Special Events and Risk Assessment, Planning, and Support

Special Events 

Movies and Films 

If your organization is planning on showing a movie either on or off campus, it will first need to provide proof of viewing rights and attach it to the Event Registration Form before the event can take place.  Proof of viewing rights can be obtained through the following sources:
  • Swank.com
  • Written communication (either letter or email) from the owner(s) of the actual film/movie granting permission to show the movie/film.
Streaming subscriptions, rented or personally-owned movies are not designated for public viewing.

Barbecues, Food Fairs, and Bake Sales

Any time an organization wishes to sell or give-away food that is not pre-packaged (i.e... a BBQ, carne asada sale, or other prepared food sale) to students, faculty, staff, and/or visitors on campus:

  1. The members must first attend a Food Handling Workshop. These workshops are held throughout each semester and are facilitated by CSI. Information is provided on proper food handling, required safety measures, and restricted items that may not be sold on campus. To schedule a workshop please call CSI at 323-343-5110.

  2. Afterward the workshop has been attended, a Temporary Food Facility Permit can be submitted. 

  3. Once the Temporary Food Facility Permit has been returned or is fully signed, an Event Registration form must be submitted at least 10 business days to CSI.  

  4. Some circumstances will require the group to purchase Special Event Insurance.

Additionally, the organization agrees to read, understand, and comply with the Cal State LA Temporary Food Facility Guidelines governing food sales and service (see Section 2).  Failure to comply with the rules may result in the loss of food and/or beverage selling/serving privileges and possible disciplinary action.

Books and Cal State LA Merchandise Sales

The University Bookstore, operated by Barnes and Noble College Bookstores, Inc. is contracted by University Auxiliary Services as the exclusive textbook vendor at Cal State LA. The University Bookstore is also the exclusive on-campus seller of other items typically sold in college bookstores, such as general books, educational supplies, notebooks, stationery, desk and room accessories, gift items, class and alumni rings, jewelry, and clothing, including any and all such items bearing a Cal State LA emblem, logo, insignia or other identifying marks. Student groups should consult with the General Manager of the University Bookstore before engaging in the sale of any merchandise for the purpose of fund-raising. Such consultation will ensure that there are no violations of the contract with the University Bookstore and University Auxiliary Services.

Conferences, Conventions, and Workshops

If your organization is planning on a conference, convention, or workshop, there are a few things that you want to make sure you have on your checklist.  As with any special event, remember to submit your Event Registration Form at least 10 business days before the event.  Submitting the form a few months in advance will allow your organization ample time to confirm reservations, begin publicity, and planning for the particular event.  You may want to consider what arrangements your organization will make for parking, refreshments, hospitality to guest speakers, etc.  For more information on planning such events, or assistance, please drop by CSI.

Conference/Guest Housing

All those who are interested in staying in Summer Conference/Guest Housing will be required to fill out a request for conference space.  If an organization would like to reserve guest housing for someone outside the group, do so by completing the Request for Conference Space form.  Submit the completed Request for Conference Space Form to the Housing and Residence Life office at least 15 business days prior to the request date.  Last minute requests may not be granted. Requests for Conference Space will be reviewed on a first come, first serve basis and are subject to available space.  If approved, a 10% non-refundable deposit is required to confirm the reservation. Conference/Guest Space is only available in the summer. For more information please visit the Housing and Residence Life.

Risk Assessment, Planning, and Support

Obtaining Student Organization Special Event Insurance

Please be aware that student organization events are not covered for liability or other insurance by California State University, Los Angeles or the University-Student Union.  Student organization officers or the advisor may be held personally liable.

Please be aware that the following types of student organization events will require Special Event insurance:

  • BBQs or events where food will be prepared on campus  
  • Sports tournaments

The insurance policy fee must be paid prior to the event.   If your student organization is required to purchase Special Event insurance for a particular event, please contact CSI for more information.

General Release Forms 

A General Release Waiver will be required for all participants to complete prior to participation if your organization’s events will include any of the following elements:
These forms will be provided to you upon the registration of your event electronically by a CSI fulltime staff member.  Deadlines set for the completed forms to be submitted either before or after the event will be set and should be met. Failure to do so can ultimately cancel your organization's event.  

Off Campus Venues Where Alcohol is Available

Organizations can hold events at off-campus venues where alcohol is available but is not a component of their event.The event contact/planner should initial on the Event Registration Form indicating that NO guest/member attending the event will consume alcohol regardless of their age/ability to do so since they are participating in an organizational event.  All organization event guests and participants must comply and abide by this acknowledgement during the entire duration of the event. Examples of these venues and events include but are not limited to:

  • Fundraisers at restaurants/venues that serve alcohol where organizations receive a percentage off of food sales
  • Banquets or ceremonies at restaurants where alcohol is available but will not be served 

These events will also require the TiPS training requirement (see below).  

Training for Intervention ProcedureS (TiPS) Training 

Student organization events at venues where alcohol is available or events that have been approved to serve alcohol will require at least two student organization members to attend a University-led Training for Intervention ProcedureS training prior to the scheduled event date. Both trained members should be in attendance for the full duration of the event and must pass the certification test. Previous TIPS certification will be recognized while valid. TIPS trainings will be scheduled throughout the semester.  Events that meet these criteria are subject to cancellation pending the successful completion of the training requirement. 
 
For more information on TIPS and to RSVP for a training please contact CSI at 323-343-5110.

Additional Risk Assessment 

Specific events your organization may be planning may require additional risk management assessment and support.  These generally include but are not limited to events that:

  • Have an anticipated attendance size of 100 or more or who may exceed the event space's capacity
  • Invite off-campus and/or community guests to participate on campus
  • Request to serve alcohol through the Request to Serve Alcoholic Beverages Form 
  • Occur at venues where alcohol is available (but is not a part of the event)
  • Invite off-campus media to cover the event on campus
  • Require Special Event Insurance 

Events with one or more of these conditions must be planned in advance (beyond the minimum 10 business days) in order to adequately allow CSI to assist your organization with risk assessment, connect your organization to other campus departments, and help develop logistics that address any and all of these aspects of event planing.  You may be required to attend Planning meetings with CSI to further discuss steps your organization will need to take prior to your event taking place.  Ultimately these steps are designed to support your organization as it plans its events so that they are put on successfully and safely.  Should you have any questions please contact CSI at 323-343-5110.