Student events or activities sponsored by student organizations, Associated Students, Inc. and and/or campus departments are designed for the benefit and enjoyment of the California State University, Dominguez Hills (CSUDH) campus community. Producing a campus event requires preparation and planning to ensure a well-run event. Requests for exceptions to the following Campus Events Policy should be presented in writing to the Associate Vice President for Student Life for consideration.

A. Definitions

Campus Event - Any student event held on the California State University, Dominguez Hills campus that is sponsored by a CSUDH recognized student organization, Associated Students, Inc. and/or campus department. Regular organization meetings are not considered campus events.

Event Planner Form – A planning form used to collect information about a planned campus event. The form must be returned to confirm the event reservation. The form is not complete until reviewed by the Student Union and Activities Office.

1. Guidelines

1. The purpose of this policy is to assist organizations with the planning of an event and to outline the applicable University policies.

2. The role of the Student Union and Activities Office is to assist:

a. In the event planning process.

b. With facility reservations for the event.

c. As needed in event production.

3. The sponsoring organization is responsible for complying with the Campus Event Policy in addition to applicable policies set forth by the Loker University Student Union, California State University Dominguez Hills, city of Carson and/or the state of California.

1. Make facility reservation and confirm space availability. Make sure you have enough lead time to fulfill all other event requirements. Complete all sections of the Event Planner Form, including Advisor’s signature, and return to the Facilities Scheduler in the Student Union and Activities Office to confirm the reservation.
2. An Event Planning Meeting is required if any of the following apply. The proposed event:

• is a dance.
• is a concert.
• involves the serving of alcohol.
• will have cash collected at the door (i.e., tickets sold at the door).
• has an expected attendance of over 100.
• will be a casino night event or involve gambling, raffles or prize drawings.
• is in a facility or at a location that requires an Event Planning Meeting. (The Facilities Scheduler in the Student Union and Activities Office has a listing of these facilities.)

The Event Planning Meeting must be held at least four weeks prior to the event date. If the event is a series of events of the same nature, one Event Planning Meeting must be held four weeks prior to the first event of the series and covers all the events in the series. The Event Planning Meeting will have the following representation: a minimum of three organization members who will work at the event (at least one member must be an officer of the organization), the organization’s advisor (if applicable), a representative from University Police, a representative of the facility, other University representative(s) as applicable, and a Student Union and Activities Office representative. In the case of events sponsored by Associated Students, Inc. representation at the Event Planning Meeting will be determined based on the nature of the event in consultation with the President of ASI.

The Event Planning Meeting is required to review the details and planning of the event. Failure to hold the Event Planning Meeting may cause the event to be canceled or rescheduled.

C. Contracts for performers and/or service providers must be returned with adequate time to draft payment. In addition the contracted performer and /or service provider must provide proof of liability insurance as applicable with the event. Consult the Student Union and Activities Office for assistance.

D. The sponsoring organization must provide verification of funding to the Student Union and Activities Office to demonstrate the ability to pay all event expenses, including facility use, Plant Services and/or University Police.

E. Based on the nature of the event, admission may be limited to CSUDH students, staff and faculty with a valid CSUDH I.D. Two (2) escorted guests per CSUDH I.D. may also attend. Guests must be 18 years old or older. The sponsoring organization will be held responsible for the conduct of event participants. Event participants will not have "in/out" privileges during the event.

F. Event Set-up

1. All event set-ups must be reviewed in advance by the Student Union and Activities Office to ensure that the safety of the participants is considered.

2. The event area must be accessible to participants with disabilities.

3. The sponsoring organization is responsible for the clean up of the facility, tables, chairs and/or any equipment that may have been used.

4. The sponsoring organization is responsible for creating their own publicity and directional signs for events. On campus publicity and promotion must be posted in adherence to the University Posting Policy. Off campus publicity and promotion must be reviewed by the Student Union and Activities Office prior to distribution. Publicity should not be distributed on or off campus until Event Planner Form is completed and reviewed by the Student Union and Activities Office.

G. Security

1. 1. University Police are responsible for determining the event security needs based on the type and size of the event. The sponsoring organization will incur the cost of providing security.

2. Only the University’s Police Officers are allowed to provide security for an event on the CSUDH campus. At the discretion of University Police additional security or an outside agency may be contracted for the event. Student security may be provided for the event with the approval of University Police.

H. Parking

Event parking is limited to designated lots and access will be controlled through arrangements made by the University Police. Any expense for parking personnel and related signs will be billed to sponsoring organization.

I. Smoking and Alcohol

A safe and healthy environment for the event is the responsibility of all involved. Campus smoking regulations and alcohol policy must be adhered to during the events. There are no exceptions to the University smoking and alcohol policies.

1. Adherence to University Policy

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