Event Scheduling

EVENT SCHEDULING PROCEDURES

For tips and basic outlines of the event scheduling procedure, please refer to the Indoor and Outdoor Scheduling Tips for Clubs document on the Club Resource webpage.

**Your Club/Organization must be currently chartered (on-line as well as your Advisor Form and Executive Officer Signature Form turned in)

**Online reservation requests must be recieved at least 2 weeks in advance to ensure an approved confirmation

**IMPORTANT: Please be aware that if your event falls on a Furlough Friday, Weekend or Week day after 5 pm, you must submit a PO request to the ASI Business Center (See step #2)

OUTDOOR SCHEDULING RESERVATIONS

Click here: Outdoor Reservation

1. Navigate to the link above to request an outdoor space for your event. Please allow 3-5 business days to process your request. Once your request has been reviewed you will recieve an Outdoor Event Scheduling Approval Form via email. Print out the event form and make sure it is signed by the club officer, club advisor and EHS Department, if there is food involved.

Please click here for all outdoor areas: Campus Map

2. If your event requires charges from Facilities, fill out and submit a Purchase Order Request Form to ASI Business Center (2nd floor of BSC). When completing the form, have the PO sent to Monika Kambores at Facilities. The PO must be submitted to Facilities no less than 72 hours prior to the event.

3. If your event involves selling, preparing, or providing food, please see Food Event Procedures at the bottom of this site. **3 Food sales will be approved per club, per quarter in the following areas: University Park, University Quad, and the Cultural Patio

INDOOR CLASSROOM RESERVATIONS

Click here: classroom request

1. Navigate to the above link to request an indoor space. (please be specific about dates, times, locations - if you have one in mind, and number of seats). If the specific space is not available, you will be contacted by the Office of Student Life.

2. Once your Room Request has been confirmed via email fill out the Indoor Event Form (click here). Fill out the form at least 3 business days before the event. Make sure it is signed by a club officer, and the club advisor, along with all yellow highlighted areas. Return completed form to the Office of Student Life; Bldg. 26. **MAKE A COPY OF THE FORM PRIOR TO SUBMITTING. YOU WILL NEED IT TO SHOW PROOF OF YOUR RESERVATION**

3. If your event involves selling, preparing, or providing food, please see Food Event Procedures at the bottom of this site. Scroll to the bottom of this page for electronic equipment (projectors, speakers, etc.) rentals from I&IT procedure.

Food Event Procedures

To set up a food event for your club or organization, you will need to do the following:

Your Club/Organization must be currently chartered
Carefully read the Procedure for Food events, (click here)
Print out the Food Handling Form (click here)
Bring your completed OSL Event Scheduling form and Food Handling Form to the EHS Department for approval:
- Click here for the location and EHS website:http://www.csupomona.edu/~ehs/Location.htm
Contact the Environmental Health and Safety (EHS) Department for any questions or concerns:
- Administrative Coordinator: Diana Medley
  Phone: (909) 869-4697
  Email: djmedley@csupomona.edu

EQUIPMENT RENTAL PROCEDURES:
Having a campus event and need to rent equipment?

FOR EVENTS:

In the University Park & University Quad, contact ASI Conference and Events at (909) 869- 2847. Please click here for more information.
For all other locations on campus, contact IT&T Media Distribution at (909) 869-3931.
1. Fill out the PO Request form for the total cost of equiptment you wish to rent. Submit the form to ASI Business Center (BSC, 2nd Floor). It will take 24 hours before your PO will be ready.
2. Fill out the IT Media Request Form and submit via email: mediaorder@csupomona.edu; by fax (909)979-6504, or hand deliver to bldg. 5, room 221.
3. Pick up the Purchase Order from ASI Business center and bring it to the IT&T Media Distribution (bldg 5, room 221). They require at least 24 hours notice.