The following Cal State LA Student Organization Event and Activities guidelines are designed to assist student groups to choose and plan their on and off-campus activities with safety and risk management in mind.
Student organizations events and activities can be classified into one of three different categories in order to safely encourage student organization involvement and engagement in multiple formats:
- Virtual Events and Meetings
- In-Person Events and Meetings
- On-Campus
- Off-Campus
Failure to comply with these event and meeting guidelines can result in the student organization’s revocation in their ability to host events and can ultimately affect their student organization recognition and the benefits associated with that status. Confirmed student organization procedure violations, including but not limited to event registration, may ultimately lead to student organization disciplinary procedures.
For more information on these event guidelines, please contact the Center for Student Involvement at [email protected]. These protocols will be adjusted as needed based on updated University, state, city, and county regulations.
Only recognized student organizations may submit event registration forms for their events and meetings. Organizations that have not been recognized for the year must first complete all recognition requirements as outlined on Presence.
Complete the Event Registration Form on Presence for all student organization events and meetings including:
- On campus events, meetings, gatherings of the student organization
- Off campus events, meetings, trips, or gathering of the student organization
- Virtual or hybrid events, meetings, trips, or gatherings of the student organization
Forms must be submitted at least 10 business days prior to the event/meeting (business days do not include weekends or university holidays). Larger scale events may require earlier submission (20 business days).
Events may not be advertised until the event has been approved on Presence by CSI AND you’ve reserved your space through the appropriate departments.
Unsure if you should register your event? If you answer yes to any of the following questions, you must submit the form:
- Planning the virtual/in-person event/meeting?
- Contributing money toward the virtual/in-person event/meeting?
- Assisting with the logistics or implementation of the virtual/in-person event/meeting?
- Represented on a committee that is planning the virtual/in-person event/meeting?
- Allowing their name or logo to appear on virtual/in-person publicity?
- Promoting marketing for it?
- Volunteering or co-facilitating the virtual/in-person event/meeting?
Forms may be denied or delayed due to:
- Not meeting the 10 business day deadline
- Advisors not approving on Presence
- Failure to fill out the form in its entirety including but not limited to:
- Approved temporary food permit
- Confirmation of screening rights if showing a movie
- Waivers for high-risk or off-campus trips
Virtual events are events/meetings that are facilitated completely virtual space with no person-to-person contact. These are facilitated through Zoom, Google Hangouts, Microsoft Teams, social media platforms, etc. Examples of virtual events include, but are not limited to:
- Organization meetings
- Social events
- Recruitment events
- New membership intake events and processes
- Information tabling or organizational promotions
- Community service or philanthropic events
- Organization meetings (both officer meetings and general body meetings)
- Workshops, trainings, and speaker events
- Conferences, conventions, and retreats
- Off-campus participants, sponsors, vendors, and guests
In-person events/meetings are a gathering of people at a physical location (on or off campus). Examples of in-person events include, but are not limited to:
- Tabling activities
- Organization meetings
- Recruitment events
- New membership intake events and processes
- Information tabling or organizational promotions
- Community service or philanthropic events
- Organization meetings (both officer meetings and general body meetings)
- Workshops, trainings, and speaker events
Specific types of on-campus events will be required to provide additional information and present their plans before the Use of Facilities Committee for events that meet the following criteria:
- If the expected attendance is over 100+ outdoors or 50+ indoors
- If there will be onsite cash handling* or selling of merchandise (*does not include student organization fundraisers on the walkway and/or U-SU Plaza)
- If the event is co-sponsored or sponsored by an outside off-campus organization
- If more than 50% of attendees will be from off-campus
- If there will be amplified sound
- If the event involves an off-campus, high profile guest and/or speaker
To present these types of on-campus events to the Use of Facilities Committee, please complete this Form. The Use of Facilities Committee will reach out with the time, date, and link to their UoF Meeting so a representative of your organization may present.
Student organizations must register all in-person on-campus events, meetings, and activities that meet any of the criteria above at least 20 business days prior to the event date.
Student organizations are prohibited from hosting activities with alcohol on campus. (This restriction is pending review and will be updated prior to the start of the Fall Semester.)
Off-campus events must be registered for any event, meeting, or gathering of student organization members including events hosted by other campuses, philanthropy or service events, or travel.
Student organizations are prohibited from hosting activities with alcohol off campus. (This restriction is pending review and will be updated prior to the start of the Fall Semester.)
This Event Outline Form is used for planning purposes only and should be used in conjunction with the Event Registration Form. If your organization is required to submit this form, please do so as part of the event registration process. Should you need to include more information about your event please feel free to attach additional sheets.