Fall 2020 Student Organization Event Procedure Disclaimer:
Student organizations are prohibited from holding in-person events, meetings, and activities either on or off campus. In addition, the following in-person elements will not be approved for student organization events and as such should be excluded from your planning processes:
- Food for public consumption provided by the organization
- Alcohol consumption or access to alcohol
- Activities that require general release waivers
- Benefits to proceeds/fundraising transactions conducted in person
- On-Campus space and room reservations
Failure to comply with these virtual student organization procedures and requirements could ultimately result in your organization’s loss of University recognition and the benefits associated with that status for the remainder of the 2020-2021 Academic Year to be reviewed for Fall 2021. Furthermore, confirmed student organization procedure violations, including but not limited to event registration, may ultimately lead to individual student conduct proceedings.
The following sections of the Student Organization Handbook are provided for reference and are applicable when student organizations are allowed to hold in-person events. Prior to the start of the Spring 2021 semester, these procedures will be reviewed and updated in accordance with University and Los Angeles city and county of guidelines.
Movies and Films
- Written communication (either letter or email) from the owner(s) of the actual film/movie granting permission to show the movie/film.
Food Trucks and 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:
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.
Afterward the workshop has been attended, a Temporary Food Facility Permit can be submitted.
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.
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.
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
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
- Sports Activity/Competition
- Beach Cleanup
- Beach Bonfire
- Forest/Park Cleanup
- Indoor/Outdoor Cooking
- Domestic/International Travel
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
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:
- Meet the Ticket Procedures requirement
- 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.