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Venue set-ups

• Non-residential venues are rented as-is unless agreed upon in writing and included in Exhibit A or contract addenda signed by both POMONA COLLEGE and CLIENT.
• Requests for specific venue set-ups must be made at least ten (10) business days in advance. Services requested less than ten (10) business days prior to the event or program as previously outlined will be considered on a resource availability basis and charged a service fee.

Media Services Equipment and Technology Support

• Most non-residential venues are provided with audio/visual equipment. If additional equipment is needed, the client is responsible for the costs of acquiring the necessary equipment. Depending on the type and size of event and staffing availability, POMONA COLLEGE may recommend hiring an outside contractor.
• CLIENT must provide its own computers, PowerPoint advancers and connection adapters.
• Basic guest wireless connectivity is provided. Wired connections will not be provided.
• Media services and technology support staffing requests requires fifteen (15) business days advance notice. Additional fees will be incurred for after-hours support.
• Beyond connecting a laptop to a presentation device, POMONA COLLEGE does not provide computer repair or device troubleshooting support.

Rental Equipment

• CLIENT may bring in outside vendors to provide venue set-up or equipment rental services provided POMONA COLLEGE is notified in advance.
• Any vendors hired by CLIENT to provide services on campus must provide POMONA COLLEGE a Certificate of Insurance as described in the Conferences and Events Contract (section #10).

Dining Hall Usage

• POMONA COLLEGE Dining Halls are available for use by groups with 50 or more guests.
• Groups with fewer than 50 guests must use POMONA Catering.
• Groups with 50-99 guests will have access to a limited dining hall menu.
• Groups with 100+ guests will have access to a full dining hall menu.
• In some cases, smaller groups may be able to combine with other client groups in order to meet the minimum number of guests required for dining hall use. These arrangements must be determined in advance and agreed upon in writing.
• The Dining Hall Chef Manager is available to discuss any special dietary needs of CLIENT’s group and suggest options to satisfy CLIENT’s needs. Specialty menu options are available for groups renting out the entire dining hall for their exclusive use.
• Menu requests must be made at least ten (10) business days in advance.
• CLIENTS who contract dining hall services will receive meal passes for the number of confirmed guests at the rate specified in Exhibit A.
• Meal passes must be used by the assigned guest and cannot be transferred to another person.
• Meals will be available for walk-in guests affiliated with CLIENT at a higher rate per person (cash payment only); however, POMONA strongly recommends obtaining meal passes for all guests in advance.
• POMONA COLLEGE must be notified at least five (5) business days in advance if CLIENT anticipates more than twenty-five (25) walk-in guests on any particular day.
• POMONA COLLEGE reserves the right to deny service to walk-in guests if the guest count exceeds the venue capacity.
• CLIENT must supervise its participants and guests in the dining halls.
• POMONA COLLEGE reserves the right to deny services to guest exhibiting dangerous or disruptive behavior. Refunds will not be given for guests who are denied service because of their behavior.
• All food is to be consumed in the dining hall premises and cannot be taken from the dining hall unless arrangements are made in advance.
• CLIENT must provide an initial estimated count of meals for inclusion in Exhibit A.
• A final guarantee must be provided to POMONA COLLEGE in writing at least ten (10) business days prior to the start of the event. Dining hall availability and assignment will be dependent on the final guarantee.
• CLIENT will be billed for the final guaranteed number of meals or the actual number of meals, whichever is greater, regardless of any other groups who may be sharing the dining hall.

Catering Services

• The full catering menu is available for groups of all sizes.
• Catering menus are available from the Catering Manager and must be set at least ten (10) business days in advance.
• POMONA COLLEGE Catering will be used for all meals that take place outside the dining halls. Additional charges may apply if rental equipment is necessary to accommodate meals in alternate locations.
• CLIENTS requiring catering services must use POMONA COLLEGE Catering. Outside caterers are not permitted.
• CLIENT must provide an initial estimated count of meals for inclusion in Exhibit A.
• A final guarantee is due in writing four (4) full business days (excluding holidays). Catering will be prepared to serve five percent (5%) over CLIENT’s final guest count to accommodate last minute guests for buffet and plated meals only.
• Requests for guest count increases after the final guarantee deadline will be approved at the discretion of the Catering Manager and, may be subject to additional charges.
• CLIENT will be billed based on the final guarantee or the actual number of guests served, whichever is greater. If no final guarantee is provided, the estimated guest count provided will be billed.

Linen Service

• Residential facilities are equipped with one pillow and one blanket per bed.
• POMONA COLLEGE will not supply any additional bed linens unless specified in Exhibit A.

Check-in and Check-out

• Conference staff is available to assist CLIENT with check-in and check-out procedures during normal business hours.
• CLIENT will be responsible for assigning rooms to guests unless agreed upon in advance and noted in Exhibit A.
• CLIENTS are responsible for reporting any errors and/or changes in room assignments to the Conference and Event Planning office as soon as possible.
• POMONA COLLEGE reserves the right to refuse walk-in registrants based on room availability.
• If CLIENT anticipates walk-in registrants, POMONA COLLEGE strongly recommends that the anticipated number be included in the estimate provided in Exhibit A.
• Rooms provided for walk-in registrants beyond the number included in Exhibit A will be billed at a higher daily rate.
• CLIENT is responsible for the return of all keys at check-out, and shall pay POMONA COLLEGE for each dormitory and/or building key lost at the rate specified in Exhibit A.
• It is highly recommended that CLIENT review key returns with the Conference and Event Planning office immediately after check-out to reconcile any discrepancies.

Guest Supervision 

• Per California regulations, CLIENTS must provide personnel for residence hall supervision of minors at the ratio one (1) staff member to fifteen (15) participants.

Laundry Room Usage

• Residential CLIENTS may make use of laundry facilities in the residence halls at their own expense.
• Laundry facilities require the use of a Claremont Cash swipe card. These cards may be obtained at TCCS Connection in Honnold/Mudd Library (1^st Floor).
• CLIENTS are responsible for managing their own Claremont Cash accounts directly with TCCS Connection.
• CLIENTS must provide their own laundry supplies.

Guest Wireless Services

• Basic guest wireless connectivity is provided. Wired connections will not be provided.

Lockout Procedures

• During regular business hours, guests who have been locked out of their rooms should contact their program representative/point of contact who will contact the Conference and Event Planning office for assistance.
• After regular business hours, guests who have been locked out of their rooms should contact their program representative/point of contact who will contact Campus Safety for assistance.
• Please note that Campus Safety officers will only open rooms for the registered guest.

Housing Guarantees and Billing

• CLIENT must provide an initial estimated count of beds for inclusion in Exhibit A.
• A final guarantee must be provided to POMONA COLLEGE in writing at least ten (10) business days prior to the start of the event. If an updated guarantee has not been received before this time, the initial estimate will be used as the final guarantee. Residence hall availability and assignment will be dependent on this final guarantee.
• In order to accurately manage availability of housing, POMONA COLLEGE reserves the right to deny housing if the final number exceeds the initial estimate by more than ten percent (10%).
• Adjustments greater than ten percent 10% of the initial estimate must be requested at least thirty (30) days prior to the event start date. Large changes to the estimated guest count may result in changes to the assigned residence hall(s).
• CLIENT will be billed for the final guaranteed number of beds or the actual number of beds, whichever is greater, regardless of any other groups who may be sharing the residence hall.
• Billing will include each night from check-in to check-out, regardless of whether the guest occupied the room each night of their stay.
• Rates are calculated by bed and not by room.

Residential Housekeeping Services

• Standard housekeeping services for residential facilities include initial cleaning of the facilities before use and daily cleaning of common areas, (including kitchens, public restrooms, lounges, and laundry facilities). Restrooms that include showers will be cleaned weekly.
• Additional housekeeping services are available for an additional charge and must be specified in Exhibit A.
• Housekeepers are not available to clean individual guest rooms.

Non-Residential Housekeeping Services

• Standard housekeeping services for non-residential facilities include initial cleaning of the facilities before use, daily emptying of trash cans and cleaning of restrooms and common areas.
• Housekeeping charges are incurred for any event that includes meal, beverage or snack service outside the dining halls, regardless of the length of the event. These costs are included in Exhibit A.
• Additional housekeeping services are available for an additional charge and must be specified in Exhibit A.

Emergency Housekeeping Requests

• Emergency requests should be made through the Conference and Event Planning office.
• Additional charges may apply depending on the nature and frequency of the requests.

Excessive Clean-Up

• If excessive clean-up is required after CLIENT vacates the facility, additional charges will apply.
• POMONA COLLEGE will provide documentation of any excessive cleaning required after CLIENT vacates the facility.

POMONA COLLEGE complies with all applicable state and federal civil rights laws prohibiting discrimination in education and the workplace. Specifically, all forms of harassment and discrimination, whether on the basis of sex, gender identity and expression, pregnancy, religion, creed, color, race, national or ethnic origin, ancestry, sexual orientation, medical condition, physical or mental disability, age, marital status, veteran status, family care leave status, genetic characteristics and information or otherwise prohibited by state or federal law, destroy that foundation of respect and violate the sense of community vital to POMONA’s educational enterprise.

CLIENT agrees that the conduct of its employees, clients, guests, licensees, participants, invitees, agents or others using the facilities by reason of this Contract shall comply with POMONA COLLEGE’s Non-Discrimination policies, including its sexual misconduct policies, and that violation of these policies related to CLIENT’s operations while on POMONA COLLEGE’s premises shall be grounds for termination of POMONA COLLEGE’s obligations under this Contract. CLIENT agrees to provide immediate notice to POMONA COLLEGE if CLIENT becomes aware of a possible violation of these policies related to its programs and services under this Contract.

In addition, in accordance with California law, POMONA COLLEGE does not discriminate against employees on the basis of a lawful change of name, Social Security Number or federal employment authorization document (Labor Code section 1024.6); receipt of Medi-Cal coverage (Govt. Code section 13084); or having a California driver’s license with a “federal limits apply” notation (Govt. Code section 12926(v)), and, in the spirit of these laws, POMONA COLLEGE extends these protections to students. Similarly, POMONA COLLEGE also does not discriminate against employees and/or students with “driving privilege cards,” “driver authorization cards,” or other government-issued alternative driver’s licenses. Furthermore, in accordance with California law, POMONA COLLEGE does not discriminate against students on the basis of immigration status, primary language and citizenship (Civil Code section 51(b)), and, in the spirit of California law, extends these protections to employees. Verification of immigration status, and employment decisions based upon such verification where required by federal law, shall not constitute a violation of this Policy.

This Policy strictly prohibits discrimination against any individual at POMONA COLLEGE or at POMONA COLLEGE activities occurring away from campus, including but not limited to all individuals regularly or temporarily employed, studying, or with an official capacity at POMONA COLLEGE (such as Trustees, guest lecturers, volunteers, and contractors). This Policy covers admissions, access, and service in POMONA COLLEGE programs and activities, as well as hiring, promotion, compensation, benefits, and all other terms and conditions of employment at POMONA COLLEGE. POMONA COLLEGE offers reasonable accommodations to qualified individuals with physical or mental disabilities to the extent the accommodation will allow them to perform the essential functions of the job and will not create an undue hardship. Further information relating to reasonable accommodations is available from the Human Resources office. If an employee believes she/he needs reasonable accommodation because of a disability, they should speak with the Human Resources Office or their supervisor.

Harassment-Free Campus and Workplace 

POMONA COLLEGE strives to provide a campus and work environment where all individuals can visit, study, and/or work together comfortably and productively. Each individual has the right to visit, study and work in a professional atmosphere that promotes equal opportunity and prohibits discriminatory practices, including sexual and other forms of prohibited harassment. Such prohibited harassment is unacceptable and will not be tolerated. This Policy applies to all workers – not only employees but also to contractors, unpaid interns and volunteers. It both protects these students, staff, faculty and visitors and governs their conduct while engaged in POMONA COLLEGE business and interacting with other members of POMONA COLLEGE.

POMONA COLLEGE prohibits harassment of any its workers based on an individual’s race, religion, color, sex (including breastfeeding and conditions related to breastfeeding), gender (including gender identity and gender expression), age, national origin, ancestry, marital status, registered domestic partner status, medical condition, sexual orientation, genetic characteristics and information, physical or mental disability, military or veteran status, or any other legally protected characteristic. The workplace is not limited to POMONA COLLEGE’s facilities, but may also include client and vendor facilities, as well as anywhere a student-or business-related function is taking place.

Prohibited harassment includes, but is not limited to, epithets, slurs, derogatory comments or jokes, intimidation, negative stereotyping, threats, assault or any physical interference with the employee’s normal work or movement. Harassment may also include written or graphic material placed on walls, bulletin boards or elsewhere on POMONA COLLEGE’s premises or circulated in the workplace that denigrates, shows hostility or aversion towards an individual or group because of the characteristics identified above. Whether or not the person means to give offense or believed his or her comments or conduct were welcome is not significant. Rather, POMONA COLLEGE’s Policy is violated when other workers, whether recipients or mere observers are, in fact, offended by comments or conduct based on any of the specified protected categories referenced above.

Generally, to count as harassment under this Policy, such conduct must:

• be based upon one or more of the categories mentioned in the Non-Discrimination Policy;
• be offensive to the individual complaining of harassment and offensive to a reasonable person; and
• be so persistent, repetitive, pervasive, or severe that it has the purpose or effect of substantially interfering with an individual’s academic or professional performance or creating an intimidating, abusive or hostile educational, employment or living environment at POMONA COLLEGE.

Generally, statements and/or conduct legitimately and reasonably related to POMONA COLLEGE’s mission of education do not constitute harassment. Harassment may also occur when submission to conduct described above is made either explicitly or implicitly a term or condition of an individual’s employment, education, living environment at POMONA COLLEGE, or participation in a POMONA COLLEGE activity.

I have read and understand the above NON-DISCRIMINATION POLICY for �鶹��ý and agree that the conduct of my employees, guests, volunteers, service providers, participants or others using the facilities by reason of this Contract will comply with the same rules and regulations. Further, I agree to respond to any complaints of discrimination and/or harassment from the same in a timely manner consistent with the spirit of this policy.

COLLEGE’s policy governing the sale/re-sale and use of alcoholic beverages on campus.

POMONA COLLEGE prohibits the sale/re-sale of alcohol in any area of the campus without proper clearance and permits required by the Alcohol Beverage Commission and governed by the State of California.

POMONA COLLEGE bears no responsibility for the purchase, distribution, or effects of alcoholic beverages served or consumed at conferences, private parties, receptions, or gatherings of other kinds held on the premises of or in areas adjacent to POMONA COLLEGE.

Groups and individuals using POMONA COLLEGE campus facilities must secure security personnel if alcohol will be served at the event. The number of personnel assigned to an event and the hours of their service are at the discretion of POMONA COLLEGE and the agency providing personnel, based on the number of total guests in attendance and the assessed risk present at the event. All costs incurred for these services are the sole responsibility of the rental CLIENT. POMONA COLLEGE will confirm services to ensure compliance with this requirement.

Because of the probable liability, POMONA COLLEGE removes itself from any implied consent involving activities associated with alcoholic beverages.

Groups or individuals in violation of this policy will be in direct violation of POMONA COLLEGE policy and the State of California Alcoholic Beverage Commission regulations. Violation of this policy will result in a warning to discontinue such practice, followed by the immediate possibility of cancellation of the Conferences and Events Rental Agreement with the host organization.

I have read and understand the above ALCOHOL SALE/RE-SALE AND USE POLICY and agree to comply with its terms.

Subject to change as public health guidelines evolve

The �鶹��ý health and safety guidelines set forth in this policy are established by College leadership in consultation with LA County public health guidelines for businesses, events and gatherings and Institutes for Higher Education. The County of Los Angeles currently provides businesses the latitude to determine health and safety policies based on the specific knowledge of the constituency they serve. Given �鶹��ý’s unique residential and educational setting, policies are regularly assessed and adjusted to prioritize the health and safety of the primary campus constituency of faculty, staff and students, which may result in stricter guidelines than other venues.

By signing this exhibit, CLIENT affirms that they will abide by �鶹��ý guidelines, even when locally established guidelines may be less restrictive. Certain campus venues may have additional health and safety guidelines that are not included in this Exhibit. Exhibit A will make note of whether a CLIENT’s rental contract includes one of these facilities.

Waiver of Liability Form

• CLIENT must complete the COVID-19 Assumption of Risk, Release, and Waiver of Liability Agreement appropriate for their usage conditions.
• A copy of the appropriate form(s) will be provided with CLIENT’s contract documents.

Vaccination Requirements

• CLIENT may implement vaccination requirements as needed to prioritize the health and safety of event participants.
• POMONA COLLEGE does not require vaccination in any indoor or outdoor facilities under any circumstances.

Residential Conferences

• CLIENT must administer antigen tests to participants at residential conferences who are experiencing any of the following COVID-19 symptoms:
  • Fever or chills
  • Cough
  • Shortness of breath or 
    difficulty breathing
  • Muscle or body aches
  • New loss of taste or smell
  • Sore throat
  • Congestion or runny nose
  • Nausea or vomiting
  • Diarrhea
• CLIENT is responsible for ensuring availability of and access to antigen tests for participants.
• Participants with COVID-19 infections must isolate if symptomatic and/or with fever.
  • For the purposes of this policy, isolation is defined as staying in the participant’s assigned residence hall room for the duration of the isolation period. Participants may leave their assigned residence hall room to access the nearest restroom to their assigned room
  • CLIENT must designate staff to get meals from the dining hall for participants who are required to isolate.
    • CLIENT may also coordinate with POMONA COLLEGE staff to prepare to-go meals for participants in isolation.
    • CLIENT must notify POMONA COLLEGE staff no later than 30 minutes prior to a meal period that to-go meals are needed.
  • Participants in isolation must wear a mask when entering a shared space (such as a hallway or restroom). When masks are required, masks that provide the best protection against COVID-19 should be worn. Examples include a well-fitting respirator (e.g., N95, KN95) or a double mask (a well-fitting cloth mask over a medical mask).
  • Isolation can end when both of the following criteria are met:
    • Have not had a fever for 24 hours without taking medication that reduces fevers AND
    • Other symptoms are not present or are mild and improving.
  • CLIENT representative must communicate with all COVID-19 positive participants to verify they haven’t had a fever and their symptoms have improved, then provide a clearance message to the participant to confirm that they have permission to leave isolation.
    • A person leaving isolation prior to 10 days from the date of a positive test and/or onset of symptoms is required to wear a mask when around others for the 10 days.
    • It is strongly recommended that an individual test for COVID-19 prior to ending isolation and extend isolation until day 10 if they continue to test positive.
  • If participants’ isolation period exceeds the end date of the conference, CLIENT may coordinate participants’ departure from campus in a manner that is fully compliant with LA County regulations for COVID-19 exposure management.
    • If no such departure option exists, CLIENT must assign a representative to stay on campus with the positive participant until such time they no longer exhibit symptoms or until after day 10.
  • Participants with COVID-19 who do not have symptoms are not required to isolate ONLY if wearing a high-quality mask in all settings when around others for 10 days after first testing positive.
  • All individuals with COVID-19 shall wear a well-fitting, high-quality mask for a total of 10 days from symptom onset or their first positive test date (if asymptomatic) when around others.
    • This includes individuals who test positive and have no symptoms or only mild symptoms.
    • Masks can be removed sooner if the individual meets the criteria to end isolation AND obtains two sequential negative tests taken at least one day apart.
  • Individuals who have had close contact with someone who is COVID-positive are strongly encouraged (but not required) to mask and must test 3-5 days after last known exposure.
    • Monitor for symptoms for 10 days after last known exposure.
    • If symptoms develop, stay home away from others and test immediately.

Compliance and Enforcement of Policy 

• The CLIENT is responsible for monitoring and enforcing compliance and for clearly communicating policy to program participants.
• For residential conferences:
  • CLIENT must provide a full list of participants and on-site contact information for contact tracing purposes.
  • CLIENT must provide the name and contact information for at least one program lead no less than 24 hours before the start of reservation on Premises.
    • More than one person may be identified as a program lead.
    • The program lead(s) will be responsible for communicating with POMONA COLLEGE health advisors and, in some cases, Los Angeles County Department of Public Health representatives, if transmission rates are deemed critically high.
  • The CLIENT’s program lead shall also plan for and oversee the response to any potential illness during the CLIENT’s rental period.
• Non-compliance may result in forfeiture of the CLIENT’s security deposit and/or termination of contract.

I have read and understand the above HEALTH AND SAFETY POLICIES and agree that the conduct of my employees, guests, volunteers, service providers, participants or others using the facilities by reason of this Contract will comply with the same rules and regulations. Further, I agree to respond to any complaints of non-compliance from the same in a timely manner consistent with the spirit of this policy.

Updated June 24, 2024

Please view the Minors on Campus Policy on our Human Resources website.