Solano Campus
Solano Campus Event and Space Scheduling
Faculty, Staff and Students (Instructionally Related Activities) should use the Event Form to request space through University Scheduling. Cal Poly Maritime Academy users may no longer submit a request for use of space directly in 25Live.
A minimum 3-day lead time is required for spaces such as classrooms and outdoor locations. Additional lead time may be required based on venue and activities associated with the planned event.
Registered Student Organizations (RSO's) should use Cal Poly Now.
Facilities
Mayo Hall
Request for use of space will be routed to the Admissions office for review. If approved, the event host will receive a confirmation from University Scheduling.
Default setup for Mayo Hall is one large room. If the partition needs to be put in place to segment the space into separate rooms; or assistance with furniture setup is needed, a Planon request must be submitted to Facilities in advance.
For either, select "Furniture Setup is Required" when submitting your Event Form.
Compass
Request for use of space will be routed to Conference & Event Planning for review. If approved, the event host will receive a confirmation from University Scheduling.
By default all rooms in Compass will be requested. If a group is small in nature and would like only one of the conference rooms, make note under the comments area on the Event Form.
Select "Furniture Setup is Required" when submitting your Event Form if assistance is needed.
Fees may be charged for use of Compass. Additional information can be found in 25Live space details or by reaching out to Conference & Event Planning.
Bodnar Field, Morrow Cove, and the PEAC
Request for use of space will be routed to Associated Students, Inc. for review. If approved, the event host will receive a confirmation from University Scheduling.
Rates, lead times, facility block schedules, and additional facility information may be found on the ASI website.
Simulators
Request for use of space will be routed to the Office of the Provost for review. If approved, the event host will receive a confirmation from University Scheduling.
Outdoor Locations
Requests for information tables, booths, and outdoor events will be evaluated based on planned activities. If approved, the event host will receive a confirmation from University Scheduling. Note that depending on nature of planned event activities, a Special Event Permit may be required. Groups requesting use of outdoor areas for large events or those requiring multiple campus services are asked to submit their request in a timely manner. Permit processing may take several weeks.
Instructional Space (classrooms and Peachman Hall)
Requests for use of classrooms and Peachman Hall will be evaluated based on availability. Academic Instruction takes priority in these locations, but available times may be used by faculty, staff, and students. If assigned, the event host will receive a confirmation from University Scheduling.
Additional Considerations
Alcohol Service Request
If an event will be hosted with alcohol, an Alcohol Service Request is required. After filling out the Event Form and indicating alcohol will be served, you will receive supplemental questions. If approved, Cal Poly Risk Management will provide final guidance on the event.
Youth Protection Program
Hosts who elect to invite youth to campus must follow guidelines in the Youth Protection Program.
IT AV Support
Requests for AV Support associated with an event should indicate IT assistance is needed on the Event Form. Not all campus spaces are ideal event locations and technology considerations may apply if the desired location does not have capabilities to support. When electing AV Support in the intake process, IT is notified though the event host is encouraged to contact the Service Desk for additional discussion related to needs.
Direct Scheduling - Conference Rooms
GOLD Room and TOPP Room AB can be direct scheduled using Office 365
1. Create your meeting request in Outlook (Office 365)
2. In "Add room or location" indicate either TOPP Room AB or GOLD Room as the location
3. Save your meeting
4. A request will be sent to Events to acknowledge.
5. If you need to edit or change your meeting information, you simply do so as you normally would by managing your calendar entry
To view availability:
With your Office 365 Calendar open,
1. Find and Left Click the "Add Calendar" option
2. Select your account to search from the dropdown menu
3. Type the name of the conference room (i.e. TOPP) and select the room from the auto populated list as you type
4. Add to desired folder (my calendar / Other calendars, etc.)
5. Click and Add to compete adding the calendar
6. Repeat Steps as needed for additional calendars
7. Open calendar and view availability
Questions related to Resource Calendar functionality or issues can be sent to ITS Support.
General Information
Groups are encouraged to request use of space for large events or those requiring multiple services or support areas in a timely manner. Oftentimes venues may request up to 21-day lead times and for certain event activities, fire marshal approval may be required through the Facilities Special Event permitting process which may take up to four weeks. Additional information may be requested from various campus support areas such as Parking & Transportation Services (TAPS); Risk Management; Environmental Health & Safety; Public Safety; Facility Services; or venue managers.
If you have questions related to the Event Form contact University Scheduling (events@calpoly.edu)