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Event Planning Process

Event Planning Process for Student Clubs and Organizations

1. Risk Assessment

First, determine what level of risk your event will have. This will prepare you to acquire any additional documents for approval.

Low Risk Events
  • Closed, general meetings
  • Only members of organization
  • Located on CSUSB

Examples: General body meetings for Club & Organization Members only

*Low risk events must be submitted at least (2) weeks/14 working days prior to the event.

Medium Risk Events
  • General meetings open to Campus Guests
  • Invites CSUSB Community (Students, Faculty, & Staff)
  • Located on CSUSB
  • Includes food (both pre-packaged and hot/cold foods.) 

Examples: fundraisers, speaker events, events with food, public meetings, small-public events (less than 100 people), workshops/trainings, lectures, etc.

*Medium risk events must be submitted at least (2) weeks/14 working days prior to the event. 

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*

*High risk events must be submitted at least (4) weeks/30 working days prior to the event. 

Event Risk Assessments

*Failure to submit events prior to the required number of days for each risk classification will result in your event request being denied.

 

 

Event Permits

To further assist you in determining which risk category your event falls under, consult which permit requirements might be applicable to your event.

All Chartered Student Clubs & Organizations at CSUSB must receive an event permit to hold an event on the CSUSB campus. Permits are required for events that include, but are not limited to, one or more of the following criteria. Check all that apply. 

  • Admission will be charged.
  • An Off-Campus Vendor will be present.
  • Controversial, sensitive, or emotionally charged content may be involved.
  • Drone will be used/present.
  • Event will be held outdoors.
  • Filming on campus.
  • Food and/or beverage from off-campus (not provided by Yotie Eats) is being served.
  • Food and/or beverage from off-campus (not provided by Yotie Eats) is being sold.
  • Food and/or beverage is being served/sold-provided by Yotie Eats (Chartwells).
  • Fundraisers or events where money exchanges hands.
  • Involves amplified sound.
  • Involves animals of any kind (dog, cat, horses, fish, etc.)
  • Involves minors/children on campus.
  • Involves open flames (candles, grills, etc.)
  • Involves performers, speakers, or other acts.
  • Involves physical activity.
  • Large crowds are anticipated (100+ people).
  • Movies will be shown.
  • Open to the public/advertised to the public.
  • This event has occurred in the past.
  • None of these apply.

 

2. Event & Space Reservation Process

After determining your event's risk factors, you can now begin to reserve space on EMS and submit your event requests on Coyote Connection!

 
Step #1

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

Event Management System

 
Step #1a

For any events hosting food, including pre-packaged items, complete the Catering Waiver Form located on the Yotie Eats website or by clicking the button below.

Catering Waiver Form

Note*: If the cost of your food is below $250, you do not need to submit a Catering Waiver Form. However, clubs/organizations still need to receive approval from the Environment Health and Safety Department.

*Note: Regardless if food is below $250, clubs/organizations still need to indicate that food will be hosted at the event while completing the coyote connection event form.

 
Step #2

Submit Your Event Form via Coyote Connection 

*Your Food Event Notification Form is built-in to the Event Form on Coyote Connection, 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 Coyote Connection
  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!

Coyote Connection

 
Step #2a

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

 
Step #3

Event Form & Space has been approved by OSLE when all other necessary campus partners approve.

 

Food at Events

The Food Event Notification Form is built-in to the Event Form on Coyote Connection, 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 Yotie Eats. 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

Special Events & Guest Services

Environmental Health & Safety

Risk Management

University Police Department

Parking & Transportation

Yotie Eats