Planning Resources

Cal Poly Campus Event Management Team

The mission of the Cal Poly Campus Event Management Team (CEMT) is to provide consultation for events occurring on campus. CEMT is comprised of individuals from various administrative offices, the majority of which provide direct support for events. The goals of the team are to:

• Minimize scheduling conflicts
• Aid in the coordination of campus events
• Maintain and enforce consistent scheduling policies, priorities and procedures
• Increase the degree of university-wide communications relative to scheduling
• Increase campus awareness of university events through timely communication
• Mitigate potential conflict during high impact, campus-wide university events

Resources

The Event Planning Resource Guide provides detailed information for planning an event on campus.

The University has established formal scheduling protocol for events and activities to ensure effective campus coordination and to provide individuals and groups with a means by which to reserve facilities, equipment, additional resources, and support services. These scheduling protocol apply to all campus events and activities. The following resources are available to assist with the event planning process:

The Event Planning Resource Guide (PDF) provides detailed information for planning an event on campus.

How to Plan a Campus Event (April 2024) (PDF)

Planning a Campus Event overview (PDF)

Video of Zoom meeting explaining process. (Must sign in using Cal Poly email)

Approved Campus Caterers: List of off-campus caterers that are approved to operate on campus. This list is updated on an annual basis. 

Campus Safety: The Cal Poly Police Department Events Unit approves major events and/or events requiring security personnel on campus. 

Digital Signage: Cal Poly Corporation offers a variety of options to promote your event using campus digital signage.

Facilities Management and Development Event Support: Information related to supply rental; delivery and pick up services; labor; and assistance from campus trades (Landscape Services; Electric Shop; Carpenter Shop; Moving/Surplus; and Custodial Support).

Fundraising: Information related to event procedures and forms.

ITS Event Support: Information related to Tech Rentals and WiFi support. 

Live Captioning for events: Information about CART (Live Captioning) for Campus Events.

Planning an Accessible Event: Helpful information to assist with planning a universally accessible event.

Student Planning Tool: General information for students scheduling an event in support of an academic class.

Temporary Signs: General information.

Tents and Canopies: Requires a building permit - it is recommended this be filled out as early as possible.

Transportation and Parking Services: Planning early for things such as parking will assist in allowing your guests to have a pleasant campus experience. TAPS also provides additional services related to traffic and event control. 

University Catering: The official caterer of Cal Poly provides extensive menus and rental options for all of your dining needs.

Zero Waste Event Support: Rentals and education on how to conduct a zero-waste campus event.

Campus General Purpose Conference Rooms

The University has general-purpose conference rooms that are available for faculty and staff use. Reservations are made by requesting the use of the space when scheduling your meeting through Office 365. Once the room is added to the meeting, a request will be routed to events@calpoly.edu. A confirmation email will be sent after the request is reviewed.

Note that academic classes and faculty office hours should not be scheduled in these rooms.

Bldg. 010 -0241 (Erhart Agriculture, capacity: 24, smart room technology)

Bldg. 047 -024B (Faculty Offices North, capacity: 20)

Bldg. 52 -D27 (Science, capacity: 12, smart room technology)