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HomeMy WebLinkAboutAGMT - UCLA Conference Center (Police Dept. Team Building Workshop) 1 / �� UCLA UCLA CONFERENCE CENTER CONTRACT t PO Box 160,850 Willow Creek Rd,lake Arrowhead,CA 92352 (909)337-2478 www.lakeerrowheadconferencecenter,ucle.edu Today's Date: 8/1S/2019 r ACCOUNT: Seal Beach Police Department Due Dete: e/29/2019 NAME OF CONFERENCE: Team Building Workshop 2017 DEPARTMENT: WEB ADDRESS: www.sealbeacl1ca.gov/Depar"t merits/Police CONTACT: Mr.Michael Henderson CONTACT TITLE: Sergeant EMAIL ADDRESS: Iltlieliclersoucfi sealhpachca.ggy TELEPHONE NUMBER: (562)522-4882 ADDRESS: 911 Seal Beach Police Department ADDRESS: CITY: Seal Beach STATE: CA ZIP: 90740 PROGRAM DATES: Tuesday,September 24,2019 to Friday,September 27,2019 ARRIVAL TIME: 4:00pm FIRST MEAL: Dinner DEPARTURE TIME: 12:00pm LAST MEAL: Breakfast 4 OF GUESTS: 11 4 OF CMP PACKAGES: 33 This contract Is between the Regents of the University of California,on behalf of the UCLA Conference Center of Its Luke Arrowhead campus,herein referred to as"UCLA Conference Center"end/or"the University"and Seal Beach Ponce Department herein referred to as either Seel Beach Police Department or"the Group". This contract Is for the Teem Building Workshop 2017 to be held at Lake Arrowhead starting Tuesday,September 24,2019 A. RESERVATIONS: A.1 COMPLETE MEETING PACKAGE RATE COMMITMENT,OCCUPANTS AND DATES Team Building Workshop 2017 has requested that participants be lodged at the UCLA Conference Center. The UCLA Conference Center has reserved the following accommodations(or Team Building Workshop 2017 CMP/ROOM TYPES 4 Double Occ Cedar Single Deluxe Occ Non•Particlpant Child 3.14 yrs Child 0.2 yrs ` DATES 4, CMP RATES 4 $270.00 ¢270.00 $325,0Q $235.08 MINK til TOTAL CMP'S Tuesday,September 24,2019 0 11 0 0 0 0 11 Wednesday,September 25,2019 0 11 0 0 0 0 11 Thursday,September 26,2019 0 11 0 0 0 0 11 Friday,September 27,2019 0 0 0 0 0 0 0 COMPLETE MEETING PACKAGES: 0 33 I 0 0 I 0 I 0 I 33 Total 4 or Iodithut RoomiProjected CMP Commitment: $8,910.00 2•Bedroom Condoluts: 0 Deposit Due: See Sect Cl Ioeposlt Amt: $2,970.00 2•Bedroom Deluxe Condoiets: o Cedar Single Rooms: 11 A.2 DAILY RATES Rates quoted for future fiscal years(July 1)are estimated.Future rates then In effect during the conference will prevail.The UCLA Conference Center operates on the Complete Meeting Package(CMP)which Includes lodging and three meals as well as meeting rooms,audio/visual equipment,coffee breaks,social and recreational facilities, maid service,WI-FI and parking. 1 of 9 Initial Page:.-\"\_ UCLA Conference Center www.lakearrowheadconferencecenter.ucla.edu Non-Uc 1 1 SEP 2019 A.3 CHECK-IN AND CHECK-OUT TIMES Check-In time Is 4;O0pm. Check-out time Is 12:00pm, The conference day begins with afternoon check-In at 4:00pm end ends following lunch the day of departure, Special arrangements for earlier or later use of meeting rooms may he made at the time of booking with the conference center coordinator. There Is a charge for groups desiring to meet prior to or following the regular check-In/check-out times. A.4 MINIMUM REVENUE REQUIREMENT Seal Beach Police Department understands and fully accepts the financial commitment amount due to the UCLA Conference Center which Is a minimum of $8,019.00 . This amount Is based on the Projected CMP Commitment as stated In Section A,1. multiplied by 90%.This amount does not reflect any additional charges that may be Incurred or associated with this conference/program. In the event of a cancellation,the Attrition Clause(Section 8,1)Is no longer applicable but rather the terms arid conditions stated in the Cancellation Clause(Section 8.2). •Rates quoted for future fiscal years(July 2)are estimated,Future rates than In affect during the conference will prevail, A.5 INITIAL PROJECTION The UCLA Conference Center will reserve only the number of sleeping room units and meeting rooms,per projected CMP packages,outlined In this contract in Section A,1. Should additional sleeping rooms be requested,the Group must submit to UCLA a written request for adjustment. Requests for additional rooms will be accommodated on a space available basis.The UCLA Conference Center will make every effort to accommodate the Group's request for additional rooms. Deposits,guarantees,and other procedures will then apply to the adjusted reservation numbers. A.6 GUEST ROOM ACCOMMODATIONS Guest rooms vary In size and type and are assigned to conferences by management of the UCLA Conference Center based on a variety of factors. Double occupancy Is two persons to each 2-bedroom Condolet;most Condolets have two baths. Space permitting,single occupancy accommodations are available for an extra charge when requested. A.7 RESERVATIONS Arrangements listed in this contract are being held for Team Building Workshop 2017 on a first-option basis ten(10)business days from today's contract date,at which time a counter-signature on this contract Is due to UCLA by: a/2a/2019 The UCLA Conference Center will reserve the number of sleeping room accommodations,per projected CMP packages,requested In Section A.1 of this contract, However,should another orgenlsation request these dates and be Ina position to confirm immediately,the Group will be advised and given ten(10)business days to reserve one confirmed basis. If the counter-signed contract is not received within the timeframe allotted and Team Building Workshop 2017 has not notified the UCLA Conference Center,all arrangements may be automatically released, Upon receipt of this counter-signed contract(and deposit from non-University of California groups),the agreement between Team Building Workshop 2017 and the UCLA Conference Center becomes binding and the status of the contract becomes confirmed. A.8 ROOMING LIST/CUT-OFF DATE A FINAL rooming list,Indicating names,gender,and roommate preference(If applicable)for ail conference participants must be submitted to the UCLA Conference Center thirty(30)days prior to Tuesday,September 24,2019 Thls date Is: 8/25/2019 AI!ftnmringlst}11101 he received un a UCLA Conk:r4Rce center 1901011'0st tr:ropfi g, Please note that the UCLA Conference Center reserves the right to charge Seal Beach Police Department a$50.00 per day late charge for each day beyond the final rooming Ilst due date until the Group's rooming list Is received. Rooming lists with higher numbers than reserved will prevail over contracted numbers,resulting In a higher CMP Commitment. The rooming list received with the highest number of participants will become Group's new guarantee. After receiving the final rooming list thirty(30)days prior to arrival,the UCLA Conference Center will adjust the room block according to the rooming list received. Additional names received after 6/25/2019 will be subject to space availability and prevailing CMP rates. Specific contracted room types cannot be guaranteed without a rooming list. Rooming acts must ba submitted in the designated format provided by the UCLA Conference Center. Rooming lists must be legible,Include the participants'first and lest names,and must indicate gender.Reasonable changes such as additions,replacements and corrections to the rooming list may Incur without penalty at the discretion of the UCLA Conference Center. 2 of 9 Initial Page: Nkirt UCLA Conference Center www,lakearrowheadconferencecenter,ucia.edu Non-UC Oe,50u, 1 1 SEP 2019 B. /.f_ANCFAIM1.ONI 8.1 ATTRITION CLAUSE The rates and terms In this contract are based on several components such as food services,recreation activities,but most Importantly the Projected CMP revenue(Section A.1.) Thirty(30)days or greater to arrival, Team Building Workshop 2017 will be responsible for ninety percent(90%)of the Projected CMP revenue(Section A.1)of this contract.Less than thirty(30)days prior to arrival Team Building Workshop 2017 will be responsible for one hundred(100%)of the Projected CMP revenue (Section A.1.)of this contract.Rooming lists with higher numbers than reserved will prevail over contracted numbers,resulting in a higher CMP Commitment. The rooming Ilst received with the highest number of participants will become Group's new guarantee. All Deposits Received will be applied to Cancellation Fees B.2 CANCELLATION•NON UNIVERSITY OF CALIFORNIA GROUPS Team Building Workshop 2017 agrees that should It change Its meeting location or otherwise cancel this contract,actual damages would be difficult to determine.The following cancellation fees represent a reasonable effort on behalf of the UCLA Conference Center to establish actual damages for such cancellation. in the event of a cancellation,the Attrition Clause(Section B,1)Is no longer applicable. Said cancellation fees shall be due and payable on demand by the UCLA Conference Center: I'rlor to the Group's Arrival Dale; Tuesday,September 24,2019 Cantellatlor fee; From time of contract signing to 18 months; 03/25/18 Forfeiture of Deposit of 25% $742.50 18 months prior to arrival date 03/26/18 to 12 months 09/23/18 Forfeiture of Deposit of 50% $1,485.00 12 months prior to arrival date 09/24/18 to 6 months 03/25/19 Forfeiture of Deposit of 100% $2,970.00 6 months prior to arrival date 03/26/19 to 1 month 08/24/19 90%of Projected CMP Commitment $8,019.00 1 month to arrival date 00/25/19 arrival date 09/24/19 100%of Projected CMP Commitment $8,910.00 All Deposits Received will be applied to Cancellation Fees 8,3 FORCE MAIEURE IF either party Is delayed,Interrupted or prevented from the performance of its contractual obligations there under by reason of an act of nature,fire,flood,war,public disaster,strikes or labor difficulties,governmental enactment,regulation or order,civil tumult,epidemic,or any other cause beyond its control,such party shall not be liable to the other therefore,except,however,that the Group shall remain liable for all noncancelable costs paid and/or contracted by the UCLA Conference Center before the event that occasioned the delay,Interruption,or prevention. Non-cancelable costs are defined as third party costs for services already rendered or items already consumed. C. PAYMENT: C.1 DEPOSIT-NON UNIVERSITY OF CALIFORNIA GROUPS in order to secure the CMP Commitment,occupants and dates In Section A.1,the UCLA Conference Center requires a deposit of: CMP Deposit Amount Due at Signing: 32,970.00 Make Payable to: UC REGENTS Mall to(or use CC); UCLA Conference Center PO Box 160,850 Willow Creek Road Lake Arrowhead,CA 92352 This deposit will be applied to the Group's Final Bill or to any cancelation fee that may apply. PREPAYMENT Prepayment for 100%of the estimated CMP Package charges and all auxiliary costs(i.e.,supplementary food,team-building,etc),must be received no later than thirty(30)days prior to arrival date. Prepayment due date: Sunday,August 25,2019 Amount due less deposit(not including tax) 55,940.00 . A final bill detailing the Group's balance,If any,will be mailed out approximately fifteen(15)business days after the Group departs on Friday,September 27,2019 Any adjustment of costs made In agreement between UCLA and the Group,or as a result of other changes in service,will be applied to Teem Building Workshop 2017 Final Bill. 3 of 9 Initial Page: UCLA Conference Center www.lakearrowheadconferencecenter.ucla.edu Non•UC 066env 11 SEP 2019 REFUNDS In the event of overpayment at the conclusion of the conference/program and once the Master Bill Is considered final,a refund will be provided no later than thirty(30) business days after tire last conference/program departs. Tire Group isjp_nrovide the UCLA Conference Center with aW-9 form for the ref raid to be processed. C.2 BILLING-NON UNIVERSITY OF CALIFORNIA GROUPS The Group will receive a detailed Master Bill approximately fifteen(15)business days after the departure date. Please review the bill and contact the UCLA Conference Center's Accounting Department(see Section C.1 for contact Information)within ten(10)business days from post-marked date should an explanation or additional information be required.Any discrepancies regarding the final invoice must be submitted In writing to the UCLA Conference Center's Accounting Department for review. The invoice will he considered accurate and final If not disputed within the ten(10)business day period.While UCLA Investigates any discrepancies,the Group is responsible for paying non-disputed charges within twenty(20)business days of receipt of invoice, if payment Is not received within twenty(20)business days,late charges may be accrued monthly at a rate of eighteen percent(18%)per month. C.3 MASTER BILL During the course of the conference/program,should any additional conference/program-related expenses be Incurred,these expenses must be pre-approved by an authorized representative. Approved purchases will be billed to the Master Account.A list of authorized Master Account signers must be provided by the Group prior to the arrival date. C.4 TAX EXEMPT In order for the Group to be tax exempt,the Group must furnish a State of California Certificate of Sales Tax Exemption. This certificate must be submitted to the UCLA Conference Center no later than forty-five(45)business days prior to the arrival date. D. MEETING ARRANGEMENTS: C., 0.1 ARRANGEMENTS 1 A FINAL Arrangements Form must be submitted to UCLA thirty(30)days prior to the Group's arrival date.This date Is: 8/25/2019 Please note that the UCLA Conference Center reserves the right to charge the Group a$50.00 per day late charge for each day beyond tire arrangements form due date until the Group's arrangement form is received, All arrangements must be received one UCLA Conference Center arrangement form template. 1 s g 0.2 MEETING ANO FUNCTION ROOMS : Meeting rooms vary in size and location.The Center has four large meeting rooms,four medium meeting rooms,and up to ten smaller break-out rooms. Conference Center management assigns these facilities based on the needs of each conference, Since there Is usually more than one group present at the same time,we schedule meeting rooms for maximum convenience,wheelchair accessibility,and separation. Conference rooms,tables and chairs are set up to your specifications at no charge, I FUNCTION ROOMS(Includes:meeting,social and breakouts)are assigned thirty(30)days prior to the arrival date,based on the number of e. attendees/CMP Packages; Number of Guests Number of function rooms allotted-based on availability 150 to 200 attendees 5 to 6 100 to 149 attendees 4 to 5 50 to 99 attendees 3 to 4 25 to 49 attendees 2 to 3 10 to 24 attendees ................._.. 1 to 2 Pi Additional function rooms are available on a space available basis. The fee for additional function rooms over the allotted [. amount,as stated above,Is$250.00 per room,per day. Function rooms that double as sleepers will not be charged a break-out room fee. The UCLA Conference Center reserves the right to move functions Into comparable and adequate rooms other than those discussed. Although every effort will be made to avoid moving the Group,and every effort will be made to contact the Group in advance,the UCLA Conference Center reserves the right to move the Group without advance notification or approval from the Group.The UCLA Conference Center reserves the right to make the final decision concerning the suitability of holding a function outdoors or relocating to an indoor apace,due to Inclement weather,construction or other unforeseen circumstances. In tfte event a function Is moved,the UCLA Conference Center 1: agrees toprovide adequate notice(whenever possible),direction,and assistance, If necessary,staff and transportation will also be provided. L. B q P ; i I 0,3 SOCIAL SPACE The UCLA Conference Center,as a state agency,cannot sellar provide alcoholic beverages. We do however;invite you to bring your own social beverages(alto) (ic at or i run-alcoholic).Al your request,we will provide a complimentary social space.and setup(Ice,glasses,and clean-up)before or after dinner, We will also selve dl MI i �tQils�ed by the Group with meals. Initial PA n: — UCLA Conference Center www.iakearrowheadconferencecenter.uCia.edu Nun ur i AO66vAw 1 1 SEP 2019 0.4 AUDIO VISUAL The UCLA Conference Center maintains adequate Inventory of audio-visual equipment In-house. Due to the volume of conferences held simultaneously,the UCLA Conference Center's audio-visual equipment Is offered on a first-come,first-serve basis. In the event that the UCLA Conference Center needs to outsource In order to meet the Group's requirements,the UCLA Conference Center will pass these charges along to the Group. All audio/visual equipment must be ordered thirty(30)days prior to the arrival date. If the Group brings in their own audio-visual equipment,It Is the sole responsibility of the Group and Is subject to dally set-up charges. 0.5 PACKAGES The Group will need to Inform the UCLA Conference Center of any materials being shipped to the conference facilities In order to coordinate receipt of packages,All shipping labels must have the following Information In addition to the designated mailing address for proper handling: 1)Group name,2)Arrival date-Departure date,3)Attention:Contact name. Please do not Send materials more than five(5)business days prior to the arrival date,as UCLA has limited storage space.Charges may be assessed for storing or moving these materials. At the Group's own expense,arrangements must be made for the return shipping of any surplus materials. The UCLA Conference Center reserves the right to discard any materials not removed within three(3)business days after the departure date. The UCLA Conference Center Is not responsible for any lost or damaged Items left et UCLA. E. FOOD AND BEVERAGE: E.1 MEAL PLAN This CMP meal plan consists of thee(3)meals per day starting with dinner on the day of arrival and ending with lunch on the day of departure. All meal plans are subject to the 8%California Sales Tax(or then prevailing%). Meals are served in the Main Lodge Dining Room. The UCLA Conference Center Is the exclusive food provider for at conferences and events on property. E.2 MEAL HOURS Regular dining hours: Breakfast Buffet 8:00am-9:00am Lunch Buffet.„......... 12:00pm-1:00pm Dinner 6:30pm-8:00pm Hours are subject to change based on operational requirements.If the Group requests customized meal hours outside of the hours listed In E.2,the UCLA Conference Center must be notified thirty(30)business days prior to the Group's arrival date of such a request. Service charge for customized meal hours is$5.00 per person for breakfast, $10.00 per person for lunch,and$15.00 per person for dinner. E.3 STAGGERED MEAL TIMES The UCLA Conference Center reserves the right to assign a mealtime to the Group,within the regular meal hours listed In Section E.2,due to unforeseeable circumstances. Staggered meal schedules,when necessary,reduce lines and lend to a more enjoyable meal. If It becomes necessary to stagger meals,a UCLA Conference Center representative will meet with the Group's on-site contact to determine a schedule least disruptive to the Group's conference program, E.4 SUPPLEMENTARY SERVICES The UCLA Conference Center can provide snacks and hot or cold hors d'oeuvres for a modest charge. Please make arrangements one month in advance with the conference coordinator via the Arrangements Form, It Is the policy of the UCLA Conference Center that groups may not bring their own food for meals,meetings or social hours. For non-UC Groups,all supplemental food orders must be paid prior to arrival and will be part of the Prepayment as stated In Section CA of this contract,All supplemental food services will be billed to the Master Account and are subject to the 8.00%California Sales Tax(or then prevailing%). ES ALCOHOL The UCLA Conference Center,as a state agency,cannot sell or provide alcoholic beverages. Any alcohol dispensed at the Center,such as outdoor areas and/or meeting rooms,must be in accordance with UCLA guidelines and applicable state law.Alcohol consumption must take place within the assigned event area and additional supervision such as the San Bernardino County Sheriff's department may be required to control access for large functions. UCLA policy states that alcohol may not be served at any event where a majority of attendees are younger than twenty-one(21)years of age. The Group cannot sell alcoholic beverages without a liquor license which Is Issued by the County of San Bernardino. We reserve the right to refuse service of alcohol to any Individual.Additional Insurance Is required if the Group Is serving alcoholic beverages. of 9 Initial Page: 1� 5Be: UCLA Conference Center www.lakearrowheadconferencecenterucla.edu Non•Ut 1 1 SEP 2019 F. RECREATION: F.1 INDIVIDUAL RECREATION Recreation facilities are available for conference attendees.The room key,provided at check-in,allows admission on an Individual basis Into recreation facilities,The UCLA Conference Center features a heated swimming pool,hot tub,fitness center,tennis courts,and volleyball court. F.2 ARROWHEAD ADVENTURES The UCLA Conference Center Is home to a world-class team building program with professional Instructors. For the ultimate In team-building experience,our ropes course features low activities that all guests will feel comfortable with,graduating to high activities that will challenge your participants to reach their maximum potential. Ask your conference coordinator for additional information,This Is an additional cost. Please make reservations at least 30 days prior to arrival. G. INFORMATION: G.1 MAIN LODGE HOURS The Main Lodge Is open from 6:00am to midnight;the Front Desk opens at 7:00am. All guest rooms have direct dial phones and there are no charges for local calls, Calls may be received at the Front Desk from 7:00am to midnight. There Is a fresh fruit bowl In the lobby at 9:00pm each night and vending machines are available for snacks or sodas. G.2 PETS No animals are permitted on property at the UCLA Conference Center, This policy does not apply to service animals since service animals are necessary as an accommodation for people with disabilities. If any of your guests require use of a service animal,the guest must notify the UCLA Conference Center thirty(30)days In advance of the Group's arrival date to allow for consideration of the request. G,3 SAFE-DEPOSIT BOXES The UCLA Conference Center offers complimentary safe-deposit boxes at the front desk,which are available one first-come first-served basis 0,4 TAX AND TIPPING State sales tax will be added to the food portion of the conference bill. Individual lipping Is not required at the UCLA Conference Center, Group tips,although not required or expected,are permitted and will be accepted at the Front Desk. When received,they are divided equally among all non-management staff who have worked during the conference. H. MEDIA/MARKETING: H.1 AGENDA/ITINERARY Any distribution of conference/program agenda/Itinerary specifically stating any meeting room commitments,and timelines such as check-in,registration,etc.must be submitted to the UCLA Conference Center for approval,The UCLA Conference Center reserves the right to discard or stop circulation of any literature that has not been pm- approved. H.2 UCLA NAME Unauthorized use of the name"University of California Los Angeles,"in any form,Including the term"UCLA,"Is prohibited, All promotional materials for the Group's conference/program must be submitted to the UCLA Conference Center for approval, The following constitutes uses by the Group of tire name"University of California Los Angeles"or"UCLA"that are acceptable to UCLA for the purpose of citing the location of the conference name to be held on the campus of UCLA Lake Arrowhead from the arrival date•departure date,Any references to the"University of California Los Angeles"and to"UCLA"as to the site of the Conference/program must meet with the language below: 1. "Conference name"at the UCLA Conference Center 2. "Conference name"will take place at the UCLA Conference Center in Lake Arrowhead H.3 BROCHURES/FLYERS/POSTERS The Group may distribute to attendees,free of charge,non-commercial literature and relevant conference/program materials within reserved meeting spaces In which the Group Is meeting.As for posting,the Group must receive approval from the UCLA Conference Center,No unapproved flyers,posters or other promotional material,including directional signs,may be posted on any wails or any other surfaces throughout the conference facilities.No obscene or libelous materials are permitted. Also,materials may not contain direct or Indirect references to alcoholic beverages or illegal drugs or criminal activity.A charge of$10/poster removal will be assessed for unauthorized posting. 6 of 9 Initial Page: kt( UCLA Conference Center www.lakearrowheadconferencecenter.ucla.edu Non•UC A O , niuV 1 1 SEP 2019 H.4 PROMOTIONS Selling of materials(such as T-shirts,memorabilia,etc.)during the conference must be pre•approved by the UCLA Conference Center fifteen(15)business days prior to the arrival date. Sales at the UCLA Conference Center must he In an enclosed facility(not outdoors)In order to waive the standard 20%surcharge/commission. If any sales take place outside of the UCLA Conference Center,the sales are subject to the above commission or a flat fee charge. H.5 FILM PERMITS The Group Is permitted to photograph or otherwise record an event at UCLA venues for non-profit news coverage,training,educational,membership and/or archival use only, The Group must obtain the University's prior approval and follow guidelines delineated in the UCLA Photography,Motion Picture,and Television Permit.The Group must contact the UCLA Conference center thirty(30)business days prior to the arrival date to obtain the permit. The Group's photographers must carry a copy of UCLA's film permit with them at all limes. I. COMPLIANCE WITH LAW: 14 ADA COMPLIANCE The University Is responsible for ensuring that persons with disabilities have access to all University programs,services,and activities. The UCLA Conference Center has sleeping room units accessible to people with disabilities. Acceptable rooms for persons with disabilities will he provided at the same cost as those rooms contracted for by the Group. To ensure that specific rooms are provided,please assess the needs of the participants with disabilities and Inform The UCLA Conference Center a minimum of fifteen(15)business days prior to the arrival date of any special requests. The Group's obligation Is to snake certain that the program Is conducted in such a manner that It is accessible to all persons with disabilities, 1.2 ALCOHOL/DRUG POLICY All participants shall abide by University laws and policies concerning the possession and consumption of alcoholic beverages,and all other policies,procedures,rules,and regulations of the University of California Los Angeles. Possession of opened or visible containers(e.g.cups,cans,bottles,cases/bones)anywhere within or on grounds Immediately adjacent to the UCLA Conference Center except In an assigned room where the door Is closed(for those conference guests older than twenty-one(21)years of age)or at a UCLA catered event Is strictly prohibited, The University also prohibits:Unlawful manufocture,distribution,dispensing,possession,use,or sale of,or the attempted manufacture,distribution,dispensing,or sale of controlled substances,Identified in federal and State law or regulations, Possession of paraphernalia for Intended or Implied use of controlled substances,or paraphernalia possessing controlled substance residue are prohibited, 1,3 TOBACCO FREE ENVIRONMENT As of April 2013 the UCLA Lake Arrowhead Conference Center Is a Tobacco free campus, The use of cigarettes and all other tobacco products will no longer be permitted on the main campus or at the UCLA Lake Arrowhead Conference Center. In accordance with this new policy,the UCLA Lake Arrowhead Conference Center will be prohibiting the use of cigarettes,cigars,oral tobacco,electronic cigarettes,and all other tobacco products on our property. There Is a$150.00 fee added to the conference bill for the cleaning and rehabilitation of any room where smoking has occurred. J. INSURANCE: J.1 MINIMUM COVERAGE Fifteen(15)business days prior to the arrival date;the Group must submit to the UCLA Conference Center a Certificate of Insurance,or a letter of permissible self-Insurance. The UCLA Conference Center must receive both the ACORD Certificate of Insurance along with Additional Insured Endorsement specifically naming The Regents of the University of California as additional Insured. The documents submitted must show evidence that the Group Is Insured for the period of the conference/program with a minimum coverage outlined below. General Liability-Each Occurrence: $1,000,000 Products&Completed Operations Aggregate: $2,000,000 Personal&Advertising Injury: $1,000,000 General Aggregate: $2,000,000 Workers Compensation: in accordance with the labor code of the State of California 7 of 9 Initial Page: UCLA Conference Center www.lakearrowheadconferencecenter.ucla,edu Non-UC A OeAMA/ 1 1 SEP 2019 1.2 DAMAGES The Group shall be financially liable for damages to any University property,equipment or facilities for which it is responsible.The Group shall make no alterations, Improvements,or additions to the premises,without the prior consent of the University Including,but not limited to,the following: Lodging Rooms fgHt1tp from law to Miftipp,Lwmns Hauge hom low 1n tlAiti Carpet Cleaning: $150 $300 Carpet Cleaning: $150 $300 Comforter Cleaning: $25 $75 Curtain Cleaning: $25 $75 Comforter Replacement: $120 $250 Removing Decorations,Posters,Etc. $50 $100 Curtain Cleaning: $50 $200 Party Clean-up: $150 $200 Curtain Replacement: $100 $1,000 Table Damage: $150 $200 Broken living Room Furniture: $50 $300 Chair Damage: $150 $200 Broken Window: $50 $300 Easel Damage: $50 $150 Burn Marks: $150 $500 Burn Marks 5150 $500 Smoking: $150 $150 Smoking: $150 $150 fiqpsity Itangi uml•rtl,l! Intl) the need to drain the Hot Tub $500 $500 K. INDEMNIFICATION: The Group shall defend,Indemnify,and hold the University,Its officers,employees and agents harmless from and against any and all liability,loss,expense(Including reasonable attorneys'fees),or claims for Injury or damages arising out of the performance of this Agreement but only In proportion to and to the extent such liability,loss, expense,attorneys'fees,or claims for injury or damages are caused by or result from the negligent or Intentional acts or omissions of the Group,Its officers,agents or employees. University shall defend,Indemnify and hold the Group,Its officers,agents,and employees harmless from and against any and all(lability,loss,expense(Including reasonable attorneys'fees),or claims for injury or damages arising out of the performance of this Agreement but only In proportion to and to the extent such liability,loss expense, attorneys'fees,or claims for Injury or damages are caused by or result from the negligent or intentional acts or omissions of University,Its officers,agents or employees. L. RELATIONSHIP: These Policies shall not create a principal-agent partnership,joint venture,or employment relationship between the Group end the UCLA Conference Center. M. PURPOSE OF ORGANIZATION OR AGENCY: The purpose of the group and the nature of the proposed conference must be consistent with the educational purposes and objectives of the University,and be beneficial to It. To help us make this determination,please provide the following Information: Pulsate dills Applicant Orpnitetlon or Agency: T F St_ Ca. E`►.Cot POt tt. • t ( . ��S LA-00 t` t„c>NE V i406 Vt.rt. C4-W4 l s k T rk C tsSo n t- . t vF tf < t_t 1/4.1.tt"ti EV? fRt � -�K� Ck-411/4t"1 cF t h.)%.,;,„ E r t+.SCX IA-i t!•+to ► S1.t11'Z Z.t lv �. S c ttc q`► t S r'�o 'T d ES t+.`tz t_k S LS. • The educational purpose of the meeting:What is the proposed program and what topics will be presented?Whet h being taught? 1.%. 41k-c i I141i11=1A710N This contract is binding once countersigned by all parties and Is also binding on Its successors and assigns. In the event that the Group assigns,sells,conveys or otherwise disposes of all or substantially all of its assets(collectively referred to as"assignment"),by operation of law or otherwise,this contract and the obligations herein must also be assigned to and assumed by the successor organization,subject to approval by the UCLA Conference Center. This contract,with appendices attached(if any),constitutes the entire agreement between the Group and the UCLA Conference Center and may not be amended or changed unless done so In writing and signed by both parties. ACCEPTED AND AGREED TO: Seal Beach Police De tar Intent UCLA CONFERENCE CENTER By: t �r ay Mr.Michael Henderson Mem Olsen Sergeant Sales Manager Seal Beach P lice Department q VN• • -1-e• k //I Date CSO Date n ' By; ran/nIrertn Chief Financial Officer Dylan Matt , I otor,UCLA Conference Center c, . z0 'eke 11 IC/ Date Date ADMIRATION Ol FICq OE ONO CC Date AO/DIR Date TN OT 9 of 9 Initial Page: = _ __ UCLA Conference Center www.takearrowheadconferencecenter.ucle.edu Non•UC Q vii 11 SEP 2019 CALIFORNIA I • I) • I • A September 4,2019 lneeri@ha.ucla.edu UCLA Conference Center/Regents of the University of California 850 Willow Creek Road, Lake Arrowhead,California 92352 Member Name: City of Seal Beach Activity: Seal Beach Police Dept.Team Building Workshop Coverage Period: From 12:01 AM on 9/24/2019 to 11:59 PM on 9/27/2019 The City of Seal Beach(Member)along with other California public agencies,is a member of the California Joint Powers Insurance Authority(California JPIA),and participates in the following self-insurance and commercial insurance program that is administered by the California JPIA for its members: Primary Liability Program,Including Automobile Liability Coverage Limit: $1,000,000 per occurrence Annual Aggregate Limit: $1,000,000 Coverage is subject to all the terms,Definitions,Exclusions,Conditions and Responsibilities of the Memorandum of Coverage-Primary Liability Program and the Limits of Coverage stated above. Sincerely, Jim Thyden Insurance Programs Manager cc: Lindsay Neeri,UCLA Conference Center,lneeri@ha.ucla.edu CALIFORNIA JOINT POWERS INSURANCE AUTHORITY Rosi MOODY ',TRU t. Lai L!bl A i z .u,. - i i o- ., I V 'tnn ,199