Booking Information & Availability

Booking Inquiries and Requests

The Alumni Center Coordinator is responsible for handling all inquiries and requests for use of the spaces within the Alumni Center. Reservation requests are reviewed in the order in which they were received. Please allow up to 3 business days to receive a response to your inquiry. Responses to requests will be sent via email. For further information, please reach out to us at 562.985.7159. 

The Anna W. Alumni Center may be rented for meetings and events Monday - Friday between the hours of 8:00 AM - 8:00 PM.

Reservations are booked in four (4) and eight (8) hour time blocks, including set up and tear down. 

  • Half Day Rentals are 4 hours or less.
  • Full Day Rentals are over 4 hours (up to 8 hours).
  • All events must conclude by 8 PM.
  • The building must be cleaned and vacated by 9 PM.

  • At this time, the Anna W. Ngai Alumni Center is no longer booking events for External (non-campus) individuals or groups.
  • All Internal (on-campus) and Registered Student Organizations (RSOs) reservations must be made at least 90 business days prior to your event date.
  • All event/meeting details must be provided in the Reservation Request Form, including the names of any guest speakers. Guest speaker names must be submitted to the Alumni Center Coordinator no less than 90 business days before your desired event date. No exceptions.
  • The Alumni Center Coordinator will confirm your booking via email. The Alumni Center Coordinator will send a follow-up form to include your event-specific details including questions about parking, catering, equipment, etc.

  • There is a 3-day courtesy hold for all bookings. The event contact will be notified when the hold is being released.

     

Policy and Procedures for Booking the Ngai Alumni Center 

  1. Purpose: The purpose of this policy is to outline the procedures for booking and using the Anna W. Ngai Alumni Center (ANAC) to ensure fair and efficient use of the facility.
  2. Scope: This policy applies to all individuals, departments, and organizations wishing to book the Ngai Alumni Center.

3. Booking Procedures

  • 3.1. Availability Check
    • Contact the Ngai Alumni Center to check the availability of the desired date and time.
    • A 3-day soft hold will be placed on the desired date.
    • Availability can also be checked via submitting an inquiry form.
    • A response to the inquiry will be made up to 3 business days of receipt.
  • 3.2. Booking Request
    • Once a date has been identified, the client will have five business days to submit a Reservation Request Form.
    • Submit a Booking Request Form, either online or via our fillable form via email, 90 business days prior to the event.
    • Prior to a reservation being submitted, all information must be provided. Include details such as event type, intended audience, name of speakers, expected number of attendees, parking, etc. Incomplete forms will not be accepted or processed.
    • Any additional external speakers and/or external guests/audiences cannot be added once events have received reservation approval; ensure all are included in the initial booking request.
  • 3.3. Reservation & Confirmation
    • The alumni center coordinator will review fully completed reservation request forms and enter into the Event Management System (EMS).
    • A detailed reservation email will be sent, including a summary of the booking details and any additional requirements.
    • The alumni center coordinator will check in with client 60 business days prior to the event date to confirm any changes to the reservation.
    • Advertising and marketing of the prospective event is not authorized until all approvals have been received on the EMS system. Approvals can take up to 25 days prior to the proposed event date.
    • Once the event receives all approvals on the EMS system, the Alumni Center staff will notify the client, and the client may begin event promotion and logistics planning.
    • All equipment and parking requests must be made 15 business days prior to the event date. No changes will be allowed 10 days prior to the event date. 

4. Payment and Fees

  • 4.1. Pre-Event
    • Two weeks prior to the event date a pre-event authorization of cost sheet will be sent to the client for signature and accounting information.
  • 4.2. Final Payment
    • Once all the service providers have entered costs, a final invoice will be sent to the party responsible for payment. 

5. Use of Venue

  • 5.1. Setup and Cleanup
    • The booking party is responsible for setup and cleanup of the venue.
    • All set-up and clean-up activities must be completed within the booked time.
  • 5.2 Site Visit and Tech Needs
    • The alumni center coordinator will schedule a site visit with the event planner via email, once the availability of the requested date is confirmed.
    • During the site visit, we will review our in-house AV equipment and capabilities and our policies and capabilities regarding additional equipment and technology including:
    • Built-in computer and capabilities
    • Laptop computer availability
  • 5.3 Damage and Liability
    • Client must sign the Ngai Alumni Center Policy Agreement prior to the event date.
    • The booking party is liable for any damage to the venue or equipment.

6. Compliance with Laws and Regulations

  • All events must comply with CSULB rules and regulations, including noise ordinances and capacity limits.

7. Contact Information

 

Venue Tours

A venue tour is designed to give you a brief overview of the property, which happens early in the planning process. To schedule a tour, please email us at: ngaialumnicenter@csulb.edu or call 562.985.7159. Tours are scheduled during our regular business hours - Monday-Friday, 8 AM to 5 PM. A venue tour must be scheduled in advance.  

Site Visits

A site visit is a scheduled appointment that takes place after you have booked the venue to begin fine-tuning the details of the day. Site visits are an essential component of putting together a successful event.  

  • All site visits must be scheduled with the Alumni Center Coordinator in advance. NO WALK-INS.
  • Site visits are required for all bookings.
  • Site visits must be scheduled in advance and are available when there are no other events in progress. 

Once your reservation has been confirmed, you are allowed one additional scheduled site visit to review the logistical details for your event. This includes a thorough review of how to operate the existing technical equipment. Additionally, it is during this scheduled site visit those other details related to catering, parking, the renting of extra furniture, and overall planning would be discussed. 

Catering is provided through an approved vendor list on the Hospitality Services List of Pre-Approved Caterers with whom we have negotiated contracts and insurance. For the most up to date list of pre-approved caterers, please visit Food Service (Hospitality) - Pre-ApprovedCaterers and Food Trucks | California State University Long Beach (csulb.edu) 

  • All events must use a university approved vendor to cater your event. Linens are not provided and can be rented through your caterer.
  • If alcohol is being served, you must fill out an Alcoholic Beverage Clearance Request Form and have it approved prior to the event. 

Vendors Not on Pre-Approved Catering List

If the pre-approved vendors do not meet your food and beverage needs, it is possible to bring in an outside caterer for your event by obtaining the proper prior approval from Risk Management. A Certificate of Liability insurance (CLI) must be provided by any vendor not on the approved caterers list. Here is the link to the list of pre-approved caterers: Food Service (Hospitality) - Pre-ApprovedCaterers and Food Trucks | California State University Long Beach (csulb.edu) 

A catering exception may be granted by Risk Management to accommodate special menu options and dietary restrictions. To learn more, please contact the Alumni Center staff at ngaialumnicenter@csulb.edu or call 562.985.7159.  

Alcoholic Beverages

No alcohol may be brought to, consumed at, or distributed at the Alumni Center facility without a signed and approved Alcoholic Beverage Clearance Form. This form must be submitted to the Alumni Center staff and is due 10 business days before the date of the event. No exceptions.

Alcohol Policy

  • Alcohol beverages must be served by a licensed, professional bartender. A list of vendors may be provided.
  • An Alcoholic Beverage Clearance Request Form (ABC) must be submitted and approved before the event date.
  • No alcoholic beverages will be served to anyone under 21. Any entity making a reservation will need to provide written confirmation that IDs will be checked.
  • Alcoholic beverages cannot be consumed or removed from the premises. 

A CSULB parking permit is always required to park on campus including the Anna W. Ngai Alumni Center. Guests attending an event may pay to park on the day of the event by purchasing a daily parking permit from a permit machine located in campus parking lots Our campus uses License Plate Recognition (LPR). Please have your license plate information ready when purchasing your permit.

Additionally, special arrangements may be made for parking fees to be paid in advance. If you are hosting an event at the Anna W. Ngai Alumni Center and would like to pre-pay for your guests, please request this from the alumni center coordinator assisting with your event. Arranged parking must be submitted to Parking and Transportation Services at least 10 days before the event date. A Rush Fee will be assessed for parking requests submitted less than this requirement.

  • Parking is enforced 24 hours a day, 7 days a week, including holidays.
  • Parking permits may be purchased for your event upon request.
  • The current daily permit rate is $15 per vehicle.
  • Discounted parking is $10 per vehicle for events with a start time of after 5:30 p.m.
  • The current All-Day Weekend rate is $10 per vehicle.

  • Event rental spaces must be used for the purpose agreed upon when making the reservation.
  • The Alumni Center reserves the right to cancel any event where misrepresentation is involved.
  • The Alumni Center welcomes Guide or Assistance animals utilized by guests with disabilities in accordance with ADA regulations. All other animals are prohibited at the Alumni Center facilities.
  • NO SMOKING or VAPING is allowed on the CSULB campus. This applies to events taking place indoors or outdoors at the Alumni Center.

SIGNAGE and DECORATIONS

  • NO BALLOONS are allowed inside the building. You may set up balloons in front of the building and in The Molina Plaza (outdoor courtyard).
  • NO GLITTER is allowed inside or outside the building.
  • No signs, banners, banners, messages, or other materials can be posted, displayed, or distributed without the prior consent of the Alumni Center staff.
  • Nails, staples, or tape may not be used on walls, floors, or windows.

SET UP and CLEAN UP

  • Event set up and clean up time must be included in the total time of your reservation. Please allow extra time for large-scale events that require additional rental equipment and catering.
  • After the event, the facilities must be reset to the same configuration as it was found. A schematic diagram of the layout will be provided for your reference.
  • At the end of the event the client must remove all equipment and decor from the Alumni Center.
  • There is no storage available.
  • The Alumni Center will not be responsible for any items remaining on the premises.
  • All trash and recyclables must be placed into the receptacles provided.
  • A post-event walk-through is required and must be completed by Alumni Center staff on duty and the client or caterer before departing premises. 
  • Your event and music must both end by 8 p.m. (no exceptions). 
  • The Alumni Center must be fully cleaned, vacated and locked by 9 p.m. - with all participants vacated.