainment or public address system creates a disturbance, the College may require the Licensee and/or entertainer to lower the volume or perform without amplification. This code is enforced 24/7.

Prohibited Activities / Items

  • Sales of items or services of any kind including concessions and printed programs are prohibited on college premises without the express written consent of the College.
  • Fundraising activities of any kind including sales of tickets or solicitation of donations, auctions, raffles are prohibited on college premises without the express written consent of the College. 
  • Sales conducted by third party vendors are prohibited.
  • Modifying, removing or relocating facilities, furniture, equipment, electrical or mechanical fixtures (including tables, chairs, audiovisual equipment, pianos, electrical or other fixtures)
  • Trimming or cutting landscape elements including flowers, plants, trees
  • Attaching antennas, satellite dish, or similar equipment to facilities
  • Use or installation of portable air conditioners
  • New or existing damages to equipment, facilities, or premises must be reported to the Conference Service office in writing immediately. This includes damages resulting from unknown sources, College sources, or the Licensee or program participants.

Food Service

Exclusivity Agreement

Occidental College has the exclusive right to sell and serve food, beverages and all other consumables. No food or beverages may be distributed or served to participants except those provided by Occidental College.

Catering

  • Oxy operates a full-service catering department. We can provide catering services for coffee breaks, banquets, receptions, cookouts, and other special events. Advance notice is required; for best availability please request catering service as early as possible.
  • For health and safety reasons, food may not be boxed or taken from the event.
  • In keeping with our COVID-19 Wellness Requirements, the College currently provides catering services in outdoor locations only. Specific policies and requirements may vary pending type of catering service and other variables; the College will communicate specific requirements as appropriate.

Transportation, Vehicles, & Parking

General Information

The Licensee is responsible for transportation of persons and equipment to and from the College, and between facilities on College premises. The College does not provide transportation services or vehicles.

Driving & Parking Regulations

  • All persons operating vehicles on campus must comply with Occidental College Driving & Parking Regulations.
  • College-owned vehicles (vans, cars, and “club carts”) may not be rented or loaned to the Licensee.
  • College grounds feature hilly terrain and narrow roadways. Vans, busses, or other oversized vehicles are prohibited from entering campus premises without College approval. If permission for entry is granted, the College will provide access instructions.
  • Recreational vehicles are prohibited from parking on campus at all times.

Parking Permits

Licensee will discuss parking needs with Conference Services at the time of contract. Conference Services will communicate parking plans and requirements prior to arrival.

  • Campus parking is free, but a Visitor permit is required.
  • Visitor permits are issued by the Conference Services office.
  • Licensee must inform Conference Services of the estimated number of permits needed.
  • Visitor permits are issued at arrival.
  • Licensee will collect driver information, distribute permits, and communicate parking requirements to individual participants.
  • Visitor permits must be displayed at all times when parked on campus. 
  • Visitor permits are valid for designated program dates and parking areas only

Shipping, Mail, & Printing Services

Shipping Services

  • Licensee must communicate shipping needs in advance. Shipping and storage requests are subject to College approval.
  • Licensee may ship items to the College at its own risk. The College is not responsible for damage or loss occurring before, during or after delivery. The Licensee assumes full responsibility for shipped and/or stored items at all times.
  • Items shipped to the College must not arrive prior to Licensee’s check-in. Return shipping must be completed prior to checkout. Items received or remaining outside these dates will be returned to sender or considered abandoned property.
  • Shipping address:

Occidental College
1600 Campus Road
Los Angeles, CA  90041-3314

ATTN: Licensee Name/Program Name
C/O: Conference Services Office

  • Items may not be directed to specific buildings or locations on campus. 
  • Shipments are delivered to the College’s Stockroom or Postal Operations Center (POC). Due to hilly terrain and narrow roadways, trucks and other oversized vehicles are prohibited from entering campus premises beyond designated receiving areas.
  • Licensee may communicate and/or retrieve shipped items as follows:
    • Stockroom: Monday – Friday, 9:00 AM – 4:00 PM
    • POC: Monday – Friday, 10:00 AM – 4:00 PM
    • No access is available outside these hours. 
    • Both offices are closed on weekends and College holidays.
  • Deliveries will be made at street grade and will pass through conventional doorways.
  • The College has limited storage space. If adequate storage space is unavailable, shipped items may be stored in an unsecured location.
  • Items shipped on pallets will incur labor and handling charges at the rate of $60.00 per hour, with a $200.00 minimum per delivery.
  • The Licensee is responsible for tracking information. The College will not track shipments on behalf of the Licensee. 
  • College personnel may notify the Licensee of receipt of shipped items, but the College bears no responsibility for notification. The Licensee must communicate with College personnel for confirmation of delivery.
  • The College is not responsible for notification, delivery, or receipt of perishable or other time-sensitive shipped items. Licensee is hereby advised that the College’s limited receiving and pickup schedule (Monday – Friday) may impact time-sensitive deliveries.
  • The Licensee must retrieve shipped items within 48 hours of delivery.
  • The Licensee is responsible for pickup, loading, and transporting shipped items. The College does not provide staff or equipment, or assist in loading, unloading, or transporting items.
  • Return shipping shall be completed prior to checkout. 
  • Outgoing shipping is processed at the Postal Operations Center.
  • Items to be shipped must boxed and/or packed by Licensee. The College will not provide staff or equipment to assist in packing, loading, unloading, or transporting items.

Mail Services

  • Mailing address:

Occidental College
1600 Campus Road 
Los Angeles, CA  90041-3314

ATTN: Participant Name
Program Name
C/O: Conference Services Office 

  • Incoming mail intended for the Licensee or its participants will be held in the College’s Postal Operations Center (POC) for Licensee’s staff retrieval. Licensee’s staff must retrieve and distribute mail to its participants. The College will not distribute mail to individual participants; 
  • Mail is held for 5 days or until program checkout, whichever date is first. Unclaimed mail will be returned to sender. 
  • The POC is open Monday – Friday, from 10:00 AM – 4:00 PM. NO ACCESS is available outside these hours or on College holidays.
  • The Licensee is responsible for tracking information.
  • College personnel may notify the Licensee of receipt of mail, but the College bears no responsibility for notification.
  • The College is not responsible for notification, delivery, or receipt of perishable or other time-sensitive mailed items. Licensee is hereby advised that the POC’s limited hours (Monday – Friday) may impact time-sensitive deliveries.
  • Incoming mail that does not clearly identify the recipient and associated program may be returned to sender. 
  • Outgoing mail must not cite the College in the return address. Oxy is not responsible for mail is returned after the program completion.

Printing Services / Equipment

  • Oxy is unable to provide print, photocopy, or fax services. Licensee may bring its own equipment, or rent equipment from an external vendor. Please note:
  • Licensee must notify Conference Services of any equipment delivery plans.
  • Delivery / pickup of equipment must take place when Licensee’s staff are in residence.
  • Equipment must be placed in Licensee’s designated office or other area reserved for Licensee’s exclusive use. This is typically within the residence hall; equipment may not be installed in classrooms or other facility settings.
  • Licensee must provide all necessary equipment and/or connections to complete installation.
  • Equipment must function independent of College network (wired or wireless). Equipment may not utilize or connect to College network.

Key Responsibilities of Licensee’s On-site Director

Before Arrival

  • Be familiar with the program’s contract with the College, including all terms and requirements.
  • Plan to arrive to campus before other participants; Conference Services staff will greet you with instructions.
  • Make plans to attend an Orientation session led by College employees. This includes discussion of policy and procedures and a campus tour. It typically takes 30 minutes – 2 hours pending program plans and needs, and should be scheduled to happen before participants arrive. This is a “train-the-trainer” session so you will relay relevant information to your staff.

During Program

  • Be on-site throughout the program and available to College employees via phone, for emergency or other needs impacting program
  • Oversee Registration, Check-in, Checkout for all participants
  • Communicate, implement, and enforce relevant policy, procedures, and expectations to program participants (including staff).
  • Provide any Guarantees and/or other information as required on Agreement
  • Oversee day-to-day program operations
  • Oversee activities and communication with all staff, participants, parents, and any persons involved with the program. 
  • Notify Conference Services of any changes:
    • Facility usage updates
    • Agenda or program changes
    • Participant injury sustained on campus
    • Damage reports
  • Oversee participant health and medical needs
  • Manage program’s emergency operations plan (EOP)
  • Ensure smooth and thorough Checkout:
    • Shipping and mail needs completed
    • Property and belongings are removed 
    • Guest rooms and facilities are clean and free of damage or trash
    • Ensure timely departure of all participants 

Charges & Fines

A detailed list can be found here.