General Policies & Procedures


Policies & Procedures


General
  1. Sonoma County Junior College District Policies & Procedures can be found at: http://www.santarosa.edu/polman/.
  2. No alcoholic beverages are permitted at Day Under the Oaks.
  3. No dogs, EXCEPT assistance dogs, are permitted at Day Under the Oaks.
  4. No raffles of any kind are permitted at Day Under the Oaks.
  5. SRJC is not responsible for any personal injuries, property damage, or loss during the event.
  6. Failure to comply with any DUO Policies & Procedures may result in you or your group being asked to leave the event.
Participant
  1. All Participants must comply with DUO General Policies & Procedures.
  2. The use of Styrofoam, balloons, plastic table-cloths or plastic bags is prohibited at Day Under the Oaks; and the use of plastic food and water containers is strongly discouraged.
  3. All booth locations will be assigned by the DUO Coordinator, or designee.
  4. All canopies, tarps, ropes, and stakes must be flagged for safety purposes. All participants will be reviewed for safety considerations (sharp corners, exposed metal edges, uncovered extension cords, chemical solvents, motors or other mechanical devices, electrical connections, etc.). Any unsafe conditions must be corrected or removed.
  5. Set-up will take place between 8:00 a.m. and 9:30 a.m. Participants who have not set up their booths by 9:30 a.m. will not be allowed to participate in Day Under the Oaks.
  6. Tear down will take place between 4 p.m. to 4:30 p.m. All participants must operate until 4 p.m.
  7. Day Under the Oaks and Santa Rosa Junior College are not responsible for booth set up or take down (except where tables and chairs are provided by prior arrangement).
  8. Music and performance at participant booths must be approved by the DUO Coordinator, or designee.
  9. All participants are responsible for their own set-up, security, sales and equipment. The college will provide a limited number of tables, chairs, and other utilities on a case by case basis.
  10. Day Under the Oaks will be held rain or shine. There are no refunds due to inclement weather. In the event of rain, booths may be relocated under the eves of adjacent buildings. Booths so relocated will be limited to a 10'x 10' space and no canopies/tarps will be allowed. Please plan accordingly.
Consessions
  1. All Concessions booths must comply with DUO Participant Policies & Procedures.
  2. All concessions sold at Day Under the Oaks must be approved by the DUO Coordinator, or designee - on a case by case basis.
    1. Item must have the correct, official SRJC logo, or SRJC name on it and the name of the department or club. Contact Public Relations for logo art.
    2. Official DUO Sponsors may offer their own logo items, but may not display or offer any other company, business or organization logo or materials.
    3. Items for sale should be family friendly. Item being sold may not be illegal, libelous, or slanderous, and must conform to SRJC Standards of Conduct Guidelines. The DUO committee reserves the right to prohibit selling items that it deems inappropriate.
  3. Concessions booths selling food are required to attend a Concessions Orientation Meeting to be scheduled by the DUO Coordinator, or designee, and may be required to obtain a safe food handling certificate.
    1. Groups selling high risk foods must exhibit proper handling of food at all times and staff the booth with individuals who have completed a safe food handling certificate program.
    2. The following on-line food-handling certificate programs are approved by the Student Affairs Office:
      1. Californiafoodhandler.com
      2. State Food Safety
      3. California Food Handlers
  4. The DUO Coordinator, and designees will work with Concessions booths to source recyclable, compostable, and other sustainable products to reduce the impact of this event. All participants are required to participate in our Zero Waste Initiative as part of this event.
  5. Concessions booths must establish price information at the time their DUO Application is filed and any changes to the price information must be approved by the DUO Coordinator prior to the day of the event. Concession booths may lower prices day of the event, but no price increases will be permitted.
    1. No individual item sold at Day Under the Oaks may exceed $40.00 (excluding tax)
  6. Concessions booths must have either a District Account, Foundation Account or a Club Trust Account for receipt of sales, and must follow all district guidelines and state educational code procedures regarding sales tax, use of monies, and accounting practices. Groups that do not have access to such an account may be required to participate as a Vendor.
  7. Concessions booths may sell items made by students or faculty as part of an instructional program or club activity (i.e., plants, ceramics, art, floral arrangements) at Day Under the Oaks so long as all proceeds benefit a District, Foundation, or Club Trust account.
    1. If proceeds from the sale will go to individual students, staff, or faculty members - those individuals are required to apply as a Craft Vendor and file the appropriate application and application fee.
  8. Salespeople are to remain within the confines of the sales space allowed and may not solicit in other areas.
Vendors & Food Trucks
  1. All Vendors and Food Trucks must comply with DUO Concessions Policies & Procedures.
  2. Vendors and Food Trucks must be fully licensed and permitted to operate in Sonoma County.
  3. Food Truck & Craft Vendor application fee money shall be used to finance sustainability operations at Day Under the Oaks, with all unused money being deposited in the ICC Trust for the benefit of SRJC Student Clubs.
    1. Craft Vendors must pay a $50.00 application fee to participate in Day under the Oaks. Craft Vendors must fill out a DUO Craft Vendor application form.
    2. Food Trucks must pay a $100.00 application fee to participate in Day Under the Oaks. Food Trucks must fill out a DUO Participation application form.
    3. The DUO Coordinator is authorized to negotiate application fee value with groups interested in participating in Day Under the Oaks.
  4. Craft Vendors must be SRJC students, faculty, staff, or alumni.
    1. Crafts must be the creation of the applicant, and must be approved by the Day Under the Oaks Coordinator.
    2. No kits, tumble stones, embellished objects, edible art, or plants may be submitted.
    3. Photos of the items(s) to be sold must be submitted with the applications (all photos will be returned). Selections will be based on the quality of workmanship, uniqueness of design, and presentation.
    4. Please list all the items you intend to sell. Only items approved in advance may be sold at your booth.

By submitting your event application, you indicate that your group understands and agrees to comply with these policies and procedures.