Students
I am planning a...
Virtual Event
For Recognized Student Organizations (RSO), ALL on-campus events MUST be entered into the Event Approval System (EAS), whether virtual or in-person.
Note: Students cannot request a Zoom webinar or ZoomCorps support for webinars, however a request can be submitted and supervised by the RSO's faculty advisor.
All SDSU accounts have the Zoom Pro license applied on their accounts as standard, which allows up to 300 participants, polling, and non-verbal communication capabilities.
If you are hosting a virtual event, it is important to make sure your event is accessible to all attendees through the use of captioning, transcript availability, and ASL interpreting when applicable. For more information, please review the Program Accessibility Checklist.
In-Person Event
For Recognized Student Organizations, ALL on-campus events MUST be entered into the Event Approval System (EAS).
What is the process to complete an EAS request?
- Start the online Event Application System (EAS) request form.
- Answer all logistical questions related to the event.
- Receive your event tier classification and choose a date within that timeline.
- Submit the EAS request form.
- Complete any supplemental forms for permitting.
- A Student Life Advisor will review your event details.
- An email will be sent to the event planner when the EAS has been completed and permitted.
The details inputted into an EAS form will determine the tier classification and subsequent submission timeline, based on approval need.
Requesting Space for Outdoor Activities
Reservations for use of campus grounds/outdoor space are required when using chairs, tables, canopies, structures, vehicles, food, beverages, or sound amplification equipment. Requests for Outdoor Space must be submitted online through the EAS. The details inputted into your EAS form will determine the tier classification and will note any additional necessary permitting forms.
As of Monday, February 1, 2016, the paper Outdoor Space Application is no longer valid. All requests must be made through the online EAS form.
Outdoor Space Resources
Reserving Classrooms
Ranging in seating size from 12 to 500, university classrooms are available for student, faculty, or staff meetings and activities on weekdays without a charge provided no admission or registration fee is charged. On-campus groups are charged custodial/maintenance fees when classrooms are used during the weekends.
Classrooms must be reserved at least two weeks in advance. No rooms are available during final examination periods and Commencement weekend. Food and drink are not permitted in classroom facilities at any time and the sponsoring group must clean and restore the room to its original condition. Noise from an event may not disrupt adjacent campus activities.
Requests to reserve classroom space must be submitted through the EAS. Please indicate in the "Notes" section of the EAS if you have a preference for a specific room. This is not a guarantee that you will be placed in that room. A Student Life Advisor will work to place you in a comparable room if your preference is unavailable.
Other On-Campus Facilities
Apart from outdoor and classroom spaces (all initially reserved through EAS), all other facility spaces should be reserved directly with that office prior to submitting an EAS request. Pending availability on the venue's reservation calendar, you can reserve the space before submitting your EAS request.
For all Non-Recognized Student Organizations (SDSU departments, off-campus groups, etc.), please contact the facility directly for bookings.
Rental agreements for evening and weekend events in the following venues are coordinated through Business and Financial Affairs, Business Services at 619-594-5752. Rental agreements for weekday reservations are coordinated directly through each facility.
Reservation Information by Venue
Event Accessibility
When planning an in-person event, it is important to make sure that all aspects of your event are accessible to all attendees. This includes promotional materials, website materials, day-of accommodations, language interpretation, and video materials. Student Disability Services (SDS) provides a helpful checklist with information and resources for event planners.
Communication and Promotion Opportunities
Communication and promotion are crucial to the success of your event. There are many methods and opportunities available for students to promote their events to various audiences. Visit the Student Communication and Promotion page.
I am planning a...
Virtual Event
Students cannot request a Zoom webinar or ZoomCorps support for webinars, unless submitted by a faculty or staff member affiliated with the event.
All SDSU accounts have the Zoom Pro license applied on their accounts as standard, which allows up to 300 participants, polling, and non-verbal communication capabilities.
If you are hosting a virtual event, it is important to make sure your event is accessible to all attendees through the use of captioning, transcript availability, and ASL interpreting when applicable. For more information, please review the Program Accessibility Checklist.
In-Person Event
For non-RSO students, events to be held in an on-campus events must be reserved directly with the venue, pending availability on the venue's reservation calendar. Only requests for outdoor space and classrooms must be submitted through the EAS.
For all Non-Recognized Student Organizations (SDSU departments, off-campus groups, etc.), please contact the facility directly for bookings.
Rental agreements for evening and weekend events in the following venues are coordinated through Business and Financial Affairs, Business Services at 619-594-5752. Rental agreements for weekday reservations are coordinated directly through each facility.
Reservation Information by Venue
Requesting Space for Outdoor Activities
Reservations for use of campus grounds/outdoor space are required when using chairs, tables, canopies, structures, vehicles, food, beverages, or sound amplification equipment. Requests for Outdoor Space must be submitted online through the EAS. The details inputted into your EAS form will determine the tier classification and will note any additional necessary permitting forms.
As of Monday, February 1, 2016, the paper Outdoor Space Application is no longer valid. All requests must be made through the online EAS form.
Reserving Classrooms
Ranging in seating size from 12 to 500, university classrooms are available for student, faculty, or staff meetings and activities on weekdays without a charge provided no admission or registration fee is charged. On-campus groups are charged custodial/maintenance fees when classrooms are used during the weekends.
Classrooms must be reserved at least two weeks in advance. No rooms are available during final examination periods and Commencement weekend. Food and drink are not permitted in classroom facilities at any time and the sponsoring group must clean and restore the room to its original condition. Noise from an event may not disrupt adjacent campus activities.
Requests to reserve classroom space must be submitted through the EAS. Please indicate in the "Notes" section of the EAS if you have a preference for a specific room. This is not a guarantee that you will be placed in that room. A Student Life Advisor will work to place you in a comparable room if your preference is unavailable.
Event Accessibility
When planning an in-person event, it is important to make sure that all aspects of your event are accessible to all attendees. This includes promotional materials, website materials, day-of accommodations, language interpretation, and video materials. Student Disability Services (SDS) provides a helpful checklist with information and resources for event planners.
Communication and Promotion Opportunities
Communication and promotion are crucial to the success of your event. There are many methods and opportunities available for students to promote their events to various audiences. Visit the Student Communication and Promotion page.
