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CSO & RSO Event Planning

The Center for Student Involvement provides support for all chartered student organizations (CSOs) and registered student organizations (RSOs) as they plan their events and meetings.
This webpage is updated frequently so please refresh your web browser each time you visit to make sure you are getting the most up-to-date information.

Last updated on October 6, 2021, 1:30pm PDT.

Updates

UPDATE AS OF October 6, 2021: If your student organization is doing a food fundraiser or serving food for free while tabling at Benson, you can only have homemade food or food supplied by Bon Appetit (drinks may not be sold or served); see the "Tabling at Benson" section below for more information.

UPDATE AS OF September 30, 2021: If your student organization plans to host off-campus trips and activities, see the "Off-Campus Trips & Activities" section below about an online form so we can be aware of your whereabouts and for a list of preferred bus companies if you need buses.

UPDATE AS OF September 2, 2021: Student organizations are no longer permitted to rent from Airbnb, VRBO, or other house rental services. Instead, please rent through hotels, hostels, campgrounds, retreat sites, and other similar establishments.

UPDATE AS OF September 1, 2021: An image for the Fall Event Matrix is added below to help advise on what is permitted for Fall 2021 given current COVID health and safety regulations.

UPDATE AS OF September 1, 2021: Information about reserving Residence Life spaces are added below.

UPDATE AS OF August 31, 2021: Several outdoor spaces will not be available during at least the fall quarter in order to accommodate classes being held outdoors at these spaces. A list of exact spaces will be listed on this website by the start of fall classes.

UPDATE AS OF August 31, 2021: Tabling in front of or at any other parts of the Library is no longer permitted. Any tabling at locations around campus other than the Benson plaza and lobby is unauthorized and may lead to your student organization temporarily losing reservation privileges for all rooms and spaces.

UPDATE AS OF August 26, 2021: Web link added below for an online form to request petty cash or cash advance to help pay for in-store purchases.

UPDATE AS OF August 25, 2021: Web link added below about religious holidays to keep in mind when planning events and meetings during the academic year.

UPDATE AS OF August 18, 2021: Gift cards are not allowed and will not be reimbursed. Instead, consider giving products as gifts. Full information is added below.

UPDATE AS OF August 3, 2021: Until further notice, masks are required indoors regardless of whether or not an individual is vaccinated. Also, details about financial transactions as well as about food, snacks, and catering are added below.

Reserve a Room, Space, or Table

The Event Planning Request Form (see web links below) is the online form you submit to request to reserve a room, space, or table for events, meetings, and tabling on campus.

Important reminders:

  • An event, meeting, or tabling is not confirmed as approved until the room is confirmed as reserved and any relevant and required contracts are signed by SCU.
  • A room reservation request is due at least 5 business days prior to a meeting or tabling date and at least 15 business days prior to an event date.
  • All relevant and required contracts must be fully reviewed and signed by all parties at least 15 business days prior to an event or meeting date.
  • Students are not permitted to sign any contracts. If you accidentally signed a contract, contact Tedd Vanadilok at tvanadilok@scu.edu immediately to learn how to remedy the situation.
  • Click here for a list of religious holidays to keep in mind when planning events and meetings during the academic year.

Click on the Event Planning Request Form that best fits your student organization:

Note: If you need a reservation for a class assignment or project, please work with your faculty and/or faculty's department to make this reservation on your behalf. The Center for Student Involvement manages reservations for CSOs and RSOs only.

COVID Health & Safety Regulations

COVID health and safety regulations for the 2021-22 academic year are below. SCU will continue to actively monitor the status of the pandemic and will update its health and safety regulations as necessary.

Fall 2021 Event Matrix

Fall 2021 Event Matrix

Masks & Vaccinations

  • Masks are required indoors regardless of whether or not an individual is vaccinated.
  • Hosts of visitors and guests as well as non-SCU speakers and performers should make them aware of the mask requirement, again, regardless of whether or not they are vaccinated.
  • In compliance with California regulations, SCU will provide masks upon request to unvaccinated individuals.
  • Requests for masks can be made by contacting the Environment, Health & Safety (EHS) Department.

Social Distancing

  • Social distancing requirements and room density limitations are eliminated throughout campus.
  • SCU events, meetings, and tabling may resume without restrictions on gathering size limits.
  • However, building managers may set their own restrictions for social distancing which must be complied with.

Respect for Others

  • As we continue down the path back to normalcy, please keep in mind that some vaccinated people may choose to continue wearing masks outdoors and some individuals may choose to social distance as an extra precaution.
  • Vaccinated individuals may choose to engage in these extra precautions as they care for or interact with vulnerable and high-risk populations or individuals that are unable to be vaccinated.
  • It is important to respect these personal decisions and to demonstrate sensitivity as everyone gets reacclimated to campus.
  • All community members are expected to contribute to and maintain an inclusive and welcoming environment for all, regardless of vaccination status or personal health precautions.

Financial Transactions

Food, Snacks & Catering

  • Communal food and drink for sharing whether for meals or snacks is highly discouraged unless individual servings are professionally packaged and sealed.
  • If using Bon Appetit for catering, then follow their lead on what they can and can't provide.
  • If using non-Bon Appetit catering or other food service, then it's highly recommended that all food and drink are professionally packaged and sealed in individual portions, i.e. no sharing or buffets.
  • Sharing food and buffets aren't prohibited, just discouraged if it is possible to serve individual servings or portions instead.

After Reservation is Confirmed

For most events, CSOs and RSOs are empowered to plan and manage their own events. However, your advisor through the Center for Student Involvement is ready to assist you wherever needed to plan and manage your event, especially around areas of risk and/or if contracts are required.

Click here to view the list of advisors.

Arcelia Rodriguez assists all CSOs and RSOs with financial transactions such as reimbursements, payments, deposits, transfers, and donations. She also assists CSOs and RSOs with managing their fund accounts and balances.

Click here to learn more about funding and finances for CSOs and RSOs.

Bon Appetit will be the primary food service and catering option for events unless one of several possible exceptions are met. Options by Bon Appetit include the full catering menu as well as an Express Catering menu (you have to pick up the food yourself, i.e. no delivery, set-up, or tear-down service) and an "Under $200" menu.

Click here to learn more about food service and catering options for CSOs and RSOs.

Facilities can provide the following:

  • Tables, chairs, and staging that are not already provided in your confirmed room or space for your event.
  • Electrical support if your event's electricity needs exceed what the room or space can typically handle.
  • Trash, recycling, and compost bins for your event if substantial waste will be generated.
  • Custodial services to clean event spaces (if requested or as needed).

Facilities reservation orders for tables, chairs, staging, electrical needs, and/or waste bins must be submitted at least 7 business days in advance of your event date. Your CSI advisor can assist you with your order.

Note #1: View the resource PDF below for full details about what Facilities offers and what the protocol is to request services for your event. This PDF also outlines all possible fees and fines so your student organization is aware in advance.

Note #2: Facilities no longer works on weekends free of charge. Any requests for weekend events will be charged to the CSO or RSO at $72 per hour per Facilities staff member (minimum of 2 staff), who each have to work a minimum of 4 hours. Work hours for weekdays are 6:00am-2:30pm.

Resource: Event Services Policy by Facilities (PDF)

Click here to learn more about the services that Facilities offers.

Media Services (now called Academic Technology) can provide any needed audio/video equipment such as laptops, projectors, screens, sound systems, microphones, webcams, etc. that are not already provided in your confirmed room or space for your event.

Also, Media Services is able to assist with planning virtual events using Zoom Webinar to accommodate large audiences, multiple speakers, and breakout rooms.

Use the following online form if you need to order equipment through Media Services:

Media Services Equipment Order Form (online form)

Crowd (audience) safety and security should always be of upmost importance. If crowd safety and security are a concern for your event, please contact Tedd Vanadilok at tvanadilok@scu.edu to learn about options.

Your CSI advisor may also request that your event have measures in place to ensure everyone is safe and the event venue is secure.

Click here to learn more about crowd safety and security at events.

Tabling at Benson

If your CSO or RSO is tabling inside or outside the Benson Memorial Center, then the Event Planning Request Form is required to request a table.

Note: A reservation is not confirmed until the Event Planning Request Form is approved (i.e. table is confirmed). See "Reserve a Room, Space, or Table" section at the top to find the list of Event Planning Request Forms.

Tabling in front of or at any other parts of the Library is no longer permitted. Any tabling at locations around campus other than the Benson plaza and lobby is unauthorized and may lead to your student organization temporarily losing reservation privileges for all rooms and spaces.

If you need a tabling reservation for a class assignment or project, please work with your faculty and/or faculty's department to make this reservation on your behalf. The Center for Student Involvement manages reservations for CSOs and RSOs only.

Student organizations may host bake sales or food tabling sales at Benson Memorial Center as long as the following guidelines are followed:

  • Baked goods (i.e. cookies, cakes, brownies, dessert bars, etc) must be made by the organization members, not purchased at a bakery, grocery store, restaurant, catering company, etc. to be resold.
  • If homemade goods are not being sold, any food sold at Benson tabling must be by Bon Appetit.
  • Food that has a required holding temperature to stay hot or to stay cold may not be sold.
  • Beverages may not be sold.
  • All of the above also applies if food is being served for free.
  • Tabling requests must be through the Center for Student Involvement and confirmed by Benson Memorial Center.

Residence Life Spaces

Submit a reservation request:

  • Use the appropriate Event Planning Request Form at the top of this webpage to subit a reservation request.
  • See notes below first before you submit a reservation request so you are aware of what spaces are available to student organizations.

Classrooms:

  • Casa Italiana 3, 7, and 8
  • Graham 163 and 164
  • Sobrato 18 and 19

Reservation prioity:

  • Priority for these spaces is given to academic courses scheduled through the Registrar.
  • The Registrar blocks these spaces from 8:00am until 6:00pm as classroom reservations are being finalized.
  • Blocks on these spaces will be removed by the third week of each term.
  • During the weekends, reservations for the classrooms are limited to da Vinci, Alpha, and Loyola RLCs and Office of Residence Life events.
  • All other reservation requests with start times prior to 8:00pm will be permitted.

Access to buildings:

  • All faculty, staff, and students have access to the front doors of Casa Italiana, Graham, and Sobrato Halls, Monday through Friday between 7:00am and 8:00pm using their ACCESS Card.
  • Sobrato front doors are unlocked between 7:45am and 6:00pm.

Submit a reservation request:

  • Use the appropriate Event Planning Request Form at the top of this webpage to subit a reservation request.
  • See notes below first before you submit a reservation request so you are aware of what spaces are available to student organizations.

Commons and multipurpose rooms:

  • Casa Italiana
  • Finn
  • Graham
  • McLaughlin-Walsh
  • Sobrato
  • University Villas

Reservation priority:

  • These spaces are designated as community spaces for the residents and priority is given to Office of Residence Life events
  • Depending on campus need, these spaces are at times used as classroom space.
  • Student organizations must submit reservation requests through the Center for Student Involvement.
  • All requests must be made 7 days in advance of the event or meeting.

Submit a reservation request:

  • Use the appropriate Event Planning Request Form at the top of this webpage to subit a reservation request.
  • See notes below first before you submit a reservation request so you are aware of what spaces are available to student organizations.

Courtyards and outdoor spaces:

  • Dunne Volleyball Court
  • Sobrato Mall (lawn in front of Sobrato Hall)
  • Kennedy Lawn (lawn between Swig and McLaughlin-Walsh Halls)
  • Various courtyards for each residence hall

Not available for community use:

  • University Villas barbeque area are for resident events only.

The spaces listed below are for RLC use only and are not available to be reserved by student organizations:

  • Casa Italiana Courtyard
  • Casa Italiana Den (Casa 4)
  • Casa Italiana Tech Room (Casa 1)
  • Graham Study Rooms (Graham 256, 257)
  • Graham Theater (Graham 258)
  • Sobrato Courtyard
  • Sobrato Den (SOB 31)
  • Sobrato Tech Room (SOB 18)

Residence hall staff are not responsible for setting or resetting the space. If a specific set up is needed, your student organization is responsible for working directly with Facilities or doing the setup and reset yourself. Event setups should be requested through Facilities at least 10 days in advance and can occur Monday-Friday until 3:30pm.

If additional media equipment is needed beyond what is provided in the space, your student organization is responsible for reserving equipment through Academic Technology (Media Services). The commons and classrooms are equipped with a projector, screen, and speakers.

Student organizations may lose the right to reserve or use a Residence Life space for reasons including, but not limited to:

  • Failure to return the space to designated layout (floor plan will be located in each room)
  • The space is left dirty
  • There is damage to equipment and/or furniture
  • Doors are left propped open or space is left unsupervised (security risk)

Campus Recreation Facilities & Fitness Classes

Campus recreation facilities include the Malley Center, Sullivan Aquatic Center (Pool), and Bellomy Field. Reservation parameters are as follow:

  • CSOs and RSOs can request practice space starting Week 2 of the quarter for when practices are to be held. Practices may start as soon as that week, but not during Week 1.
  • However, if CSOs and RSOs that want to host events at campus recreation facilities, then they may submit reservation requests at any time.
  • Keep the following reservation limits in mind (limits are per week per student organization):
    • Multipurpose room in Malley Center (6 hour limit)
    • Basketball courts in Malley Center (6 hour limit)
    • Pool (8 hour limit)
    • Bellomy Field (no limit but entire field is closed during Club Sports home games
  • All pool reservations that might take the pool over capacity (50 people) for the regular scheduled staff will require the scheduling of extra lifeguards before the reservation is confirmed; one lifeguard is needed for every 25 individuals at the event regardless of whether they are in the pool or on deck.

Note #1: CSOs and RSOs are not permitted to have minors (anybody younger than 18 years old who is not a Santa Clara student) participate in their practices or attend their events using campus recreation facilities. All non-students that are over 18 years of age must be sponsored by a current student and pay the guest fee to use the Malley Center or Pool. Non-students are not permitted to use Bellomy Field.

Note #2: The Event Planning Request Form is still required to reserve campus recreation facilities even though facilities are managed by Campus Recreation. See "Reserve a Room, Space, or Table" section at the top to find the list of Event Planning Request Forms.

CSOs and RSOs may host fitness classes only if the instructor is nationally certified (verification is required) AND if the class being offered fits these specific parameters:

  • The location you are having the class is adequate for that type of class and size of the class.
  • For example, yoga should not be done on a concrete patio and kickboxing requires space for the participants to kick their legs and move around.

Note: At this time fitness classes through Campus Recreation continue to be supported by donations and there is no impact on the budget for the program by CSOs and RSOs having classes. This is subject to change if Campus Recreation has to charge students for class passes. Click here to see what fitness classes Campus Recreation is offering.

The Degheri Tennis Courts are reserved through Stephane Hironaka Juteau at shironakajuteau@scu.edu with the Athletics Department.

Off-Campus Trips & Activities

Domestic and international travel are permitted as long as all country, state, county, local authority, and host site regulations are complied with. It is your student organization's responsibility to learn, understand, and comply with these regulations.

If your CSO or RSO is planning an off-campus trip or activity, then you need to follow the protocol for trips instead of the event planning process described above which is primarily for on-campus events.

Click here to learn more about planning off-campus trips and activities.

Click here for an online form to inform us of your off-campus trips and activities so we can be aware of your whereabouts.

Click here for a list of preferred bus companies if you need buses.

The Center for Student Involvement manages the van fleet. In total we offer 4 vans. Each van is a Toyota Sienna and seats 7 people including the driver.

SCCAP and Into the Wild have top priority so it is important to note that reservation requests do not guarantee that we will have vans available for the dates you need so be prepared for alternate transportation if we are not able to fulfill your request.

Click here to learn more about the van fleet and how to submit a reservation request.

Zoom Safety & Options

Zoom Resources

Zoom for Speaker & Panel Events

  • Zoom allows you to spotlight multiple people if you are doing a speaker series or panel discussion; this is helpful in unifying what your participants see in larger meetings and events.
  • Click here to learn more about spotlighting people in Zoom.
  • The following options are available:
    • 100 Participants: $20 per 7 days (unlimited webinar sessions & practice session).
    • 500 participants: $60 per 7 days (unlimited webinar sessions & practice session).
    • 7 days will include setting up the webinar, including practice sessions and rehearsals, running actual events, and running and downloading reports and videos.
    • If a technician is needed to lead practice sessions and actual event support, there will be an extra charge.
  • To learn more, contact Media Services at mediaservices@scu.edu.

Zoom for Different Audience Sizes

  • The regular Zoom platform allows audience sizes of up to 300 people including hosts, presenters, speakers, etc.
  • If your audience will be more than 300 people and they will be simply watching (no audience participation), then you can stream it live on Panopto; contact Media Services at mediaservices@scu.edu to request a Panopto live stream.
  • However, if your audience will be more than 300 people and they will be expected to actively participate (versus simply watching), then there is a Zoom Webinar option; contact Media Services at mediaservices@scu.edu to learn more.

Additional Information

Religious Holidays

Click here for a list of religious holidays to keep in mind when planning events and meetings during the academic year.

Petty Cash & Cash Advances

Click here for an online form to request petty cash or cash advance to help pay for in-store purchases.

Gift Cards

Gift cards are no longer allowed to give as raffle and random drawing prizes or as gifts and prizes.

  • If you purchase gift cards, you will not be reimbursed.
  • Instead of gift cards, consider giving products as gifts.
  • To learn more, contact Tedd Vanadilok at tvanadilok@scu.edu.

House Rentals

Student organizations are no longer permitted to rent from Airbnb, VRBO, or other house rental services. Instead, please rent through hotels, hostels, campgrounds, retreat sites, and other similar establishments.

Payment or reimbursement requests for expenses related to Airbnb, VRBO, or other house rental services may not be approved.

For More Information

Contact: Tedd Vanadilok
tvanadilok@scu.edu

Contact: Lori Salazar
lsalazar@scu.edu