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CSO & RSO Event Planning

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 January 19, 2024.

Reserve a Room, Space, or Table

The Event Planning Request Form is the online form you use to submit a reservation request for a room, space, or table for events, meetings, and tabling on campus. The Center for Student Involvement (CSI) staff processes all reservation requests.

Online Form: Event Planning Request Form for CSOs and RSOs

Important reminders:

  • Confirmation: Submitting the online form to request a reservation does not mean the request is approved so please await a formal confirmation that the reservation is in fact approved.
  • Deadline: 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.
  • Contracts: All relevant and required contracts must be fully reviewed and signed by all parties prior to an event or meeting date.
  • Signatures: Students are not permitted to sign any contracts or other documents that required a signature. If you signed a contract, contact Tedd Vanadilok at tvanadilok@scu.edu immediately to learn how to remedy the situation. Otherwise, email all contracts to Tedd Vanadilok to be reviewed and signed.
  • Approval: An event, meeting, or tabling is not approved until:
    • The room, space, or table is confirmed as reserved.
    • Relevant contracts are signed by SCU.
    • Service requests and orders by Bon Appetit, Facilities, and/or Media Services are confirmed.
    • Any areas of risk or concern are properly addressed by Tedd Vanadilok (tvanadilok@scu.edu) or his designee.

Commonly Used Forms

View a list of forms commonly used by student organizations.

Advisors

Each chartered student organizations (CSOs)  and registered student organizations (RSOs)  is advised by staff in the Center for Student Involvement (CSI) and Office for Multicultural Learning (OML).

CSOs

RSOs

Although every RSO is advised by Victor Pineda, RSOs may have additional faculty or staff serve as advisors. Additional advisors are not required, however.

Funding & Finances

Funding allocations to CSOs:

  • Each spring chartered student organizations (CSOs) submit a budget proposal to the advisors for review and feedback before final review and approval by the Vice Provost for Student Life.
  • Allocations are for the following academic year and include an operating budget and student staff budget.

Funding allocations to RSOs:

  • The fund allocation process for registered student organizations (RSOs) is through the Student Affairs Committee (SAC) of the Associated Student Government (ASG) with consultation from the Center for Student Involvement (CSI).
  • For full instructions, please see quarterly emails sent by:

Contact Tedd Vanadilok (tvanadilok@scu.edu) for CSOs or Victor Pineda (vpineda2@scu.edu) for RSOs to discuss or review your student organization's funding allocation.

Student organizations can make purchases through different methods including:

  • University check
  • Direct deposit or wire transfer
  • Purchase order
  • Petty cash or cash advance
  • Credit card (in-store or online)

Note: Paying out of pocket using your own credit card or cash for reimbursement is the last resort.

Contact your CSI advisor to assist you with determining which purchasing method is most appropriate.

Payments are typically made via university check, direct deposit, wire transfer, or purchase order. Your CSI advisor will help you make that determination based on who needs to be paid and what payment method they requested (or what payment method is most appropriate).

Required forms and documents (not all are applicable):

Requests:

  • The president or budget manager (or equivalent positions) needs to prepare all required forms and documents, then place them in the appropriately labeled tray at Benson Room 201.
  • If the president or budget manager does not have the required forms and documents ready, then they will be asked to complete that step first before the request can be processed.

Contact your CSI advisor to assist you with determining which payment method is most appropriate.

Reimbursements are to pay back a student or other individual who made a payment with their own money (out of pocket).

Required forms and documents (not all are applicable):

Requests:

  • The president or budget manager (or equivalent positions) needs to prepare all required forms and documents, then place them in the appropriately labeled tray at Benson Room 201.
  • If the president or budget manager does not have the required forms and documents ready, then they will be asked to complete that step first before the request can be processed.

Important notes:

  • If reimbursements are less than or equal to $200, then the person being reimbursed will be contacted to pick up cash at Benson Room 201 once the reimbursement is ready.
  • If reimbursements are greater than $200, then the person being reimbursed will have a check mailed to them, transferred via direct deposit to their bank account, or made available at Benson Room 201.
  • The person being reimbursed has 90 days to pick up their reimbursement or else it expires and rolls back to the fund source from which the reimbursement is allocated; the 90-day window starts on the day that the reimbursement is first made available to the person.

Contact your CSI advisor to assist you with preparing reimbursement forms and documents.

Student organizations can request cash from the Center for Student Involvement (CSI) that they can use to make payments in-person at a store. Options include either petty cash and a cash advance.

Petty cash vs cash advance:

  • Petty cash is for purchases that are made that same day, then receipts and any change are returned to CSI the next business day.
  • A cash advance is for purchases made over the course of several days (i.e. during a trip or other travel), then receipts and any change are returned to CSI on the first business day back on campus.

Requests:

  • The president or budget manager (or equivalent positions) needs to submit a request for petty cash or cash advance several days before when they need the cash to ensure CSI has enough to distribute to them.
  • CSI will contact the president or budget manager once the cash is ready for pickup.
  • Same day requests are discouraged as CSI cannot guarantee that there will be enough cash since there is a limited amount of cash to service all student organizations.

Online form:

Contact your CSI advisor to assist you with discussing your student organization's cash needs.

Student organizations can request their CSI advisor to make credit card payments on their behalf whether for in-store or online purchases. Options include either purchasing card (P-card) for general purchases or travel card (T-card) for food and travel purchases.

When to use and not use:

  • The P-card and T-card should be used only if:
    • Credit card payment is the only available option; or
    • There is not enough time to use any other payment option such as university check, direct deposit, wire transfer, purchase order, petty cash, or cash advance.
  • Student organizations should plan in advance to make payment methods other than P-card or T-card.

Online form:

Contact your CSI advisor to assist you with discussing your student organization's credit card needs.

Whenever student organizations collect or receive cash and checks, that money must be submitted to the Center for Student Involvement (CSI) as soon as possible to be deposited into their respective account.

Note: Student organizations need to deposit cash and checks first before using that money to make payments and purchases; it is not fiscally responsible to use undeposited cash to make payments and purchases.

Making a deposit:

  • Paperclip the cash and checks together or place in an envelope if needed.
  • Put a post-it note on the collected money with your name, name of the student organization, and "For Deposit" (or write this same information on the envelope if using one).
  • Place the collected money in the appropriately labeled tray at Benson Room 201.
  • Return the cash box or cash bag if one was borrowed from CSI.

Contact your CSI advisor to assist your student organization with making deposits.

Student organizations are able to both make donations and receive donations. The Center for Student Involvement (CSI) assists with both processes and works with the Development Office when appropriate including to formally thank the donor for tax purposes.

Making a donation:

  • Contact CSI to request a donation be made to a charitable organization.
  • The request should include the total amount to be donated and the name of the charitable organization.
  • Accounts Payable may request certain documents depending on the charitable organization.
  • Note: A donation is a fund transfer to a charitable organization not affiliated with SCU; if funds need to be transferred to a student organization and/or university department, then follow the steps below in the "Transfers" section.

Receiving a donation (directly to the student organization):

  • Paperclip the cash and/or checks together or place in an envelope if needed.
  • Put a post-it note on the collected money with your name, name of the student organization, and "Donations for Deposit" (or write this same information on the envelope if using one).
  • Place the collected money in the appropriately labeled tray at Benson Room 201.

Receiving a donation (through means managed by the university, i.e. Day of Giving):

  • Contact CSI to confirm when such donations are made, who made the donations, and how much was donated.
  • Request transfer of those funds from the student organization's gift account to fund account.
  • Note: Donations in a student organization's gift account cannot be spent so that money needs to be transferred to the student organization's fund account.

Contact your CSI advisor to assist your student organization with making and receiving donations.

  • Note: Donated funds go into a gift account which is separate from your organization's standard fund account. Contact Arcelia Rodriguez at arodriguez@scu.edu to request a balance of your organization's gift account.

A fund transfer is used whenever funds need to be transferred between a student organization and another student organization or a university department. The Center for Student Involvement (CSI) can assist with fund transfers.

  • Contact CSI to request a fund transfer.
  • The request should include the total amount to be transferred and the names of the student organizations and/or university departments involved in the transfer (i.e. transfer $X from entity A to entity B).

Contact your CSI advisor to assist your student organization with making a fund transfer.

Student organizations have different accounts that the Center for Student Involvement (CSI) manages and tracks.

CSO accounts:

  • Fund account
  • Reserve account
  • Gift account

RSO accounts:

  • Fund account
  • ASG account
  • Gift account

Contact Tedd Vanadilok (tvanadilok@scu.edu) or Arcelia Rodriguez (arodriguez@scu.edu) to request an account balance for your student organization.

Note #1: When an RSO receives ASG funding, those funds do not go into your fund account; instead, those funds stay in a separate account under ASG and is spent from this ASG account on your organization's behalf.

Note #2: When an RSO receives donations, those funds do not go into your fund account either; instead those funds go into a gift account for your organization.

Chartered student organizations (CSOs) and registered student organizations (RSOs) are encouraged to engage in fundraising activities to increase the revenue in their respective fund accounts that may be used to pay for expenses.

The following are some common fundraisers that student organizations engage in.

Common fundraising activities:

  • Note: This is not an exhaustive list of common fundraising activities.
  • Membership dues
  • Ticket sales
  • Merchandise sales
  • Bake sales (home-made goods only)
  • Raffles
  • Santa Clara Fund (see below for more information)

Santa Clara Fund:

  • There are various fundraising options for student organizations to earn money through the Santa Clara Fund including:
    • Writing thank-you letters to donors.
    • Creating a video about how your student organization will benefit from the Santa Clara Fund.
    • Proposing your own idea.
  • Santa Clara Fund Information (PDF)

Fundraising via donors:

  • Please adhere to the following fundraising and sponsorship procedures outlined in this guide:
  • The procedures described in this guide are designed to:
    • Help you be successful as a fundraiser.
    • Ensure that gift accounting (thanking donors and providing tax receipts) is done in compliance with donor intent, IRS regulations, and University policy.
    • Prevent situations where donors or sponsors are unintentionally or inappropriately solicited (i.e. multiple asks from various student organizations or departments).
    • Make sure that your donors are recognized and feel appreciated.

Charitable contributions and sponsorships:

  • If your student organization receives gifts or donations from either alumni, individual donors, and/or companies, contact Arcelia Rodriguez (arodriguez@scu.edu) about how to properly:
    • Accept these gifts and donations.
    • Thank the alumni, individual donor, or company.
    • Access donated products and money.

Contact Tedd Vanadilok (tvanadilok@scu.edu) to discuss fundraising opportunities and options for your student organization.

Amazon and Staples orders are required to go through the university's ordering system, not through personal accounts.

Contact Arcelia Rodriguez (arodriguez@scu.edu) to assist with placing these orders for your student organization.

Expense Request Form Instructions

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Services & Resources

Learn more about methods to advertise on campus to promote your student organization and events. Methods include:

  • Flyering and chalking
  • Emailing the student body
  • Tabling and hanging banners at Benson
  • Advertising at residence halls
  • Posting digital ads on TV screens around campus

Contact your CSI advisor to assist you with finding appropriate ways to advertise.

Learn more about the services that Facilities offers. Services include:

  • Tables and chairs
  • Electricity
  • Waste bins
  • Irrigation system
  • Custodial services
  • Service fees

Contact your CSI advisor to assist you with a Facilities work order.

Learn more about food service and catering options for student organizations. Options include:

  • Bon Appetit (catering)
  • Catering over and under $750
  • External catering
  • Cultural event food service
  • Food cooked by student organizations
  • Bake sales and food sales
  • Outdoor grilling
  • Food trucks
  • Alcohol service

Contact your CSI advisor to assist you with food service and catering options.

Media Services can provide 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 or meeting.

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

Contact your CSI advisor to assist you with a Media Services equipment order.

If you need parking permits for any visitors to campus whether as performers, speakers, attendees, and other non-SCU guests, you will need to purchase them in advance of your event from Parking & Transportation Services.

Contact your CSI advisor to assist you with purchasing visitor parking permits.

Campus Safety, Parking & Transportation, and Emergency Planning are a collective unit that supports student events to ensure safety for all participants and attendees plus provide certain services and resources such as parking on campus for visitors.

Contact your CSI advisor to assist you as needed with what services and support your student organization may need from Campus Safety, Parking & Transportation, and Emergency Planning.

Learn more about safety and risk management for events. Topics include:

Contact your CSI advisor to assist you with evaluating safety and risk for your events.

Learn more about university policies relevant to student organizations and events. Policies include:

Contact your CSI advisor to assist you with reviewing which policies may be relevant to your student organization and events.

Tabling Around Campus

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

  • Online FormEvent Planning Request Form for CSOs and RSOs
  • Submitting the online form to request a reservation does not mean the request is approved so please await a formal confirmation that the reservation is in fact approved.
  • Any unauthorized or inappropriate tabling may lead to your student organization temporarily losing tabling reservation privileges.

Tabling in front of the Sobrato Campus for Discovery & Innovation (SCDI) in or by the Courtyard is discouraged.

  • However, if you do table in front of SCDI, please do not move the tables and chairs from the original locations.
  • Return them to the original locations if you do move them.
  • Any unauthorized or inappropriate tabling may lead to your student organization temporarily losing tabling reservation privileges.

Tabling in front of the Library is discouraged.

  • However, if you do table in front of the Library, please do not move the tables and chairs from the original locations.
  • Return them to the original locations if you do move them.
  • Any unauthorized or inappropriate tabling may lead to your student organization temporarily losing tabling reservation privileges.

Tabling in front of or at any other parts of other campus buildings or on open spaces like lawns and courtyards is not permitted unless you asked for and received permission to do so by the building manager.

Any unauthorized or inappropriate tabling may lead to your student organization temporarily losing tabling reservation privileges.

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 (CSI) manages reservations for CSOs and RSOs only.

Student organizations may host bake sales and food tabling sales at Benson Memorial Center or other authorized areas of campus 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.
  • No live cooking is permitted while tabling (i.e. all food must be already cooked once tabling begins).
  • All of the above also applies if food is being served for free.
  • Drinks may not be sold or served for free.

Any unauthorized or inappropriate tabling as a result of violating the above terms may lead to your student organization temporarily losing tabling reservation privileges.

Residence Life Spaces

Submit a reservation request:

  • Use the Event Planning Request Form to submit 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 (da Vinci RLC) 3, 7, and 8
  • Graham (Alpha RLC) 163 and 164
  • Sobrato (Loyola RLC) 18 and 19

Reservation priority:

  • 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 Week 3 of each quarter.
  • During evenings and weekends, reservations for classrooms are limited to events by the RLCs and Office of Residence Life.
  • Reservations are not allowed after 10:00pm.

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 Event Planning Request Form to submit 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 (da Vinci RLC)
  • Graham (Alpha RLC)
  • Sobrato (Loyola RLC)

Reservation priority:

  • These spaces are designated as community spaces for the residents and priority is given to RLC events.
  • Depending on campus need, these spaces are at times used as classrooms for faculty.
  • All requests must be made 7 days in advance of the event or meeting.

Submit a reservation request:

  • Use the Event Planning Request Form to submit 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)

Not available for community use:

  • University Villas barbeque area is 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)
  • Finn Commons and Multipurpose Room
  • Graham Study Rooms (Graham 256, 257)
  • Graham Theater (Graham 258)
  • McLaughlin-Walsh Commons
  • Sobrato Courtyard
  • Sobrato Den (SOB 31)
  • Sobrato Tech Room (SOB 18)
  • University Villas Commons and Multipurpose Room

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 2:30pm.
  • Contact your CSI advisor to submit a Facilities work order.

If additional audio/video equipment is needed beyond what is provided in the space, your student organization is responsible for reserving equipment through Media Services.

  • The commons and classrooms are equipped with a projector, screen, and speakers.
  • Contact your CSI advisor to submit a Media Services equipment order.

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).

Athletic Facilities & Fitness Classes

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

  • View facility hours of operation.
  • Student organizations can request space starting Week 2 of the quarter for when space is needed.
  • Practices may start as soon as that week, but not during Week 1.
  • 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: Student organizations are not permitted to have minors (anybody younger than 18 years old who is not an SCU 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 SCU 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.

Student organizations who are confirmed to use the multipurpose room at the Malley Center are not permitted to use any equipment that is in the closet within this space. Any equipment used must be brought in by the student organization.

The Sullivan Aquatic Center (Pool) may be used only whenever a lifeguard is on duty.

  • 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.

The Event Planning Request Form is still required for pool reservations even though the facility is managed by Campus Recreation.

The Degheri Tennis Courts are reserved through Chris Mendoza at camendoza@scu.edu with the Athletics Department.

Student organizations may host fitness classes only if the class being offered complies with these parameters:

  • The instructor is nationally certified, has liability insurance (verification is required), and has a signed SCU Independent Contractor Agreement at least 48 hours prior to the class date.
  • SCU students who are Campus Recreation instructors only need certification, not insurance or a signed SCU Independent Contractor Agreement.
  • Campus Recreation instructors have top priority to being considered first as the instructor.
  • If a Campus Recreation instructor is confirmed, then the student organization must pay the this instructor’s hourly wage for teaching the class.
  • Any non-student instructor needs a signed ICA at least 48 hours prior to date
  • 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.

View what fitness classes Campus Recreation is offering.

Off-Campus Trips & Activities

If your student organization 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.

Online Form: Trip & Off-Campus Activity Request Form

Student organizations that are planning trips to other countries must have their travel reviewed and approved at least 8 weeks prior to departure. Review and approval is by the SCU Travel Policy Advisory Committee (TPAC).

SCU does not support University-sponsored travel to countries with certain travel restrictions placed upon them by the U.S. Department of State or other regulatory entities due to significant issues of safety, health, and/or legal risk due to factors such as natural disasters, political strife, crime, and health conditions.

Student organizations may now use a travel agency called Lucid Travel to book airfare and hotel rooms, then have all costs deducted directly from their fund accounts.

Go to the Lucid Travel student portal to get started and view a tutorial view if needed.

After your student organization submits a reservation for airfare and/or hotel rooms, your CSI advisor will automatically receive an email to review it for approval. One factor for approval is ensuring that your organization has sufficient funding to cover the total cost.

Note: When selecting a hotel, be sure that the hotel allows for those younger than 21 years of age to not only be able to check into the hotel but also stay in the room(s).

The Center for Student Involvement (CSI) manages a fleet of 6 vans that student organizations may use for off-campus trips and activities. Each van is a Toyota Sienna and seats up to 8 people including the driver.

SCCAP and Into the Wild have first 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.

Student organizations are encouraged to use Zipcar for their transportation needs to travel off campus. The university has many Zipcars conveniently parked and available on campus.

Getting started:

  • Contact Tedd Vanadilok at tvanadilok@scu.edu after reviewing these steps to get started.
  • Getting started includes creating your Zipcar account and linking your account to the Center for Student Involvement (CSI) account so any vehicle rentals are charged to your student organization and not to you personally.
  • However, keep in mind that the annual $35 account fee is charged to the individual (not to SCU) and is not able to be reimbursed.
  • All other Zipcar charges are covered by your student organization or other SCU funding source.

Zipcards vs mobile app:

  • Zipcar is phasing out Zipcards since their technology allows any Zipcar vehicle to be operated using the company's mobile app.
  • Anyone with a Zipcar membership who already has a Zipcard can continue using the card if they wish; the Zipcard will still work.
  • Zipcar vehicles can be unlocked and locked with the mobile app.
  • In the event that there is no cell phone service, the mobile app can still be used to unlock and lock the vehicle using the Bluetooth option to connect.

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.

Zoom Safety & Options

Zoom features when hosting events and meetings featuring speakers and panelists:

  • 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 events and meetings.
  • 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.

Considerations for using 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

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

Learn more about planning outdoor events. Topics include:

  • Outdoor space reservations
  • Facilities
  • Amplified sound
  • Permits
  • Security and safety
  • Tents
  • Restrooms

Contact your CSI advisor to assist you through the logistics if your student organization hosts any outdoor events.

Gift cards are permitted to give as raffle and random drawing prizes but not as gifts and prizes to specific or predetermined people.

  • If you purchase gift cards as raffle and random drawing prizes, the maximum amount is $50 per gift card.
  • If you purchase gift cards as gifts and prizes to specific or predetermined people, you will not be reimbursed.
  • Instead of gift cards, consider giving products as gifts.
  • Contact Tedd Vanadilok at tvanadilok@scu.edu to learn more.

Student organizations are not 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.
  • Contact Tedd Vanadilok at tvanadilok@scu.edu to discuss possible options.

Learn more about hosting movie screenings on campus. Topics include:

  • Required licensing fee
  • Education exemption
  • Using owned movies
  • Copyrights

Contact your CSI advisor to assist you through the regulations if your student organization hosts any movie screenings.

Student organizations can play their part to help in creating a more friendly and inclusive environment for students with disabilities.

The Accessible Events Checklist (see PDF below) is a guide that student organizations are encouraged to use in order to make their events, meetings, and advertising as accessible as possible and avoid unintentionally excluding students with disabilities.

If there are any questions or concerns, contact the Office of Accessible Education at oae@scu.edu.

Accessible Events Checklist

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For More Information

Contact: Tedd Vanadilok
tvanadilok@scu.edu

Contact: Lori Salazar
lsalazar@scu.edu