Event Planning Resources
Policies & Permit Information
Below are useful policies, permit information and guidelines for the various reservable spaces on campus.
Mission Catering (Bon Appetit) is the exclusive caterer to the Santa Clara University campus.
As part of having a dedicated food provider for campus, there are specific requirements in SCU's agreement with Bon Appetit. As part of having a dedicated food provider for campus, there are specific requirements in the SCU agreement with Bon Appetit.
View Mission Catering Policies
When planning an event, please contact Mission Catering (Bon Appetit) first and describe the menu you would like at your event. If Bon Appetit is unable to accommodate your catering needs, then an external caterer or food truck may be used.
Please note any event where alcoholic beverages are provided (hosted or not) must be provided/served by either Bon Appetit University Dining Services or the Adobe Lodge.
As the in-house legal office for Santa Clara University, the Office of the General Counsel is responsible for overseeing and managing a wide range of legal issues affecting the university.
The Office of the General Counsel supports the University through contract review and drafting; policy analysis and development; interpretation of local, state, and federal laws and regulations; engagement of outside counsel, when necessary; and general legal advice on issues facing the University.
View Office of General Counsel Website
Specific guidelines and policies related to drone policy are available through Risk Management & Compliance.
The Environment, Health and Safety Department (EHS) supports and advances the teaching, learning and research activities of the University through promotion of a safe and healthy campus environment by providing and coordinating programs and services that minimize safety, health, environmental and regulatory risks to the SCU community.
EHS works to provide a safe campus learning and work environment, ensure a process of regulatory compliance, minimize future potential liabilities, and protect and enhance SCU's reputation.
Campus Safety's mission is to use all its resources to keep the campus community as safe as possible, and to provide service to the campus community.
Campus Safety Services (CSS) can assist you in planning your special events.
CSS charges a flat rate of $75 per hour for each CSS officer. Certain events may require additional police (SCPD) services or outside private security to be present to provide for a safe and secure environment. If SCPD or outside private security is being hired for your event, you will be billed separately. A minimum of 5 business day notice is required to request security services; and a one business day notice is required to cancel/postpone the security request.
Please complete and submit your request and a representative will contact you to discuss your event.
If you would like to discuss the event prior to submitting this form, please call 408-554-4441 or 408-554-5082.
Event Security Service Request Form
View Additional Campus Safety Services Here
University Operations, encompassing a variety of campus services, ensures that the SCU experience is enjoyable for everyone.
The Event crew provides all Event-related setup as needed for Faculty, Staff, Students and Guests. Guests must have an SCU affiliated sponsor to complete the Event Request. Requests must be submitted via the Event Request Form located on this page. Please read the Event Services Policy prior to submitting your request.
Please review the documents in the next section regarding the policy on how to plan expressive activities on campus. For additional information, please visit the SCU Speech and Expression website.
Policy & Planning Form
- Expressive Activity Policy 2025 Expressive Activity Policy 2025 (PDF)
- Faculty/Staff Expressive Activity Planning Form (Below)
- Student Organizations - CSOs & RSOs (CSI Website)
- SCU Campus Map with Fire LanesSCU Campus Map with Fire Lanes (PDF)
Review & Approval
Expressive activities need to have an approved Expressive Activity Planning Form.
Complete the form with the sponsoring organization.
Final review and approval is given by The Event Planning Office for Faculty/Staff Requestors.
Specific guidelines and policies related to event catering.
The Office of University Marketing and Communications (UMC) is an in-house team of creative professionals devoted to elevating the Santa Clara University brand through bold and authentic stories that display the power of a Jesuit education.
UMC provides Santa Clara University with the tools, services, and support to enable campus units to reach, attract, engage, and inspire their target audiences. UMC is responsible for setting the University’s marketing strategy, messaging, digital strategy, and brand guidelines, and we work with units in an empowerment and governance role.
View Marketing and Communication Website
Requests for commercial use of images of Santa Clara University, Mission Santa Clara, and/or the SCU Campus must be submitted to University Marketing and Communications by emailing UMC@scu.edu for proper licensing.
Request for Photography Permit
A variety of media / technology resources are available to support classes and campus events.
Available resources and equipment includes media presentation systems, digital cameras, laptops, DVD/VHS decks, digital audio recorders, iClicker classroom response systems, sound systems, video streaming, web conferencing and more.
Launch Media Equipment Request Form
View AV/Media Resources Website Here
Please note that all outdoor events must adhere to the Outdoor Sound Amplification Policy
Established by the Franciscan Order in 1777, historic Mission Santa Clara is a consecrated Roman Catholic church that sits at the heart of Santa Clara University’s campus.
Today, Mission Santa Clara remains the central hub of our campus’ religious and spiritual life. As part of SCU’s Division of Mission and Ministry, the Mission Church continues to welcome faculty, staff, alums, and neighbors to join the student body in worship.
Aside from the normal liturgical events, the Mission can also host certain artistic and cultural events that are in line with the nature of the University and Mission Santa Clara as a Roman Catholic church. For more information on scheduling an event, a list of upcoming events, or parking restrictions for events visit the Mission Church Event Information website.
Any request for tent and canopy space on campus must begin with the Event Planning Office. Each submitted request must ultimately be approved by:
- Event Planning Office
- Facilities Department
- Campus Safety
- President’s Office
A copy of all city and insurance permits must be filed with the Event Planning Office no less than 24 hours prior to the event.
Maximum time for delivery, setup, function, and tear down may not exceed 5 days.
Tent stakes are not permitted anywhere on campus.
Currently Mission Gardens Section C is the only area on campus automatically approved for tents.
The following vendors are approved by SCU for tenting and stages:
Standard Event Rentals
510.232.5030
Danny Thomas Party Rentals
info@dannythomaspartyrentals.com
408-747-1000
The sponsoring department is responsible for bringing the location back to pre-event condition. Any damage to the outdoor area will be paid for by the sponsoring department.
Please contact EventPlanningOffice@scu.edu for requests or questions.
Santa Clara University encourages recognized student organizations and all other university entities to bring life to the campus through programming, gatherings, and other means. Event reservations and planning takes into consideration the day of the week, time of day, location, impact upon adjacencies, the academic, administrative, and liturgical processes and upon the local neighborhood.
Events need to be formally requested and approved via the regular business practices of scheduling venues, in a timely manner for all advising and processes to be reviewed. The process for student organizations is by the Center for Student Involvement; non-student entities by the University Event Planning Office; and residence halls by the Office of Residence Life. The procedural details can be found on their respective websites.
The general hours available for outdoor amplification of sound at Santa Clara University are:
- Friday from 4:30 p.m. to 10:00 p.m.
- Saturday from 11:00 a.m. to 10:00 p.m.
- Sunday from 11:00 a.m. to 5:00 p.m.
One PA speaker and one microphone will be allowed outside of these general hours for events on campus with approval from the Event Planning Office. (Submit the Outdoor Sound Amplification Request Form below).
Outdoor amplification of sound that will exceed (1) PA speaker and/or will extend beyond the approved hours for outdoor amplification requires a City of Santa Clara’s “Outdoor Amplification of Music Permit. *Per Schedule A of the SCCC Section 9.10.040
Outdoor amplification is not permitted Monday through Thursday. No outdoor amplification is allowed during the undergraduate and graduate final exam periods and law school reading period, final exam periods, and Commencement Weekends. Amplification of music or speech is not permitted in outside areas immediately adjacent to classroom buildings while classes are in session. Some exceptions may be made and will require additional review and approval from The Event Planning Office.
Enforcement:
Noise levels are enforceable by Santa Clara Police Department (SCPD) and Campus Safety Services (CSS). SCPD and/or CSS reserve the right to request that the sound be turned down or turned off, or to cancel the event at any time.
Download the Outdoor Sound Amplification Policy.
(Approved January 2025)
Parking & Transportation Services (P&TS) is a subset of Campus Safety Services providing essential parking and transportation services to the campus community.
P&TS supports and facilitates the achievement of the University mission and objectives by maintaining a peaceful, safe, and secure campus environment that is accessible and inviting to students, faculty, staff, and guests. They provide several services to those on campus daily as well as to those just visiting. Whether you are here for a tour, mass, sporting event, or special event, P&TS can help!
For events of university importance such as Open House, Preview Weekend, Law Commencement, Move Out, Undergraduate Commencement, Grand Reunion, etc. please contact transportation@scu.edu for assistance with parking arrangements.
The role of Risk Management and Compliance is to reduce the cost and mitigate the risks associated with the operations of the University arising from accidental loss, and the financing of such losses.
External Users of a Santa Clara University facility for a non-Santa Clara University sponsored event (i.e. Firefighter 5K, World Wide Women’s Day, Speech and Debate Tournament, Piano recitals, weddings etc.) must rent the space on campus through a Facilities Use Agreement, issued through the appropriate department.
View Risk Management and Compliance Website
In accordance with the City of Santa Clara, SCU has established a wind procedure for campus events.