Skip to main content

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.

Last updated on July 22, 2021, 12:00pm PDT.

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 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.
  • 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 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.

Masks & Vaccinations

  • Masks are optional when indoors for fully vaccinated individuals.
  • By not wearing a mask indoors, individuals are attesting that they are fully vaccinated.
  • Anyone who does not register their vaccination status with the university will be assumed to be unvaccinated and be required to wear masks indoors and test weekly.
  • All unvaccinated individuals are required to wear masks indoors per California regulations.
  • Hosts of visitors and guests as well as non-SCU speakers and performers should make them aware of the mask requirement if they are unvaccinated.
  • 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.

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 indoors 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.

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.

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.

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

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.

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.

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

For More Information

Contact: Tedd Vanadilok
tvanadilok@scu.edu

Contact: Lori Salazar
lsalazar@scu.edu