Event Planning

Student Clubs & Organizations Event Planning Process

Step #1: 

Submit your request for space via the Event Management System (EMS) in the Santos Manuel Student Union or other spaces on campus

https://eventmanagement.csusb.edu/emswebapp/

 

Step #2: 

Submit Your Event Form via CoyoteConnection 

*Your Food Event Notification Form is built-in to the Event Form on CoyoteConnection, Clubs & Organizations will no longer have to go directly through the Environmental Health & Safety (EHS) Website.*

How to access your event form: 
  1. Log-in to CoyoteConnection
  2. Go to your Organization's Page
  3. Click "Manage Organization" 
  4. Click the Menu on the left-hand corner
  5. Go to "Events"
  6. Click "+Create Event" 
  7. Fill out the form to the best of your ability!

Step #2a: 

For High Risk Events Only: Meet with the Special Events Committee. OSE will reach out to schedule this meeting!

Step #3: 

Event Form & Space has been approved by OSE when all other necessary campus partners approve!

Risk Assessment

Low Risk Events

  • Closed, General Meetings
  • Only Members of Organization
  • Located on CSUSB

Examples: General Body Meetings for Club & Organization Members Only

Medium Risk Events

  • Open, General Meetings
  • Invites CSUSB Community (Students, Faculty, & Staff)
  • Located on CSUSB

Examples: Fundraisers, Speaker Events, Events with Food, Public Meetings, Small-Public Events (less than 100 people), Workshops/Trainings, Lectures, etc. 

High Risk Events*

  • Open to the Public
  • More than 100 People in Attendance
  • Involves Physical Activity/Attractions
  • Involves Minors
  • Controversial, Sensitive Topics

Examples: Conferences, Carnivals, Concerts, Festivals, All-Day Events, etc.

*Require a meeting with the Special Events Committee for Approval*

Food at Events

The Food Event Notification Form is built-in to the Event Form on CoyoteConnection, Clubs & Organizations will no longer have to go directly through the Environmental Health & Safety (EHS) Website

A Food Event Notification Form is required by the Department of Environmental Health and Safety for any event where food will be served to the general public, unless the food is being purchased through Coyote Dining. You must follow any serving or other instructions provided by Environmental Health and Safety to help ensure food is handled and served safely.

Note: If you will be having an off-campus food vendor, you must first receive approval from Sodexo. You may contact them at catering@csusb.edu. Additionally, you must have a member of your organization who has completed the Food Managers Training Certification. All Off-Campus Food Vendors must be able to provide a County Health Permit 

For more information, please go to https://www.csusb.edu/ehs.

Campus Partners

Santos Manuel Student Union: https://www.csusb.edu/smsu

Special Events & Guest Services: https://www.csusb.edu/special-events

Environmental Health & Safety: https://www.csusb.edu/ehs

Risk Management: https://www.csusb.edu/risk-management

University Police Department:  https://www.csusb.edu/police

Parking & Transportation: https://www.csusb.edu/parking

Sodexo: https://csusbdining.sodexomyway.com/

Click here for the Event Planning Checklist

Event Process

Risk Assessment