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Holding Meetings or Events

Securing a Location for Meetings

Steps to Procuring a Location for Meetings

1. Check Facility Availability 

  • Contact the facility to verify that location is available for the requested dates. 
  • See 2023 Facilities List for facilities currently holding a Certificate of Insurance with UC. 

For Placer County Veteran's Memorial Halls ONLY 

Check their Online Calendars first, then proceed to the FUR section.

 

2. Check if the facility requires additional forms for hold/reserve spot

(examples: contracts, agreements, applications)

*For Liability reasons, only the 4-H County Director can sign on behalf of UC. 

Do NOT sign any forms or contracts.

  • If they require forms, please send the forms to the County Office in one of the following ways 
    • Email: placer4h@ucanr.edu
    • Mail: 11477 E Ave. Auburn, CA 95603 Att.: Placer County 4-H CES
    • Upload Docs when submitting online FUR Form (option provided before submitting form)

3. Submit a FUR Form

For ALL Projects, Meetings, or Events, a Facility Use Request form (FUR) MUST be submitted by the Club/Project Leader PRIOR to the beginning of a project, meeting, or event.

*Allow about 10-14 days for FUR form to process. New Facilities may take longer. 

Project/Meeting FUR Forms:

An email with a letter of additional date(s) and time(s) confirming request will be sent to club leader or volunteer event coordinator once facility request has been confirmed. At that time, the event can move forward with the planning phase. 

Holding an Event

For one time events, please complete the same process as hosting a meeting, but use the following FUR form. 

*Allow about 10-14 days for FUR form to process. New Facilities may take longer. 

Event FUR Forms: 

An email with a letter of additional date(s) and time(s) confirming request will be sent to club leader or volunteer event coordinator once facility request has been confirmed. At that time, the event can move forward with the planning phase. 

Documents Required by Location/Facility

See 2023 Facilities List for Facilities currently holding a Certificate of Insurance. 

Location Required Documents
Placer County Memorial Veterans Halls
  • FUR Form- PDF or Electronic Form
  • Once received, 4-H office will send out 2 county forms requesting signature from club/project leader
    • Vets Hall Rules and Regulations
    • Vets Hall set up/clean up and entry understanding form
Placer County Libraries, County, or City Parks
  • FUR Form- PDF or Electronic Form
  • Library Application- Will be filled out by 4-H Office Staff
School Locations
  • FUR Form- PDF or Electronic Form
  • School/ District Agreement/Contract (if required by school)
Public Locations- Pizza Parlors, restaurants, etc. 
  • FUR Form- PDF or Electronic Form
Club/Project Leaders Home or Private Property
  • FUR Form- PDF or Electronic Form
  • Once received, 4-H office will send back an email to the Homeowner requesting the items outlined below: 
    • Attachment D (From UC Risk Management)- to fill out and send back with signature
    • Proof of Homeowner Insurance coverage (Declaration Page Only)

Once 4-H Office has received and processed the above, UC will send a Certificate of Insurance to provide UC's insurance coverage to the homeowner
Fairs, Markets, Festivals (Booths or Attendance)
  • FUR Form- PDF or Electronic Form
  • Applications and/or agreement from Fairs, Festivals, and/or Markets

 

Forms

Projects- Processes and Forms

2023 Facilities List

FUR Project Meetings

*file381688*