Process for External Entities
Events without alcohol can process quickly. Requests for events without alcohol require (a) a completed and signed application for use of district property, and (b) insurance for your event.
Events with alcohol are more complicated and take eight weeks to three months. Events with alcohol require (a) the completed and signed application, (b) insurance with special conditions, (c) an ABC-221 permit, and (d) a Board of Trustees resolution submitted to Risk Services with the previous three items, and (e) agendized approval on an upcoming regular BOT meeting, and (f) actual approval of the BOT at that meeting. The Risk Manager will help you, but you need to follow all the directions. Thanks!
Step 1: Application for Use
Contact Buildings and Grounds to process and consider any request to use District property at (415) 239-3546. Here's the form, but you need to talk to Buildings and Grounds. They make sure custodial and/or police are prepared for your event and that no one else already has reserved the space. You will need to do STEP TWO to complete this form.
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Step 2: Insurance
To complete the Application for Use of District Property, you must show proof of insurance to cover your use of District property. It says this in the small print at the bottom of the application. An employee "sponsoring" an event as a private citizen will not waive the insurance requirement.
If you are an organization that already has liability coverage, then we require a COI of your CGL with the District listed as additional insured. For those details, see VENDOR INSURANCE. If alcohol is part of your event, then other requirements may apply. Call Risk Services.
If you have no liability insurance, then our Risk Manager suggests the Tulip Program. Tulip is about $106-$136 for a small one time event. Host (not for sale) Liquor (which means beer, wine or liquor in insurance language) Liability is included at no additional fee. If you anticipate selling liquor, then you need to pay the addition fee to insure that. When you complete and pay the Tulip fee, a copy of your insurance is sent automatically to our Risk Manager. Including liquor liability in your insurance does not guarantee that alcohol will be allowed by the Board, but the Board will not allow it without that insurance.
An alternative to Tulip is: specialeventinsurance.com.
Any questions on insurance, call our Risk Manager at 415.239.3239.
Step 3: Alcohol (if applicable)
REQUIRES Board of Trustees (BOT) APPROVAL
Do you want alcohol at your event? Review AP 2.15. The state requires a permit (ABC221), and the District requires Board of Trustees approval. Additional State Constitution and CA Business and Professional Code limitations apply. For example, alcohol is not permitted at sporting events, and hard liquor is not permitted on District property. The District does not and cannot hold a liquor license. Permits and BOT approval take 8 weeks to three months, so PLAN AHEAD.
ABC 221 PERMIT
ABC221 PERMIT (before BOT):
- PDF Removed - you pay the fee, not the District
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If an outside organization (AFT, City College Foundation, etc.) is hosting the event, then they complete 13, 14, 15, 16 (if applicable), sign on 17, and date on 18. Our Chancellor, VCFA, or BOT President signs as property owner. Skip the District Office line ("District" here refers to ABC district, and not City College).
If the event is hosted by City College and not an outside organization, then complete the lines as follows ...
13. VCFA or Chancellor. They're the only ones who can sign this.
14. 13's telephone #
15. City College, 33 Gough St, SF, CA 94103
16. skip (same as 15)
17. Chancellor or VCFA signs. They enter a date on line 18.
BOTTOM SECTION.
A. Chancellor, VCFA, or BOT President signs as property owner.
B. Our Lt. or Chief of Police sign for Law Enforcement.
C. Skip the "District Office" line - that's for the ABC District, not us.
BOT PROCESS
Per AP 2.15, you will need approval from the Board of Trustees to have liquor on District property. Check for Board of Trustees calendar for submission deadlines.
When you submit your BOT Resolution to the Risk Manager, you must attach your paid ABC221 permit (or at least the receipt for your application), your insurance statement, and your application of use of District property with all the signatures. If Host Liquor Liability is not included in your insurance coverage, then your resolution request will be denied.