Reserve Outdoor Space
To reserve outdoor space, complete the Event Planning Request Form and talk to Samantha Kibbish (408-554-4745) if you need help selecting an appropriate space.
>>> Event Planning Request Form (online form)
Consult with Samantha Kibbish (408-554-4745) to assist with the following aspects of your event that would be provided by Facilities.
Tables, Chairs & Staging
In most cases, Facilities should be able to provide tables, chairs, and staging for free. Keep in mind, however, that if delivery, set-up, and tear-down of equipment is requested for a Saturday or Sunday, then your student organization must pay a fee to Facilities. Delivery and set-up on Friday and tear-down on Monday may be requested to forgo this fee, but the final decision is up to Facilities.
Recycle, Compost & Trash Cans
If you plan to serve food at your event, then you are required to have recycle, compost, and trash cans. The number of cans you need depend on the size of your event in terms of projected attendance and amount of outdoor space used.
If your event will be on one of the lawns, then you must request that the lawn sprinklers (also called irrigation system) are turned off during your event. Be sure to include event set-up and tear-down times when requesting times for the lawn sprinklers to be turned off.
The campus electrician can help your student organization determine the electrical needs of your event and provide adequate equipment such as extension cords, power-strips (multi-plugs), and spider boxes.
If your event is on a Friday evening or weekend, then you may have amplified sound as long as you are not next to an academic building where weekend classes are being held. A sound amplification permit is required from the City of Santa Clara.
Weekday events may not have amplified sound.
>>> Learn more about amplified sound and how to obtain a permit
Depending on the location and scope of your event, certain permits may be required. Such permits include (but are not limited to):
- Sound amplification permit (see section above)
- Street closure permit
- Encroachment permit
- Block party permit
- Vendor permit
- Food selling permit
Consult with your CSL advisor to discuss which permits are required for your event.
Security & Safety
Campus Safety needs to be informed of any major outdoor event. Also, Campus Safety may have officers on hand to provide security before and during the event. Keep in mind that Campus Safety may require your student organization to pay for additional security from either the Santa Clara Police Department and/or a third-party security company.
Emergency Medical Technicians (EMTs)
Depending on the size and scope of your event, you may be required to have Emergency Medical Technicians (EMTs) on site to provide medical assistance if needed.
Consult with your CSL advisor to discuss if EMTs would be required to be at your event or if it is fine for them to just be on call instead.
If you will be using a BBQ grill or having an approved bonfire, you are required to have a fire extinguisher at your event location at all times. Consult with your CSL advisor to request a fire extinguisher through the Environment, Health & Safety (EHS) Office.
Make sure that your event has adequate access to restrooms. If your event is next to campus buildings that are open during your event, then restrooms in these buildings should be sufficient. However, if your event is during hours when buildings are closed, then your student organization needs to provide other options for restrooms. Options may include obtaining access (i.e. key or coded Access Card) to closed buildings and/or ordering porta-potties.