C LUBS & O RGANIZATIONS S CHEDULERS ’ W ORKSHOP

H ELLO & W ELCOME !! Sign In ( Your name, Bronco ID, Club/Org) Your organization will NOT get credit if you leave early or fail to follow instructions This presentation will be available online.

S CHEDULING T EAM Indoor We schedule Indoor space over 300 student clubs and organizations Outdoor We schedule Outdoor space for the entire university

W HAT TO KNOW Indoor and Outdoor request form are found on the OSLCC webpage. Indoor and Outdoor requests are processed through different systems Best time to submit a request is before the quarter starts. Requires 10 business days to process request We schedule requests on a first-come first-serve basis.

F ACILITIES WE D O NOT SCHEDULE Bronco Student Center (BSC) Athletics (gyms and fields) Kellogg West The Restaurant at Kellogg Ranch The Historic Kellogg House Pomona (Kellogg Mansion) University Recital Hall & Theater Parking Lots Labs Residence Halls The BRIC **Contacts for these locations can be Club Resources ListClub Resources List

Go to the space, and check to see that it has everything you need: Indoor: – Size, seating, projectors, whiteboards, computers, etc. Outdoor: – Power, lights, restroom access, etc. – Know the correct name of the locations. Maps can be found on the OSLCC webpage Paint the CPP Letters – No U.S. flag; lots of paint, mops, roller brushes K NOW YOUR SPACE

K EEP IN MIND … Check the Master Calendar Indoor requests require an advisor signature after the room is assigned, outdoor requests will NOT. We do NOT take care of communications to EH&S or Facilities for you.

I NDOOR REQUEST SYSTEM

T HE S CHEDULING P ROCESS 1. Check space availability Schedule the space Check “We have received your request” 3. Wait for our of confirmation 4. Fill out Scheduled Event Application Indoor request requires an advisor signature Outdoor request does not Food involvement requires extra paperwork (which will NOT be turn in to OSLCC but EH&S) 5. Turn it in to OSLCC We will sign and fax to Police Dept. Send to Deans of Student & Judicial Affairs to add onto Master Calendar by the end of the day.

I NDOOR (C HECK A VAILABILITY ) Fill out all the highlighted fields. – A “ * ” will work as a wildcard Check the box that says “include campus events”. Time Period for checking availability is a one week window.

S TEPS

W E WILL CONTACT YOU WHEN : Space you requested is not available No other room/space meets your criteria ALWAYS PUT A BACK UP ROOM/SPACE, incase this happens. Space you requested needs special approval, instruction, or limited time usage. CBA and Library Classrooms Fridays before 5PM Weekends

W HEN TO CONTACT US Contact us when your request changes: Canceling event Changing event type, time, location Changing food type, adding food, or giving away food Changing the nature of the event

R EMEMBER THIS … If you need to change your request, notify OSLCC, DO NOT do it in the system it will put you back at the end of the queue. U hour requests should be submitted for 12:00 – 12:50 Not 1:00pm. Library requests must be for times the Library is already open, so check their hours. We only reserve lecture rooms. Any special rooms on campus must be done through the department.

D ON ’ T FORGET We do not reserve classrooms beyond 10pm. Does your club meeting have food? Do the EH&S paperwork! Need a space on a weekend? Booking a conference with lots of people? Doing something unconventional?... Do your paperwork early, the reservation will take longer.

W HAT NOT TO DO

FOOD I F YOUR CLUB HAS FOOD PRESENT WITHOUT TURNING IN THE PROPER PAPERWORK AND FOLLOWING PROCEDURES Possible penalties include : Fines payable to injured party $20-$80 Sanctions Lose the privilege to schedule space, sell, serve food, etc.

O UTDOOR

Go to Click “Event Scheduling” Click “Outdoor Scheduling Reservations” Click on the “Reservation Form” link and read all information on the page Fill out all of the question blocks in the form, and click submit You will receive an confirmation that we have received your request (keep this as proof) This is NOT a confirmation of event approval Once approved, you will receive an confirmation. OUTDOOR EVENT SCHEDULING PROCESS

First priority for Outdoor spaces go to large scale, university, and departmental events. Be in accordance of amplified sound policies, but also be mindful of your sound levels. Especially during class hours. Especially if you are located near campus housing. Need supplies like tables, coolers, extension cords, tents, etc.? OSLCC does not provide them!!! You must supply your own. Do not overbook, request as much space as you actually need, be mindful that others want spaces too! Fill out the event description box! Use a description that will tell us about the event, so we can answer questions when we are called about your event. OUTDOOR EVENT

Typical departments involved in the request process: Environmental Health & Safety (EH&S) Facilities & Plant Management (FPM) Risk Management Depending on your event needs, other departments may also be involved OTHER DEPARTMENTS

Amplified sound is restricted on campus to assure that activities do not affect the classroom environment. Amplified sound is not allowed near buildings where classes are being held. Amplified sound in the Quad, the Engineering Meadow, the University Park, and University Plaza, is permitted during University Hour, 12pm-1pm, Tuesdays and Thursdays. Exceptions will be considered on a case-by-case basis, and will require the approval of the Director of the Office of Student Life & Cultural Centers. Click to see the policy: Amplified Sound ProcedureAmplified Sound Procedure AMPLIFIED SOUND

Food sales: Currently a club is allowed 3 food sales a quarter, this is under review and you will be notified if this changes. Make sure you have your EH&S Paperwork and food handler (with their certification) during the entirety of the event. When you submit your request make sure to tell OSLCC your proposed food type, so we can schedule groups in a fashion that makes sense. Do not set up on walkways (they are often emergency zones). It is okay if clubs use spaces around the Marketplace, but you may not set up in front of the Marketplace. Do not enter the kitchens of campus services for ANYTHING. Do not clean grills or equipment in campus sinks/toilet facilities. OUTDOOR EVENT (FOOD RELATED)

Environmental Health & Safety approval is required for all food on campus, unless it is handled by an on-campus caterer. Procedures for Food Events Form: Certified Food Handler must be present if food is being served at official student organization events. Exceptions: Being catered OR Pre-packaged food. EH&S will recognize a Food Handlers License from : Los Angeles, Riverside, or San Bernardino County; Also online at: Make sure to post your approved Food Event form at the event site. The office is located in the CLA, (98) Room B Contact EH&S at (909) if you need assistance or have questions. FOOD AT EVENTS

What to do: Obtain and complete the appropriate forms from EH&S Request for Authorization to Prepare, Sell or Serve Perishable/Nonperishable Foods on Campus (Form may be accessed from the EH&S website) on.doc on.doc THE EH&S FORM

Next fill out box A, B or C whichever applies to your event Box A – Event with only manufactured, non-perishable prepackaged food (Food and drink packaged in individual servings) No food handler necessary. Box B – Event with food not prepackaged (prepared and served by registered food handler) Box C – Food will be supplied by a restaurant or caterer. THE EH&S FORM

Additional documents required if you will be using an off campus restaurant or Caterer: o Current certificate of insurance listing Cal Poly Pomona as an additional insured. The certificate must have the following endorsement : “The State of California, the Trustees of the California State University, the University and the employees, officers and agents of each of them are included as additional insured.” o Give yourself an adequate amount of time, as obtaining insurance information can be a complicated process. If you are using a campus vendor (i.e. Kellogg West, Round Table, Subway, etc.) no Certificate of Liability or county food permit is required. BOX “C” CONSIDERATIONS Exception…

Facilities needs to be contacted if you need: Lights turned on Sprinklers turned off Trash boxes Recycling boxes Other like services Forms submitted to Facilities via fax or taken to their offices. Require at least 3 days to render services, sometimes longer. Hours of operation differ from the main campus, and they close earlier in the day (3:00pm). FACILITIES REQUESTS

R ESOURCES & S ERVICES Office of Student Life & Cultural Centers ( Main Office) Event Scheduling Club Resources Websites: Club ResourcesClub Resources

Q UESTIONS ? Anita Roberts Student Involvement Coordinator (909) Building (OSLCC Main Office) GO BRONCOS!