Planning a Club Event

An Event Plan (E-Plan) is required for all on- and off-campus Cal Poly club events, meetings, and signage held in person.

2024-25 Academic Year

Reservation Update

  • Starting May 1 at 8 a.m., RSOs may submit reservations for the 2024–25 academic year (Sept. 16, 2024–June 16, 2025). Reservations can be made for all meetings and events in spaces including classrooms, Cal Poly Recreation Center, Julian A. McPhee University Union, The Forum (Building 19, Room 126), Cal Poly Sports Complex, Performing Arts Center of San Luis Obispo, campus lawns, and off-campus venues.
  • E-Plans will be processed once approved by the club president and advisor on a first-come-first-served basis.

Planning Resources

Event Timelines

An event may require 3 business days, 7 days, or 14 days based on location and event needs. The E-Plan must be submitted and approved online by the club president and advisor within the designated timelines.

3 Business Days

  • General meetings
  • Information booths/tables
  • Signage

7 Calendar Days

  • General meetings with food

14 Calendar Days

  • Large events
  • Requests for specialized venues
  • Events requiring staffing or other support
  • Off-campus locations
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Reservable Spaces on Campus

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Club Event Policies and Resources

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Club Facility Reservation FAQs

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Check Space Availability

Members of the campus community may use 25Live to view location information and check availability during the planning process.

How To Check Availability
Conference Room 220 at the Cal Poly University Union

Contact Information

General Contact

ASI Facility Reservations

Sarah Billeter

Assistant Coordinator — Facility Scheduling