University Scheduling Event Request Form

Requestor Type

Faculty/Staff

Student

Requestor's Name

Phone

Cal Poly Email Address

Department/Program

To reserve campus space, student groups must have a faculty or staff sponsor. For academic classes this will be your instructor. For Instructionally Related Activity student groups, this will be your program coordinator. This individual will be copied on all requests and acts as the sponsor for your request.

Faculty/Staff Sponsor Name

Faculty/Staff Sponsor Department/Program

Faculty/Staff Sponsor Phone

Faculty/Staff Sponsor Email

Event Type

Event Title

Select One

Booth

Sandwich Board

Table

If you anticipate your event will host over 100 people, use the “Meeting” event type as additional information is required for planning purposes. You may still indicate you prefer a table or booth location for your event.

Chartfield String (Department/Sponsor Acct #)
There is no charge for use of University Lecture Rooms between the hours of 7:00 am and 10:00 pm. The Chartfield account number is requested should the space not be used in compliance with university guidelines. To preview use guidelines for university lecture rooms, visit 25Live Details. Fees may be incurred for use of other university space.

Alternative Final Exam

Students do not have the ability to schedule an alternate final.
Please coordinate with your instructor.

Alternate Final Exam

Instructors may request an alternative final exam time in addition to the regularly-scheduled exam. Instructors must accommodate any student wishing to take the exam at the regularly-scheduled time.
Assignments are based on room availability. Requests should fall within the established final exam, three hour time blocks.
Review Final Assessment (Exam) policy before submitting this request. Failure to do so may result in denial of the request.
Requests must be received no later than the end of week 8 of the term, per campus policy.
This form should not be used for common final exam requests. Common final exams should be submitted via the Common Final Request form.

Purpose, Event, or Group Advertised

Speaker Information

Presentation Topic

Speaker's Name/Affiliation

Speaker or Organization website

Class-Section

Instructor/Faculty

Event Start Date

Note: A minimum 3-day lead time is required to secure space for a campus meeting. Some locations require longer lead times which may not be reflected while submitting this form.

For general information visit: https://eventscalendar.calpoly.edu/location-availability

Is this a recurring meeting?

Yes

No

Event End Date

Event Start Time – You must include hour, minute, and a space then am or pm. (e.g. 9:10 am)
Note: Reservations for university lecture space will generally start at ten minutes after the hour to allow passing time between events/classes.

Event End Time – You must include hour, minute, and a space then am or pm. (e.g. 9:30 pm)

Set Up Time Before Event
This is time utilized by the event host to set up. The facility may require additional time for set up which they will add during review.

Hour

Minute

Take Down Time Needed After Event
This is time utilized by the event host to take down or clean up following the event. The facility may require additional time which they will add during review.

Hour

Minute

Alternative Final Exam
Alternate Final Exams are not allowed the Saturday preceding final exam week.

Expected Headcount

Alternate Finals

You will be assigned to a university lecture room that accommodates expected headcount, if a certain room is preferred, provide that information. While not guaranteed we will check availability or find a comparable space.

Preferred Location

Specific Preferred Location
(use 'any' if no preference)
See more info about locations

Desired Location

Other Desired Location

Will minors (under the age of 18; not Cal Poly students) be participating at this event?

Yes

No

Cal Poly is committed to ensuring the safety of youth on our campus, in Cal Poly programs, and within our community. Please familiarize yourself with the campus Youth Protection Program.

CAP 361.11

Alcohol service is not approved at this location type. Select another event type if your event involves alcohol service.

Will alcohol be served?

Yes

No

To ensure that events follow the standards and expectations for the use, service, sale, and consumption of alcoholic beverages, Cal Poly requires that anyone hosting an event that is selling, distributing, and/or serving alcohol first complete an Alcohol Service Request Form. Visit the Risk Management website for additional direction.

Will food or non-alcohol be served by an Approved Off-Campus Caterer or University Catering (Campus Dining)?

Vendors providing catering services on-campus, MUST be screened, vetted and approved.

Approved Caterers: https://afd.calpoly.edu/procure-to-pay/how-to-buy/events/catering/approved-caterers

Food Safety: https://afd.calpoly.edu/ehs/foodsafety

Will any of the following be used at your event?

Amplified Sound

Animals

Inflatables

Tent or canopy

Use of a tent or canopy must be in compliance with university guidelines and requires additional lead time for approval. Tents and canopies cannot be erected near buildings.

Size of tent(s) or canopies

Number of tent(s) or canopies

Groups must adhere to all aspects of the university Time, Place, and Manner policy.

Is this event open to the general public?

Yes

No

If your event is open to the public and parking is required, select Yes in the option related to parking services for additional information.

Will Parking or other Campus Safety Support be required by your guests?

Yes

No

Parking arrangements and other accommodations related to safety may be coordinated through Cal Poly Public Safety. Visit the Transportation and Parking Services Event website for additional information.

Would you like the event description publicized on the Cal Poly Events Calendar?

No, (Open to invited guests only, do not publicize)

Yes, (Open to the campus community)

Yes, (Open to the public)

Please keep event descriptions concise - no more than 200 words. Include brief details about activities that will take place at the event. Include links to event websites for additional event details. Do not include date, time or location in the description. Proofread carefully for spelling, grammar and punctuation. Do not change font family, format size or colors in the description.
If you would like an image displayed with your event, email the photo to events@calpoly.edu.

Event Description for Cal Poly Events Calendar

Special information or requirements we need to consider when making your reservation - let us know about anything that was not covered above

You will receive an auto-reply that we've received your request.

Your event has not been approved until you receive an email confirmation with a reference number.

If you have selected alcohol will be served or provided at your event, you are required to submit an Alcohol Service Request. The provided link will gather additional information so your request may be evaluated.