All student leaders and student organizations seeking to have an on-campus student event including lectures, speaker visits, and workshops must have prior approval of the Office of Student Activities, who will advise the student organizer of the necessary steps to follow in order to schedule the event. Student Activities will only support events sponsored by recognized student organizations who follow the appropriate process to execute their events. Reservations made outside of the Office of Student Services will be considered under the purview of the department that makes the reservation and will not be supported by Student Activities staff. Certain types of events will also require the approval of the Dean of Students, the respective Academic Dean, and University Administration.
Approval of the Office of Student Activities and completion of all paperwork for events should occur at least one week prior to the event to ensure adequate service. Students who are planning a large event which may require a contract or additional planning must have all online requests completed (including room reservations and technology) at least 6 weeks prior to the event. If sufficient notice of event is not provided, Student Activities staff may not be able to adequately support the event.
Once approval has been obtained for the on-campus student event, the Office of Student Activities will coordinate the scheduling of the event by contacting Campus Facilities, Media Resources/Information Technology Services, and Safety and Security. In the event of inclement weather, events may be moved to another approved on-campus location. Any event sponsored by student groups (organizations, classes, etc.) that violates any of the provisions of the policy on-campus student events will be subject to cancellation or termination. All forms of campus advertisement need to be approved by the Office of the Dean of Students. Advertisements that will be sent to the external community must be approved by the Office of the Dean of Students and also approved by University Relations. (see University Representation).
Student Organizations are not allowed to host events during final exam weeks or break periods, except for graduation-related events. In addition, for the spring quarter, events are prohibited starting finals week and through the end of May, except for orientation/graduation related events.
Students may use their student organizational/club/class council funds to offset the cost of an on-campus event, including the cost of alcohol, as long as the event has met the requirements for student organizations/clubs/class councils through the Office of Student Activities and the University Alcohol Policy.