Club Event Planning Resources

Planning an event often requires collaboration and partnership with a variety of on- and off-campus entities. The following is a helpful guide to the policies that must be adhered to and the many resources that are available to help your event be successful.

Please review the below guidelines and submit E-plan at the bottom of this page:

Club Risk Assessment Requirements

Club Risk Assessment is overseen by Clubs and Organizations. Additional approval is required when any of the following are included: 

  • Alcohol 
  • Animals 
  • Food 
  • Guest Speaker  
  • Headcount of 100 or more 
  • Open to the public 
  • Selling items or exchange of funds
  • Minors (non-Cal Poly students) 
  • Nature of activity (sporting event, inflatables, hike, etc.) 
  • Off-campus activities 

To submit the information required for the Club Risk Assessment, you must create the event in Cal Poly Now and receive any required approvals. Your event submission must be received a minimum of seven (7) days prior to the event. 

Start by creating the event in Cal Poly Now via your organization’s Tool Drawer. A step-by-step tutorial is available on Your Go-To Guide to Creating Events – WATCH NOW.  

For more information, please visit Club Risk Assessment or contact Clubs and Organizations at clubs@calpoly.edu 

Club Risk Assessment Policies

Club Contracts

  • Review is required when a club plans to enter into an agreement with a vendor or service provider.
  • Club Risk Assessment is required.
  • For more information, please visit Club Contracts or contact Clubs and Organizations at clubs@calpoly.edu.

Club Travel

  • Review is required for all club sports’ off-campus events outside of San Luis Obispo County. 
  • Club Risk Assessment is required.  
  • For more information, please visit Club Travel or contact Clubs and Organizations at clubs@calpoly.edu. 

Animals

  • Animals visiting campus must be supervised by a certified animal agency. Insurance information will be required from the supervising animal agency. 
  • If animals are being brought onto campus, an Animal Health Certificate must be provided to the Office of Risk Management and the Assistant Director of Student Clubs and Organizations prior to the event. 
  • Club Risk Assessment is required.  
  • For more information, please visit Club Risk Assessment – Animals or contact Clubs and Organizations at clubs@calpoly.edu

Minors Participating

  • Minors are defined as individuals under the age of 18 who are not currently enrolled Cal Poly students. (e.g., middle or high school students). 
  • Examples of this include: 
  • Performers or service providers that are minors. 
  • Active participants in an event that are minors. 
  • If the event is open to the public and geared (in whole or in part) toward minors. 
  • If minors are present or participating in an event, the university will work with the student organization regarding applicable forms, policies, and procedures. 
  • Club Risk Assessment is required.  
  • For more information, please visit Club Risk Assessment or contact Clubs and Organizations at clubs@calpoly.edu. 

Exchange of Funds

  • Student organization funds may never be placed in a student’s or advisor’s personal bank account. 
  • Cash, check, PayPal, and Eventbrite are approved payment methods. 
  • Venmo or other electronic financial transfer applications are not permissible methods of collecting student organization funds. 
  • Club Risk Assessment is required. 
  • For more information, please contact Clubs and Organizations at clubs@calpoly.edu. 

Food & Alcohol

Food and Catering

  • Events involving food must have an E-plan on file and Club Risk Assessment is required.
  • There are different requirements depending on how you would like to serve your food at your event. For most events held on campus where food will be available, the food must be ordered from University Catering or a university approved caterer.  If you are preparing food to sell or give away, you must complete an Application for a Temporary Food Facility Permit at least two (2) weeks prior to your event.  Please visit Food at Club Events and select how you would like to serve food at your event.
  • Club Risk Assessment is required.
  • For information on serving food at your event, please visit Food at Club Events or contact Clubs and Organizations clubs@calpoly.edu.

Alcohol

  • Student organizations are not permitted to sell or serve alcohol on campus. 
  • Student organizations may not receive donated alcohol of any kind. 
  • Alcohol at an off-campus event must be provided by the venue and sold to guests individually. 
  • No alcohol can be paid for or reimbursed with organization funds. 
  • Club Risk Assessment is required.  
  • For more information, please visit please visit Food at Club Events or contact Clubs and Organizations clubs@calpoly.edu.  

Renting Equipment & Furniture

Renting Furniture

  • If your event is scheduled in the Performing Arts Center, Spanos Theatre, University Union, or Recreation Center, you will be contacted prior to your event by a staff representative to discuss set-up needs. 
  • Cal Poly Facilities Operations offers supply rentals for trash, recycle and green receptacles. 
  • For additional information on rentals in other facilities on-campus and a list of approved Cal Poly contracted vendors, please visit Facility Services.

ASI Equipment (The Pro Shop)

  • Sporting equipment is available to rent through The Pro Shop located in the Recreation Center. 
  • For more information, please visit The Pro Shop. 

Audio-Visual Equipment

  • If your event is scheduled in the Performing Arts Center, Spanos Theatre, University Union, or Recreation Center, you will be contacted prior to your event by a staff representative to discuss audio-visual needs. 
  • For additional information on rentals in other facilities on-campus and a list of approved Cal Poly contracted vendors, please visit Facility Services. 

Additional Services: Power Supply, Stage, etc.

  • If your event is scheduled in the Performing Arts Center, Spanos Theatre, University Union, or Recreation Center, you will be contacted prior to your event by a staff representative to discuss your needs. 
  • For additional information on event support please visit Facilities Operations Event Support.

Environmental Health and Safety Requirements

Environmental Health and Safety

  • Environmental Health and Safety assists the campus in providing a safe and healthful environment through the development and implementation of programs which minimize the risk of injury or illness. This includes risk management, general safety procedures, monitoring of air and water quality, and handling and disposal of hazardous waste. 
  • Environmental Health and Safety approval is required for any event that could affect the air, water, or environment (such as chalking, tie-dying, painting the Poly P, etc.). 
  • For more information, please visit Environmental Health and Safety.

Zero Waste

  • Cal Poly is committed to becoming a zero-waste campus, meaning all of the trash produced on campus is either recycled or composted rather than sent to a landfill. To ensure that events are managed with zero waste as a priority, facilities event staff provide recycling and composting containers to all events on campus free of charge, and use of landfill containers can be arranged prior to an event (a per bin charge applies). 
  • For more information, please visit Host a Zero Waste Event.

Audio Visual Requirements

Showing a Film or Video

  • A public performance constitutes any public exhibition of a copyrighted film or video. All such events require a Public Performance License. 
  • Student organizations can secure a Public Performance License through the following vendors:

Amplified Sound (UU Plaza, other)

General Campus Amplified Sound 

  • Outdoor events and activities that involve amplified music or speech are limited to the hours of 7 a.m. to 10 p.m. 
  • Amplified sound may not disrupt the learning environment and may be limited by location. 
  • Refer to Campus Administrative Policy (CAP) for more details about the campuswide amplified sound policy. 
  • Please note that if you do not abide by the amplified sound policy, your organization’s event could be shut down. 

UU Plaza Amplified Sound 

  • Amplified sound is permitted at the following times only in the UU Plaza: 
  • Tuesdays and Thursdays: 11 a.m.–12 p.m. 
  • Weekdays: 5 p.m.–10 p.m. only 
  • Weekends: 7 a.m.–10 p.m. only 

Wi-Fi Resources

  • Event hosts should determine if attendees will need access to Cal Poly Wi-Fi services. In certain areas of campus such as outdoor locations, bandwidth is limited and may not be available. 
  • If Information Technology Services (ITS) support is needed, contact the Service Desk three to six weeks prior to the event. 
  • Wireless Information
  • Wireless Coverage
  • Guest Access
  • For more information contact: ITS Service Desk 

ASI Staffing Support

ASI Field Supervisors

  • Field supervisors are required any time a student organization, department, or off-campus group reserves the Sports Complex. A per supervisor/per hour charge will be assessed. 
  • The required number of field supervisors will be determined by ASI based on event type and number of participants. 
  • Please reference the Facility Rate Sheet 
  • For more information contact: ASI Event Scheduling 

ASI Lifeguards

  • Lifeguards are required any time a group reserves the Recreation Center pool. A per lifeguard/per hour charge will be assessed. 
  • The required number of lifeguards will be determined by ASI based on event type and number of participants.  
  • Please reference the Facility Rate Sheet 
  • For more information contact: ASI Event Scheduling  
  • 805-756-7587  

ASI Officials

  • ASI officials are optional and are subject to staff availability. A per official/per hour charge will be assessed. 
  • The required number of officials varies by event type and will be determined by ASI. 
  • Please reference the Facility Rate Sheet 
  • To request ASI officials at your event please contact Cole Sanchez at imsports@calpoly.edu.

Miscellaneous

Cal Poly Sports Complex Use Committee (SCUC)

Parking

  • Parking permits must be requested through Transportation and Parking Services. 
  • For additional information on parking services for events please visit Event Parking or contact eventparking@calpoly.edu. 

Use of Cal Poly Names/Marks/Symbols

Temporary Signage

  • An E-plan is required for temporary signage. For more information on chalking, staked signs, and sandwich boards, and other non-commercial signage like signs, posters, fliers etc., please visit Temporary Signage. 
  • For additional questions, please contact the ASI E-plan Team at 805-756-7587 or email at asieplan@calpoly.edu

Contracts with the Downtown Association — Farmers’ Market

  • The Downtown Association requires that all Farmers’ Market applications be submitted at least 3 weeks in advance. 
  • The submittal process and pricing can be found here. 
  • For more information, please contact Farmers’ Market Manager at