Santa Clara University

Event Planning Request Form

The Event Planning Request Form is the first form you complete with Samantha Kibbish in CSL. She assists all student organizations with reserving rooms on campus as well as tables at Benson Center. This form primarily covers the following:

• Date and time
• Room reservation (location)
• Room set-up (i.e. tables, chairs, staging)
• Audio/video equipment

A reservation is not confirmed until the Event Planning Request Form is signed by Samantha Kibbish.

>>> Event Planning Request Form

Event Planning Tasks Form

The Event Planning Tasks Form is the second form you complete with your CSL advisor. Your advisor will assist you with reviewing event-related tasks and requirements. This form primarily covers the following (if applicable for your event):

• Agreements and contracts
• Facility or venue requirements
• Safety and risk management
• Food service (catering)
• Marketing
• Financing (revenue sources, expenses, payments)

Your event is not approved until the Event Planning Tasks Form is signed by your CSL advisor.

>>> Event Planning Tasks Form (available from your advisor only)

Following Through with Event Planning

After completing these two forms, subsequent steps are generally those needed to follow through on items explained on the Event Planning Tasks Form. More specifically:

• Your CSL advisor will assist your student organization with follow through on most additional items.
• Arcelia Rodriguez assists all student organizations with financial transactions such as payments, reimbursements, and deposits.
• Bon Appetit will be the primary catering option for events unless one of several exceptions are met.

Tabling at the Benson Center

If your student organization is tabling inside or outside the Benson Center, then only the Event Planning Request Form is required. Contact Samantha Kibbish to complete this form and confirm your reservation.