Is an electronic signature legally binding?

Yes. Electronic signatures satisfy the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are met. Certain narrow exceptions apply for wills and some court filings.

Do external groups need insurance?

Most institutions require a certificate of insurance naming the university as additional insured. Minimum limits vary; confirm limits in the agreement and provide the certificate before final approval.

Who is authorized to sign?

Authorized signers are typically department chairs, event managers, or appointed institutional representatives. External groups often need a campus sponsor or evidence of authority to bind the organization.

Can I amend the agreement after signing?

Yes, but amendments should be documented in writing and signed by authorized representatives. Material changes (dates, capacity, vendors) often require reapproval by facilities or public safety.

What happens if the event is canceled?

Cancellation remedies are governed by the agreement's cancellation clause. Refunds, forfeiture of deposits, and rescheduling options depend on notice periods and the reason for cancellation.

Are notarization or witnesses required?

Not typically required for routine venue agreements. Some attachments (affidavits, permits) may need notarization depending on state or local rules; check those requirements early.

Electronic Signature
Templates
Miscellaneous
Campus Center Use Agreement

Campus Center Use Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CAMPUS CENTER USE AGREEMENT

This Campus Center Use Agreement (the Agreement) is entered into by and between Campus Center (Licensor): and Organization / Licensee: .

WHEREAS

WHEREAS, Licensor operates the Campus Center and controls scheduling and use of its facilities; and

WHEREAS, Licensee desires to use certain space, facilities and services of the Campus Center to conduct the activities described herein and Licensor is willing to permit such use subject to the terms and conditions of this Agreement.

NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, Licensor and Licensee agree as follows:

SCOPE OF USE

Event name: Event date:

Event Description Requested spaces and capacity Setup, equipment and services requested Cleanup and restoration responsibilities

PAYMENT TERMS

Total fee for use: $ Deposit required: $

Deposit due date Balance due date

Late payments shall incur a late fee of on unpaid balances. All payments are due in full by the Balance due date unless otherwise authorized in writing by Licensor.

TERM AND TERMINATION

Term begins on: Term ends on:

Either party may terminate this Agreement for convenience upon days' written notice to the other party. Licensor may terminate immediately for cause, including nonpayment, material breach, or actions which pose a safety or legal risk to Licensor or its patrons.

Force majeure: neither party is liable for delays or failure to perform resulting from causes beyond reasonable control, including but not limited to acts of God, governmental action, pandemics, fire, or natural disaster; however, payment obligations accrued prior to a force majeure event remain due unless Licensor elects otherwise in writing.

INSURANCE AND RISK ALLOCATION

Licensee shall maintain commercial general liability insurance with limits not less than $ per occurrence and shall name Licensor as an additional insured where required. Proof of insurance must be provided no later than the Deposit due date.

Licensee assumes responsibility for loss or damage to Licensor property caused by Licensee, Licensee's agents, invitees, or contractors and shall reimburse Licensor for repair or replacement costs as determined by Licensor.

COMPLIANCE, SAFETY, AND FACILITY RULES

Licensee shall comply with all Licensor policies, applicable laws, codes and Campus Center rules, including capacity limits, fire and life-safety procedures, and event staffing requirements. Security required: (check if required)

Alcohol service: permitted only with prior written approval of Licensor and in compliance with applicable laws and Licensor policies. Alcohol permitted:

CONFIDENTIALITY

Each party shall treat as confidential and shall not disclose to any third party information marked or reasonably understood to be confidential by the disclosing party, except as required by law. Confidential information does not include information that is or becomes publicly available through no fault of the receiving party, independently developed, or rightfully obtained from a third party without breach of an obligation of confidentiality.

INDEMNIFICATION

Licensee agrees to indemnify, defend and hold harmless Licensor, its officers, employees and agents from and against any and all claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of or related to Licensee's use of the Campus Center, acts or omissions of Licensee or Licensee's guests, or Licensee's breach of this Agreement, except to the extent caused by Licensor's gross negligence or willful misconduct.

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of . Any dispute arising under this Agreement shall be resolved first by good faith negotiation between the parties and, if unresolved, by binding arbitration or other mutually agreed dispute resolution method at the parties' election.

MODIFICATION; ENTIRE AGREEMENT

This Agreement constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements, proposals or communications, whether oral or written. No amendment or modification shall be effective unless in writing and signed by authorized representatives of both parties.

NOTICES

Licensor Notice Address Licensee Notice Address

ADDITIONAL TERMS

CERTIFICATIONS

The undersigned certify that they have authority to enter into this Agreement on behalf of the respective parties, that the information provided herein is true and complete, and that they will cause their respective organizations to comply with all terms, conditions and obligations set forth in this Agreement.

Licensor — Printed Name:

By:

Date:

Licensee — Printed Name:

By:

Date:

What the Campus Center Use Agreement Covers

A Campus Center Use Agreement is a written contract that governs the reservation and use of campus facilities for events, meetings, or activities. It defines the parties, permitted spaces, hours of use, required insurance, fees and deposits, equipment access, food and alcohol rules, and responsibilities for damages or cleanup. The agreement also specifies compliance with campus policies, safety requirements, and any permit or licensing obligations. When signed by authorized representatives, it creates enforceable obligations and helps manage risk for both the institution and the event organizer.

Why a Formal Agreement Matters

A written agreement clarifies responsibilities, reduces disputes, and documents consent to campus rules and fees. It protects the university from liability, ensures organizers meet insurance and safety requirements, and provides an auditable record of approvals and restrictions.

Who Typically Completes This Agreement

Campus departments, student organizations, and outside groups use this agreement to reserve space and confirm compliance with campus policies before an event.

Student organizations and clubs reserving rooms or outdoor areas for meetings, performances, or social events.
University departments hosting lectures, conferences, or campus-wide activities that require formal approval and billing.
External vendors, alumni groups, or community organizations renting space for paid events or ticketed activities.

Signing authority normally rests with a department head or designated events coordinator; external groups may need an institutional sponsor or an authorized signer on file.

Core Elements to Include in the Agreement

A professional Campus Center Use Agreement organizes operational, financial, and legal terms so both parties understand expectations before the event.

Scope of Use

Specify exact rooms or outdoor areas, maximum occupancy, permitted activities, and any restricted zones during the reservation.

Access Hours

List setup, event, and teardown windows; describe penalties for overtime and procedures for extensions if available.

Fees & Deposits

Detail rental fees, security deposits, payment schedule, methods accepted, and conditions for deposit forfeiture or refund.

Insurance & Indemnity

Require certificate of insurance limits, named insured, additional insured endorsement, and an indemnity clause allocating risk for claims.

Equipment & Services

State who provides AV, furniture, custodial services, and whether vendors must be preapproved or possess permits.

Cancellation Policy

Describe notice periods, refund eligibility, and force majeure treatment for events canceled due to emergencies or campus closures.

Required Information on the Form

Event Name: Official title of event

Organizer Name: Full legal entity name

Primary Contact: Phone and email

Event Date/Time: Start and end times

Estimated Attendance: Expected headcount

Insurance Certificate: Carrier and policy limits

Step-by-Step: Completing the Agreement

Follow these steps to submit a complete, approvable Campus Center Use Agreement and supporting documents.

01

Prepare Details: Gather event description, attendance, and vendor information.
02

Attach Requirements: Upload insurance certificate and campus sponsor letter if required.
03

Sign & Submit: Authorized signer signs electronically or in person.
04

Await Approval: Venue office confirms availability and issues permit.

Configuring an Online Reservation Workflow

Set up the digital workflow so requests route to reviewers, require attachments, and generate a final signed agreement automatically.

Field	Configuration
Request Form	Require event details, attendance, and vendor list
Attachments	Require insurance and vendor certificates before routing
Approval Path	Route to events coordinator, facilities, and public safety
Signed Copy	Auto-send PDF with audit trail to all parties

Where and How the Agreement Is Filed or Delivered

The agreement follows a defined routing process from request to final signed permit and should be stored in the institution's records system.

Submit Request: User uploads form to the venue portal
Routing: System forwards to required approvers
Execution: Authorized signees sign electronically or in person
Storage: Final PDF stored in records management

Technical and File Requirements for eSubmission

Acceptable file formats, authentication, and integration points reduce processing friction and support legal admissibility.

File Formats: PDF or DOCX accepted
Authentication: Email with optional SMS code
Integrations: Supports CRM and cloud storage

Ensure attachments (insurance certificates, permits) are legible PDFs; use a platform that logs audit trails and stores records securely.

Typical Deadlines and Processing Times

Agreements often require lead time for review and vendor coordination. Confirm local policies for exact cutoff dates.

Reservation Lead Time:

Submit at least 14 days before the event for standard review

Deposit Deadline:

Deposit due on booking or within 7 days of invoice

Insurance Due Date:

Provide certificate no later than 7 days before the event

Final Headcount:

Submit final guest count 72 hours prior to event

Cancellation Notice:

Provide 30 days notice to receive full refund of fees

Key Milestones from Request to Closeout

Track these sequential milestones to manage approvals, setup, and post-event obligations.

01

Request Received

Venue logs submission and assigns a request number

02

Approval Issued

Facilities and public safety sign off on conditions

03

Event Execution

Setup, event hours, and teardown occur under terms

04

Post-Event Review

Inspect space and process damage charges or refunds

Common Mistakes to Avoid

Failing to upload a valid certificate of insurance before the approval deadline, which can delay or cancel the booking.
Not specifying equipment needs (AV, staging) in advance, causing last-minute fees or incomplete setups.
Providing inconsistent or incomplete contact information, which complicates emergency notifications and vendor coordination.
Missing the cancellation deadline and forfeiting part or all of the deposit due to noncompliance with policy.

Consequences of Noncompliance

Denied Access: Entry refused if conditions unmet

Forfeited Deposit: Deposit retained for policy breaches

Damage Charges: Repair costs billed to organizer

Liability Exposure: Organizer may face third-party claims

Contract Breach: Legal remedies available to the university

Regulatory Fines: Noncompliance with permits may incur fines

Illustrative Use Cases

These examples show typical scenarios where a Campus Center Use Agreement clarifies responsibilities and logistics.

On-Campus Conference

A departmental conference requests multiple rooms and catering

The organizer lists AV and food vendors in advance
The venue office issues a single agreement covering rooms, equipment, insurance, and cleaning fees to avoid separate vendor contracts and speed billing.

Student Concert

A student organization books a performance with external sound crew

The group provides vendor certificates and a production schedule
The signed agreement requires additional insurance, sets curfew hours, and assigns post-event cleanup responsibilities to the organizer.

Frequently Asked Questions

Answers to common questions about validity, signatures, insurance, and amendments to the Campus Center Use Agreement.

Need help? Contact support

Is an electronic signature legally binding?
Yes. Electronic signatures satisfy the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are met. Certain narrow exceptions apply for wills and some court filings.
Do external groups need insurance?
Most institutions require a certificate of insurance naming the university as additional insured. Minimum limits vary; confirm limits in the agreement and provide the certificate before final approval.
Who is authorized to sign?
Authorized signers are typically department chairs, event managers, or appointed institutional representatives. External groups often need a campus sponsor or evidence of authority to bind the organization.
Can I amend the agreement after signing?
Yes, but amendments should be documented in writing and signed by authorized representatives. Material changes (dates, capacity, vendors) often require reapproval by facilities or public safety.
What happens if the event is canceled?
Cancellation remedies are governed by the agreement's cancellation clause. Refunds, forfeiture of deposits, and rescheduling options depend on notice periods and the reason for cancellation.
Are notarization or witnesses required?
Not typically required for routine venue agreements. Some attachments (affidavits, permits) may need notarization depending on state or local rules; check those requirements early.

eSignature Vendor Pricing Snapshot

Typical entry-level pricing and feature indicators for common eSignature vendors; signNow is listed first for comparison purposes.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day free trial	Varies by promotion	Varies by promotion	Varies by promotion	Varies by promotion
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

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