1440 Group Learning Program Policies & Participant Requirements
1440 Multiversity conducts private educational courses and workshops for attendance by Group participants registered for learning programs. Group may not invite any unregistered guests to campus that are not included in this contract and/or subsequently registered and pre-paid to attend Group's educational learning program at 1440. Group will notify attendees of their payment obligations and agrees to always comply to the following 1440 GROUP LEARNING PROGRAM POLICIES AND PARTICIPANT REQUIREMENTS – fully supporting 1440's enforcement and application of them while Group is on campus. These policies are subject to change at 1440’s sole discretion without notice based on business needs.
Identification Requirements: To ensure the health, safety, and privacy of the 1440 campus, Group’s participants must be registered with 1440 and are always required to wear 1440 issued lanyards and learning program registration badges to access the 1440 campus. To comply with 501(c)(3) exemption legal requirements, 1440 is required to, and will, deny service and access to campus facilities to anyone who cannot easily be identified with credentials as a paid learning program participant. Anyone who fails to visibly display their registration badge will be asked to do so. Failure to comply will result in denial of service(s) until the 1440 issued credentials can be presented, which may require participants to retrieve their badge before being served or provided access to campus services.
Group Learning Program Registration and Transportation: All Group participants are required to register with 1440 staff at the main desk in the Lodge Building (or other location designated solely by 1440) upon arrival regardless of their participant status. Group must prearrange for use of any/all public spaces and pay all related charges to fulfill such requests to include, but not limited to, labor fees, equipment costs, venue/rental fees, and so on. For the safety and convenience of all participants, no public spaces can be used for private group transportation or deliveries. Group agrees that aesthetics and tactile stimulation of the campus is an important element designed to enhance the learning experience of all participants and agrees 1440 has the sole right to maintain and enhance these experiences for everyone without compromise.
Audio-Visual, Utilities, Rigging, Photography and Filming: Group agrees to use 1440’s audio-visual services to fulfill all on-site educational needs for audio-visual production, electrical services, utilities, power, internet access, bandwidth, rigging, photography, recording and/or streaming needs (collectively, the “AV Services”). Group understands and agrees to pre-pay 1440 at prevailing rates for technician labor and related service fees whenever built-in equipment is activated for use as this equipment requires support regardless of whether it is provided complimentary or not. No outside vendor may use equipment owned by 1440, even if, in rare cases, 1440 determines it is in its best interest to allow an outside company to fulfill AV Services and use 1440’s equipment. Prior to approving such requests, 1440 must receive a detailed request for AV Services in writing by Group at least 60 days prior to Group’s arrival. Upon receipt and review, 1440 and its AV Services provider will solely determine whether using an outside provider is necessary or acceptable. Even if 1440 approves the use of an outside vendor to fulfill and/or support the Group’s learning program AV service needs, Group understands it will incur and agrees to pre-pay 1440 for all labor, technician services, power, equipment, and administration fees related to fulfillment of Group’s request at 1440’s sole determination. Group agrees that no outside vendor or contractor hired by Group to fulfill any AV Services will be afforded access to the campus or facilities unless (i) all such staff are registered as Day Learning Delegates with 1440 prior to the event, (ii) pre-payment of all fees and related costs assessed by 1440 and our AV Services provider has been paid in advance, (iii) the vendor has provided 1440 with a refundable damage deposit, and (iv) proof of insurance accompanied by a signed waiver of liability and release.
Program Materials & Boxes: Due to 1440's limited space storage, Group’s educational materials may not be shipped to 1440 more than 3 days prior to the start of any learning program. 1440 assesses a mandatory service charge of $5.00 per box or package per day plus any applicable labor fees for all materials outside of these parameters, and Group agrees to be responsible for all such costs once added to the Group primary account. Palettes should never be shipped to 1440 without prior approval will be assessed labor service charges and storage fees (which may be arranged off-campus) as deemed appropriate at 1440’s sole discretion which Group agrees to pay as noted above.
Pre-Planning Requirements: Group agrees to make all service requests in writing exclusively through the assigned 1440 Event Manager after the Group Learning Program Contract is executed and to confirm services (to include but not limited to credit card authorization forms, banquet event orders, audio-visual quotes, equipment rentals, event diagrams, and other service add-ons collectively referred to as the “supplemental documents”) presented by the 1440 Event Manager. It is the Group’s sole responsibility to review, sign and return all supplemental documents to the Event Manager or Programming Sales Manager as appropriate to confirm services which will be added to Groups final pre-payment assessment. Group understands the original contracted services and supplemental documents will determine its financial obligations and agrees that it must fully pre-pay for all such services in advance before 1440 will make the necessary arrangements to fulfill them. Final Group payment requirements, primary account status, and/or extension of Group’s credit is at the sole discretion of the Director of Finance of 1440.
Delivery and Pickup: Arrival of all displays, exhibits, decorations, equipment, volunteers, vendors, visitors, exhibitors, musicians, and other arrangements (the “Outside Services”) must be pre-approved by 1440 in writing, and once approved are required to check in with the 1440 Security Office located in The Lodge building. Once registered, they will be escorted to the designated entrance appropriate for the function space once they have signed a vendor visitation form. Group is solely responsible for requesting and receiving written approval by 1440 for utilization of any outside service(s) at least 21 days prior to arrival. Failure to comply will result in 1440’s refusal to provide access and/or their immediate removal from campus. Group agrees to communicate this policy in advance to all possible outside services providers and agrees to pay 1440 fall all costs related to non-compliance and/or damage done to the campus grounds and facilities done by such outside services providers.
Outdoor Venues/Curfew: All events and assemblies utilizing outdoor venues must end by 10:00 PM in compliance with the City of Scotts Valley established noise ordinance – Section 4.9. Group is solely responsible for adhering to this time and agrees to take sole responsibility for non-compliance of the current ordinance, including the payment of venue fees for indoor spaces and associated labor costs determined solely by 1440 in addition to payment of any fees or fines imposed by local authorities.
Signage: Signs and banners are not allowed by Group in any public area of the campus and must be contained to the interior of the learning program room or space designated by 1440 – any/all exceptions must be approved at least 60 days prior to the event by both the General Manager and the Managing Director in writing or Group will be required to remove them. In no circumstance, can 1440 approve placement of any program materials - signs, displays, exhibits, posters, pictures, banners, decorations, or other materials - that (i) pose a threat to public safety or do not conform to all applicable building codes and fire ordinances, or (ii) are not professionally printed, or (iii) that affix to any permanent campus hard surface, fixture, or structure. Group agrees that nothing will be posted, nailed, screwed, or otherwise attached to walls, floors, or other parts of any building or furniture. Distribution of gummed stickers or labels is strictly prohibited. If Group desires to hang or adhere posters, banners, flip chart paper or other material in meeting rooms, sleeping rooms or public space, your Event Manager must be notified of this request in 60 days in advance of your event to obtain a cost estimate provided by 1440’s Director of AV Production for approval. Group agrees non-compliance of this policy is a material breach of the agreement. 1440 reserves the sole right to remove all unapproved materials without notice. Group agrees to be responsible for all costs incurred by 1440 to clean and/or repair any area occupied by the Group at 1440’s sole discretion.
Use of 1440 Name, Image, and Logo: Group agrees not to use 1440’s name, images, trademark, logo or any other proprietary designation in any collateral, website, advertising, or promotional material without the prior written permission of the Senior Director of Marketing of 1440 Multiversity and agrees its failure to do so is a breach of this agreement.
Prohibited Substances: To maintain a safe and healthy environment for all, Group acknowledges and agrees that the use, possession, distribution, or sale of narcotics, hallucinogens, depressants, stimulants, marijuana, controlled substances, or drugs (collectively referred to as “Prohibited Substances”) which are classified as illegal under federal, state, or local laws is strictly prohibited at 1440 – this does not apply to medication prescribed and/or administered by a licensed physician and taken in accordance with such prescription. In addition to any other rights or remedies that may be available to 1440, Group agrees 1440 may, without any liability whatsoever, in its sole discretion terminate or restrict Group’s access or use of 1440 at any time and without notice. For certain pre-approved medical related education programs, 1440 will require all such participants to sign and return a waiver and release of liability form to 1440 with registration prior to arrival to the 1440 campus.
Open Flame Smoke-Free Campus Policy: 1440 Multiversity recognizes its obligation to create a healthy environment for all, therefore, has a smoke-free campus policy for visitors and employees to pursue their work and educational goals. The policy includes the prohibition of smoking of cigarettes, cannabis, pipes, cigars, and other tobacco products as well as other substance that are not medically prescribed by a doctor or medically supervised. The recreational use of cannabis (including edibles) and smokeless tobacco products (i.e., chewing tobacco, snuff, etc.) and the use of electronic smoking devices (i.e., vape pens and e-cigarettes) are also prohibited. To mitigate the risk of forest fires and preserve our natural environment, no open flame is allowed anywhere on campus. We ask that participants not smoke in the residential neighborhoods adjacent to 1440 as a courtesy to their families and children. Failure by Group or any attendee to comply with this policy will result in a breach of contract by Group and may result in immediate eviction from campus. Participants must go off campus to engage in restricted on-campus activities.
Non-Commissionable Group Learning Packages: 1440 operates within the exempt status of the 1440 Foundation, a 501(c)(3) non-profit wellness and learning campus. 1440 is not a hotel and is prohibited from paying commissions or allocating any sort of reimbursements.
Outside Contractors: 1440 offers a wide range of services necessary for a successful learning program, meeting, or event, and as a private owned campus reserves the sole right to approve or deny the use of any outside services by Group. Before negotiating or securing any outside service, Group agrees to submit all such requests in writing to 1440 indicating the vendors, companies, individuals, or organizations Group wishes to be hired by or on behalf of Group (collectively, “Contractors”) to ensure that doing so is amenable to 1440 and does not jeopardize 1440’s non-profit status. 1440 reserves the sole right to approve or deny all Contractors as well as their services, needs and specifications (e.g., electrical requirements). 1440 also reserves the right to require Contractors to comply with 1440’s requirements at our sole discretion. Upon written approval of Contractors by 1440 to Group, 1440 will cooperate with such approved Contractors including, if applicable, provide technicians as deemed appropriate by 1440 to oversee the set-up, operation, and breakdown of a production for fees determined appropriate exclusively by 1440 for all such services. Group accepts full responsibility for its Contractors and all related charges imposed by 1440 for the admittance and service thereof and agrees to pay for all standard charges assessed for each outside service (charges applicable to technicians, services and other charges assessed by 1440) to accommodate its use of outside Contractors so long as they are billed to the Group primary account. All Contractors must carry workers’ compensation insurance in the statutory required amount and comprehensive general liability insurance in an amount that sufficiently provides coverage for their respective contract obligations and activities at 1440. All such general liability policies will specifically name 1440 as an additional insured, and such insurance will be primary and not contributory with 1440’s coverage. Evidence of such insurance must be provided by Contractors prior to entering the campus or their access may be denied.
Campus Health & Safety Guidelines: 1440 Multiversity supports a safe, clean environment for workers and program participants. Established guidance and protocols are not intended to revoke or repeal any statutory or regulatory rights and is not exhaustive to always include current county health orders, nor is it a substitute for any existing safety and health related regulatory requirements such as those of Cal/OSHA. 1440 observes Cal/OSHA safety and health guidance in addition to CDC recommendations for additional guidance provided to businesses and employers. Group agrees to download and review 1440’s most current Campus Health and Safety Guide and to adhere to and reinforce 1440’s established health, safety, and surveillance protocols to all participants while on campus. In addition, Group further agrees to participate in and cooperate with emergency protocols if/when new cases of illness are identified on campus or in the workplace, so that swift intervention by public health authorities can be taken to mitigate viral spread. Group will be solely responsible for all costs related to any testing or safety protocol it requires of 1440 staff or facilities if approved by 1440 including, but not limited to, testing costs, labor fees, venue fees, equipment, registration requirements, etc.
Insurance: Group agrees to obtain, maintain, and provide evidence of insurance upon request in amounts enough to provide coverage for any liabilities that may reasonably arise out of or result from the respective obligations pursuant to this contract.
FOOD & BEVERAGE AND CLASSROOM REQUIREMENTS
Meals, Private Events and Alcoholic Beverages: California State licensing restrictions require that only food and beverage purchased and/or prepared by 1440 be served on campus – meal delivery service providers are not allowed into any campus buildings or public spaces. Group agrees that it will procure all food and beverage (including donated items, if approved) exclusively from 1440 and agrees to observe campus policy that no food and/or beverage of any kind (including alcohol) is allowed to be transported to campus or into any 1440 learning program room, private learning event, public space, or accommodation used by Group or any of Group’s attendees. Group has been informed and accepts that 1440 is licensed to serve only beer and wine which 1440 makes available for participants to purchase in moderation only in the evenings. Non-alcoholic beverage options (including beer) are readily available and strongly encouraged as an option over alcohol for optimal enjoyment of the campus learning experience. 1440 strictly adheres to the established licensing and policy enforcement requirements of the California Department of Alcoholic Beverage Control. 1440 will cease service to entire Group without notice if Group violates these rules or if persons under the state-mandated age limit are present and attempt to receive service of alcoholic beverages. 1440 must request proper identification (government issued photo ID) of any person of questionable age and refuse alcoholic beverage service if (i) the person is underage, (ii) proper identification cannot be produced, (iii) any person who, in 1440’s sole judgment, appears to be intoxicated or under the influence of any substance. Group may request and agree to pay for special meals for participants diagnosed and prescribed with specific medical needs for their individual consumption. Once all such requests are pre-approved by 1440, Group agrees to pre-pay 1440 for the advanced arrangement of such meals to include, but not limited to, related labor, equipment costs, and other service charges 1440 requires to fulfill such requests at 1440’s sole discretion.
A Banquet Event Order will be required for all contracted private learning events, which Group will be required to sign and return to 1440 before being confirmed. The guaranteed number of attendees at each private learning event must be communicated to the Events Office at 1440 no later than (30) days prior to arrival to avoid price increases related to short-term procurement of supplies, commodities, and labor determined at 1440’s sole discretion. Group agrees to pay revised prices when failing to adhere to this deadline if 1440 cannot make reasonable substitutions in menu items or service offerings to meet establish costs related to contracted pricing.
Final charges will be assessed based on the greater of (i) final approved guaranteed number of attendees; (ii) the number of persons outlined on the most recently updated banquet event order; (iii) the original count contracted if no guaranteed number is provided; or (iv) the total number served as provided by 1440, whichever is greater. Nothing in this paragraph will decrease Group’s obligation to produce the required amount of Total Anticipated Package Revenue as set forth below, which may be increased if private events are added subsequently to this contract. Should you desire additional or private food and beverage services, meeting space and/or events beyond those specified in the Schedule of Events above, please advise us as soon as possible to determine availability. 1440 reserves the sole right to reassign event locations to provide the best overall campus experience. Diagrams and identification of 1440’s meeting and event space used for Group's meeting may not be disseminated without 1440’s prior approval.
Classroom Requirements: Should you desire additional learning or gathering space, please contact us as soon as possible to improve the likelihood that we can accommodate your needs. Facilities are always subject to availability and classroom fees are assessed at the time of the request at a rate of $3.00 per square foot per day. Group agrees to vacate all assigned learning venues as outlined below and leave each space in the same condition in which it was set including the disposal of all materials 1440 did not provide. Group agrees to pay 1440 a minimum reset fee of $500.00 if 1440 is left to remove breakdown special set-ups, remove Group’s trash or unwanted learning materials. Additional fees will apply for repairs 1440 must make - not caused by 1440’s negligence - during the Group’s utilization of each learning venue and/or facility. Group agrees that all such costs/fees will be charged to Group’s primary account based on 1440’s sole discretion to recoup costs for such services.
Taxes and Service Charges: A 24% services charge and a 9.75% state sales tax will be added to all additional food, beverage, learning venue fees and audio-visual charges and are subject to change. Please note, service charge is taxable at 9.75% (or the current tax) and sales taxes will be compiled in strict accordance with federal, state, and local tax regulations on all other charges.