Getting Started

The Event Process at Cal Poly

Planning a campus event is a collaborative effort between the event organizer and campus personnel. The University has established scheduling protocol to ensure events are conducted in a safe and compliant manner. There are many points of entry for the various events, activities, and academic offerings that take place on campus.

Where Do I Start?

Several campus departments assist student groups, campus departments, and off campus entities in scheduling facilities for events. Based on the sponsoring organization (event host) select an area from the list below to identify which campus department you should work with to facilitate your request

Academic or Administrative Departments

Office of the Registrar, University Scheduling

While fees are not always charged, many campus facilities and reservation of supplies require a chart field account number. Please have this information available when submitting your request.
For student groups hosting events in support of academic classes, a faculty or staff sponsor is required.
A minimum of 3-day lead time is required for all requests.

Instructionally Related Activity Student Groups

Office of the Registrar, University Scheduling

While fees are not always charged, many campus facilities and reservation of supplies require a chart field account number. Please have this information available when submitting your request.
In additional to following general campus policies, IRA student group events must be conducted in compliance with requirements found in the IRA Resource and Operations Guide
A minimum of 3-day lead time is required for all requests.

List of approved IRA Programs

Recognized Student Organizations

(Clubs & Organizations and Fraternity & Sorority Life)

ASI Event Scheduling

Events occurring both on and off campus must have a formally approved E-Plan

List of approved Clubs

Off-campus Entities and Campus Entities Hosting an Event with External Groups

Conference and Event Planning (CEP)

As a "one-stop-shop," CEP is available to assist with all of your event planning needs.

Off-campus groups who will be engaged in free speech activities on campus should consult the Free Speech tab for helpful resources and information.