Student Organization Event Registration

Student Organization Event & Meeting Registration Fall 2021 COVID-19 Guidelines

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.  
 
While student organizations are eager to return to campus and hold in-person activities, student organizations are encouraged to be mindful that not all members of the campus community will be comfortable with, or able to engage fully with in-person activities.  
 
As such, 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:  

  1. Virtual Events and Meetings 

  2. Hybrid Events and Meetings 

  3. In-Person Events and Meetings 

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 individual student conduct proceedings.   

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. 


Event Registration Form 

Student organizations officers must successfully complete the Organizational Development Course before submitting Event Registration Forms for their events and meetings.  Event Registration Forms submitted prior to this requirement will be automatically denied.  Failure to comply may ultimately result in revoking the organization's ability to host future events/meetings and/or the organization's recognition status.

Student organizations are required to complete and submit an Event Registration Form for all virtual, hybrid, and in-person events and meetings.  The form can be found online and must be submitted through the Presence platform.

Completed forms must be approved by a recognized officer and the organization advisor before they are submitted online, at least 10 business days prior to the event/meeting.  Failure to complete all sections/fields of the form or to supply any other required forms can delay the review process and/or may require your organization to select another event date until the form is considered complete.   

The event/meeting must be successfully registered before your organization can publicize it.  No publicity may be distributed in person.  All publicity must be posted online and only after the Event Registration Form has been approved. If this form is not submitted at least ten business days prior to the event/meeting and before publicity is distributed, the event may be canceled.


In-Person Health and Safety Protocols  

All Cal State LA student organization in-person on or off-campus event/meeting attendees - including University students, faculty members, staff members, and off-campus guests - must successfully complete the COVID19 Health Self-Screening prior to attending any student organization event/meeting. 

By attending the registered student organization in-person event/meeting, attendees agree and attest that they have reviewed and will abide by Cal State LA’s COVID-19 health and safety protocols.* 

  • Event attendees will not enter Cal State LA's campus and/or facilities if they have tested positive for COVID-19 within the previous 10 days, have had close contact with a person known to have COVID-19 within the previous 14 days, have been directed by a health care provider or public health officer to isolate or quarantine, or am experiencing any symptoms associated with COVID-19. 

  • Event attendees understand the risk of attending an in-person event where the vaccine status of others in attendance may be unknown. 

  • Event attendees agree to notify Cal State LA immediately if they test positive for COVID-19 in the 48 hours after attending the event by calling the Cal State LA Student Health Center at (323) 343-3300 

  • Student organizations MAY NOT: 

  • Ask members and event attendees to disclose (verbally or written) their vaccination status. 

  • Ask anyone to remove their masks. 

* These protocols will be adjusted as needed based on updated University, state, city, and county regulations. 


Virtual events and meetings are defined as student organization events/meetings hosted in a completely virtual space with no person-to-person contact. These events/meetings are facilitated on virtual platforms, including but not limited to, Zoom, Google Hangout, Microsoft Teams, Google Duo, social media platforms, etc. Student organizations who choose to hold their events virtually are encouraged to do so.  The following list of activities can be facilitated in a virtual format that does not require in-person participation: 

  • 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  
  • Conference, conventions, and retreats  
  • Off-campus participants, sponsors, vendors, and guests 

Student organizations who plan on hosting virtual events/ meetings are required to meet the following guidelines:  

Restrictions 

Student organizations are prohibited from hosting the following activities in a virtual format during the fall 2021 semester: 

  • Food for public consumption provided by the organization  
  • Alcohol consumption or access to alcohol  
  • Activities that require general release waivers   
  • Proceeds to benefits/fundraising transactions conducted virtually 

These virtual event restrictions will be revisited prior to the end of the fall semester and will be adjusted as needed based on updated University, state, city, and county regulations. 

Virtual Event Registration  

Student organizations are required to register all virtual events/meetings at least 10 business days prior to the event/meeting date. Virtual information inclusive of event RSVP or guest registration and links to enter the virtual event should be provided when completing and submitting the Event Registration Form. 


Hybrid events and meetings are defined as a mixture of in-person events/meetings with a virtual component usually running simultaneously and with overlapping content and interactive elements.  Examples of a hybrid event/meeting may include: 

  • In-person meetings, tabling, workshops, panels, and events (see In-Person guidelines below) while being broadcasted simultaneously on a virtual platform 

  • Livestreaming at in-person events through social media. 

Student organizations who plan on hosting hybrid in-person events/meetings are required to meet the following guidelines:   

Restrictions 

Student organizations are prohibited from hosting the following activities in a hybrid format during the fall 2021 semester: 

  • Food for public consumption provided by the organization  
  • Alcohol consumption or access to alcohol  
  • Activities that require general release waivers  
  • Proceeds to benefits/fundraising transactions conducted virtually
  • Events/meetings that include off-campus vendors coming on to campus for the in-person component of the event (including but not limited to off-campus speakers and off-campus vendors who provide equipment or decorations.)
  • Student Organization In-Person Travel, including but not limited to organization members traveling internationally or domestically for:
    • Professional or Organizational meetings and conferences
    • Retreats
    • Competitions 
  • Off-Campus Participants, including but not limited to:
    • Vendors
    • Sponsors
    • Guests

These hybrid event/meeting restrictions will be revisited prior to the end of fall semester and will be adjusted as needed based on updated University, state, city, and county regulations

Event Registration 

Student organizations are required to register all hybrid events/meetings at least 10 business days prior to the event/meeting date. Virtual information inclusive of event RSVP or guest registration and links to enter the virtual event as well as in-person event information (location for both on and off campus) should be provided when completing and submitting the Event Registration Form.  The in-person aspect of the hybrid event/meeting must be consistent with the following guidelines for In-Person Events. 

Hybrid Event/Meeting Check-in Data Collection and Contact Tracing  

Student organizations are required to check-in all Cal State LA student attendees at on-campus hybrid events/meetings held indoors via the Presence Checkpoint app at the event. This is mandatory for all student organizations hosting events/meetings in-person or with in-person components. For more information on how to use this feature and meet this requirement, students should refer to the Presence Guide to Event Check-in.   

Guests (anyone other than a Cal State LA Student) at indoor hybrid events/meetings cannot check-in through the Presence Checkpoint app and are required to check in through the Cal State LA Student organization Event Guest Check-in Form.  Guests must successfully complete the COVID19 Health Self-Screening prior to entering an event. 

Participant and/ or guests data collection for outdoor events is not required for attendees but is required for student event coordinators (including students who table for the organization and who will be present throughout the duration of the outdoor event/meeting) through the Presence Checkpoint app.  

Attendance recordkeeping must be updated within 24 hours of the conclusion of the meeting or event. 

Failure to check-in all event/meeting attendees 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.  


In-person events/meetings and activities are defined as a gathering of people at a physical space (both on and off campus) participating in a specific activity such as, but 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  

Student organizations who plan on hosting in-person events, meetings, and activities are required to meet the following event guidelines:  

Student organizations are prohibited from hosting the following activities in an in-person format on campus during the fall 2021 semester: 

  • Food for public consumption provided by the organization  

  • Alcohol consumption or access to alcohol   

  • Off-Campus Participants, including but not limited to:
    • Vendors
    • Sponsors
    • Guests

These in-person event restrictions will be revisited prior to the end of the fall semester and will be adjusted as needed based on updated University, state, city, and county regulations. 

Event Registration 

Student organizations are required to register all in-person on-campus events/meetings at least 10 business days prior to the event/meeting date. Event information inclusive of event RSVP or guest registration, event location, and all other event elements (types of activities, sound, etc.) should be provided when completing and submitting the Event Registration Form. 

On-Campus Event Check-in Data Collection and Contact Tracing 

Student organizations who host on-campus events/meetings held indoors are required to check-in all Cal State LA student attendees via the Presence Checkpoint app at the event. This is a mandatory requirement for all student organizations hosting events/meetings in-person or with in-person components. For more information on how to use this feature and meet this requirement, students should refer to the Presence Guide to Event Check-in.   

Guests (anyone other than a Cal State LA Student) at in-person on-campus events/meetings held indoors cannot check-in through the Presence Checkpoint app and must check in through the Cal State LA Student organization Event Guest Check-in Form. Guests must successfully complete the COVID19 Health Self-Screening prior to entering an event. 

Participant and/ or guests data collection for outdoor events is not required for attendees but is required for student event coordinators (including students who table for the organization and who will be present throughout the duration of the outdoor event/meeting) through the Presence Checkpoint app.  

Attendance recordkeeping must be updated within 24 hours of the conclusion of the meeting or event. 

Failure to check-in all event/meeting attendees 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. 

On-Campus Event Capacity 

The maximum number of participants at any given in-person on-campus event/meeting (both indoor and outdoor) will be determined through the reservations process by a combination of; 

Large On-Campus Events 

Large on-campus events will be subject to University guidance, state, city, and county regulations.  Student organizations must 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 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 

 Student organizations are required to register all large in-person on-campus events, meetings, and activities at least 20 business days prior to the event date through the Event Registration Form. Once this form has been received by the Center for Student Involvement, the student event coordinator will be contacted for more information and provided information on how to proceed with their large event plans.  


Student organizations who plan to host off-campus in-person events, meetings, and activities are required to meet the following event guidelines.  

Off-Campus Restrictions 

Student organizations are prohibited from hosting the following activities in an in-person format off-campus during the fall 2021 semester: 

  • Food for public consumption provided by the organization  
  • Alcohol consumption or access to alcohol 
  • Student Organization In-Person Travel, including but not limited to organization members traveling internationally or domestically for:
    • Professional or Organizational meetings and conferences
    • Retreats
    • Competitions 

These in-person event/meeting restrictions will be revisited prior to the end of fall semester and can change based on University, state, city, and county guidelines.  

Event Registration 

Student organizations are required to register all off-campus events/meetings at least 10 business days prior to the event date.  Event information inclusive of event RSVP or guest registration, event location, and all other event elements (types of activities, sound, etc.) should be provided when completing and submitting the Event Registration Form. 

Student organization events held at off-campus venues must meet state and county COVID-19 guidelines.  Student organizations planning to host events at off-campus venues must abide by state and county COVID-19 & venue guidelines. 

Off-Campus Event Check-in Data Collection, Testing, and Contact Tracing 

Student organizations are required to check-in all attendees at in-person off-campus events/meetings via the Presence CheckPoint app at the event. This is a mandatory requirement for all student organizations hosting events/meetings in-person or with in-person components off-campus. For more information on how to use this feature and meet this requirement, students should refer to the Presence Guide to Event Check-in.    

Guests (anyone other than a Cal State LA Student) at indoor hybrid events/meetings cannot check-in through the Presence Checkpoint app and are required to check-in through the Cal State LA Student organization Event Guest Check-in Form.  Guests must successfully complete the COVID19 Health Self-Screening prior to entering an event. 

Participant and/ or guests data collection for outdoor events is not required for attendees but is required for student event coordinators (including students who table for the organization and who will be present throughout the duration of the outdoor event/meeting) through the Presence Checkpoint app.  

Attendance recordkeeping must be updated within 24 hours of the conclusion of the meeting or event. 

Failure to check-in all event/meeting attendees 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. 

Off-Campus Event Capacity 

The maximum number of participants at any given in-person off-campus event/meeting (both indoor and outdoor) will be determined through by a combination of; 

Student organizations who choose to host their in-person events and meetings at off-campus venues are subject to the requirements set by their chosen venue. Student organizations are required to comply with pertinent and relevant state, city, and county COVID-19 guidelines in which their chosen venue is located. 


Event Registration Form Guidelines:

When completing the form online pay attention to the following: 

  • The form must be submitted by one of the five officers listed on the Student  Officer Roster on the Organization Registration Form and approved by the organization's faculty/staff advisor.   
  • These approvals indicate that the officers and advisor will "take responsibility to ensure that the event which the organization is sponsoring will follow all guidelines set forth by the University."   
  • All fields must be answered in order for the form to be considered complete.   
  • The organization hosting the event must be the primary organizer of the event and organization members must be present to supervise during the entire event.  
  • The sponsoring organization is responsible for the conduct of all participants as well as other guests in attendance. 

If your organization has any questions on how to complete the Event Registration Form, please do not hesitate to email CSI at [email protected].  For more information on facilitating and hosting virtual student organization events and meetings, please refer to the CSI Virtual Engagement Resource Guide.  


Student Organization Event Planning 

A student organization must submit an Event Registration Form for any meeting or event they are affiliated with, sponsor, or co-sponsor.  Here are some questions to determine if the organization should complete the form for an event or meeting. 

Is the organization… 

  • Planning the virtual/in-person/hybrid event/meeting? 
  • Contributing money toward the virtual/in-person/hybrid event/meeting? 
  • Assisting with the logistics or implementation of the virtual/in-person/hybrid event/meeting?
  • Represented on a committee that is planning the virtual/in-person/hybrid event/meeting? 
  • Allowing their name or logo to appear on virtual/in-person/hybrid publicity? 
  • Promoting marketing for it? 
  • Volunteering or co-facilitating the virtual/in-person/hybrid event/meeting?

If the organization members answer “yes” to any of these questions, the Event Registration Form must be submitted. 

What about general meetings? 

Due to new COVID-19 guidelines, general meetings need to be registered with the Event Registration Form as these are now considered events.  Please review the guidelines above for more information.