Holding Meetings or Events

Steps to Procuring a Location for Meetings

1. Check Facility Availability 

• Contact the facility to verify that location is available for the requested dates. 

***   For Placer County Veteran's Memorial Halls ONLY
Check their Online Calendars first, then proceed to the FUR section.

** A Note about Insurance Coverage: 

• Insurance coverage from UC is required for most locations.

• Insurance coverage with some locations may already be in place. 4-H office will advise of status.

• AT-HOME locations will ALWAYS require a Certificate of insurance from UC.
  • The following additional paperwork will be needed to complete the request.
    • Attachment D,
    • Proof of homeowner Insurance coverage declaration page

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.

• Please allow a minimum of 10-14 days for the 4-H office to process your request. Days may varies depending on insurance coverage that may already be in place.

• Any request sent with missing information will be sent back for completion.

CHECKLIST to make sure all the information has been entered on the FUR. 

1. Name/contact info of person requesting the facility - (4-H club leader/project leader)
2. Facility/Location available for dates needed - (contact facility, verify, and confirm dates)
3. Additional forms required by facility - (contact facility to ask and obtain forms, if any)
4. Facility physical address – (where meetings will take place)
5. Facility contact name, email & phone - (not the same as person requesting)
6. Dates and times needed for meetings – (Include set-up and clean-up times)

Project/Meeting FUR Forms:

• FACILITY REQ FORM - PROCESS INFO
• Project/Meeting Electronic FUR

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. 

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: 

• One Time Event Electronic FUR
• FACILITY REQ PROCESS - COUNTYWIDE EVENT (PDF)

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. 

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