Getting Started
The Event Process at Cal Poly
Planning a campus event is a collaborative effort between the event organizer and campus personnel. The University has established scheduling protocol to ensure events are conducted in a safe and compliant manner. There are many points of entry for the various events, activities, and academic offerings that take place on campus.
Where Do I Start?
Several campus departments assist student groups, campus departments, and off campus entities in scheduling facilities for events. Based on the sponsoring organization (event host) select an area from the list below to identify which campus department you should work with to facilitate your request
Academic or Administrative Departments
Office of the Registrar, University Scheduling
Facilities and Event Request Form
- While fees are not always charged, many campus facilities and reservation of supplies require a chart field account number. Please have this information available when submitting your request.
- For student groups hosting events in support of academic classes, a faculty or staff sponsor is required.
- A minimum of 3-day lead time is required for all requests.
Instructionally Related Activity Student Groups
Office of the Registrar, University Scheduling
Facilities and Event Request Form
- While fees are not always charged, many campus facilities and reservation of supplies require a chart field account number. Please have this information available when submitting your request.
- In additional to following general campus policies, IRA student group events must be conducted in compliance with requirements found in the IRA Resource and Operations Guide
- A minimum of 3-day lead time is required for all requests.
List of approved IRA Programs
Clubs and Organizations
ASI Event Scheduling
- Events occurring both on and off campus must have a formally approved E-Plan and must comply with guidelines outlined in the Club Services Documents.
List of approved Clubs
Fraternity and Sorority Life
ASI Event Scheduling
- Events occurring both on and off campus must have a formally approved E-Plan.
Off-campus Entities and Campus Entities Hosting an Event with External Groups
Conference and Event Planning (CEP)
- As a "one-stop-shop," CEP is available to assist with all of your event planning needs.