Facility Reservation Process

Your guide to successfully planning and hosting your next event in an ASI-managed facility.

Steps for Success

Step 2: Planning

Once you’ve selected a venue that fits your needs, ensure that it is available on your chosen date. Members of the campus community may use 25Live to view location information and check availability during the planning process.

  • Scheduling — Set-up and take-down times are required and vary depending on the venue. Set-up times are reserved for ASI staff to prepare venues prior to each event.
  • Pre- and post-event times — are required if you need time to prepare the venue for your event including decorating, catering, rehearsals, and sound checks.
  • Services & Amenities — Select the services and amenities that your event requires.
  • Save your Information — Once you’ve completed the steps and confirmed venue availability, you can save your inputted information to pass on to the appropriate scheduling entity.

Empty table rounds set up for an event at the ASI Cal Poly Recreation Center MAC

Step 3: Request the Space

You’ll be directed to the appropriate scheduling entity depending on your group’s affiliation with Cal Poly.

  • Student Groups —An Event Plan (E-Plan) must be submitted in order to make a reservation.
  • Cal Poly Departments — Work with your department’s scheduler to secure your reservation. Contact University Scheduling to determine your schedule.
  • External Groups and Community Members — Cal Poly’s Conference and Event Planning is a full-service department that handles every detail of the reservation process for non-Cal Poly groups.

A woman answering the phone at the University Union Epicenter

Step 4: Event Details

The ASI Event Logistics* team will gather the information needed to ensure a successful event plan is created, including:

  • Determining which support services you may need including event staff, audiovisual, set-up configurations, room layout, and more.
  • Referring you to resources and vendors for specific event needs.

*Conference and Event Planning will assist non-Cal Poly groups with this step.

An ASI Cal Poly student government representative speaking into a microphone at a podium

Step 5: Production Schedule

ASI Event Logistics will send you a link to your Production Schedule after you discuss the details of your event. This form will house all of the important details and create a tentative itinerary for your event.

Doerr Family Field at Cal Poly

Step 6: Cost Estimate

Based on your selected venue, your group’s affiliation with Cal Poly, and the details provided in the Production Schedule, ASI Event Logistics will generate a quote for your event.

Jenna Brown smiling and helping a student at the ASI Cal Poly University Union Epicenter

Step 7: Host Your Event!

Your assigned event supervisor will be onsite to provide support and answer any questions.

Tacos, Tie Dye, and Tunes event

Step 8: Event Wrap-Up

After your event, our team will reach out to coordinate invoice payment and to provide feedback about your experience with planning an event in an ASI-managed facility. We strive to constantly improve our processes and services, and your feedback is critical to achieving that goal!

Tacos, Tie Dye, and Tunes event

What's Next?

Learn More

Recognized Student Organizations

An Event Plan (E-Plan) must be submitted in order to make a reservation.

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Find My Scheduler

Cal Poly Departments & Programs

Work with your department’s scheduler to book a facility.

Find My Scheduler
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External Groups

Cal Poly’s Conference and Event Planning will handle every detail for you.

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