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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.

Three 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 3 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.

Reserve a Room or Space

The Event Planning Request Form is the online form you submit to request a room or space to reserve in order to start the event planning process. Samantha Kibbish and her  assist all CSOs and RSOs with reserving rooms and spaces on campus as well as tables at Benson Memorial Center for tabling. This form must be completed for any room reservation, reservation of outdoor space, or tabling request.

Note: A reservation is not confirmed until the Event Planning Request Form is approved (i.e. a room, space, or table is confirmed). Please do not advertise your event or meeting until your reservation is confirmed.

Event Planning Request Form (online form)

Three 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 3 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.

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 any needed tables, chairs, and staging that are not already provided in your confirmed room or space for your event. In addition, Facilities can provide electrical support if your event needs more electricity needs exceed what the room or space can typically provide. And Facilities can also provide trash, recycling, and compost bins for your event if substantial waste will be generated.

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. Samantha Kibbish, Assistant Director for Student Organizations, will assist you with your order.

Note: Facilities no longer works on weekends free of charge. Any requests for weekend events will be charged to the CSO or RSO at $54 per hour per Facilities staff member, who each have to work a minimum of 4 hours. Work hours for weekend shifts typically start between 6:00-7:00am and end around 3:00pm.

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. Use this online form if you need to order equipment through Media Services:

Media Services Equipment Order Form (online form)

Depending on the size and scope of your event, having one or several  officers at your event may be required. Large-scale events that may attract people outside the University community may require additional security that Campus Safety can help you arrange. Additional security options include the Santa Clara Police Department and contracted security companies.

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 only 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).

Event Planning Request Form (online form)

Reserving Athletic Facilities

Athletic facilities include the Malley Fitness 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 athletic 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 (6 hour limit)
    • Basketball courts in Malley (6 hour limit)
    • Pool (8 hour limit)
    • Bellomy Field (no limit but entire field is closed during Club Sports home games

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 athletic facilities.

Note #2: The Event Planning Request Form is still required to reserve athletic facilities even though facilities are managed by Campus Recreation:

Event Planning Request Form (online form)

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

  • The fitness class is a short (20 minutes or less) introduction to the activity and not a full class, OR
  • The fitness class is during finals week; Weeks 1-10 of any academic quarter is not permitted since classes are offered by Campus Recreation.

Off-Campus Trips & Activities

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.

Event Planning Protocol for Off-Campus Trips & Activities

Calendar of Events