Scheduling Campus Facilities Form

Standard Operating Procedure

  • FACILITIES SCHEDULED: Instructional Facilities (classrooms & smart rooms) are those used primarily for instruction (credit classes). Credit Classes are scheduled through the Instruction Office and once classes are in place, Instructional Facilities (classrooms) are scheduled for Non-Instructional use through Campus Operations. Non-Instructional Facilities are those used primarily for purposes such as meetings, presentations, or any other activity that is not an actual class. RHN 258, PAC 102, City Cafe #1, City Cafe #2, SOG 119 and LRC 105 are Non-Instructional Facilities and are always scheduled by Campus Operations. Labs and Computer labs are scheduled through their corresponding divisions.

    CLUB REQUESTS go through the Student Leadership and Development office (SLD). Staff will assist club members in facility selection, request, and processing. Their request will then be submitted to the Student Leadership and Development office for approval. Once approved, the request is sent to the Campus Operations for scheduling. Campus Operations will send confirmation back to Student Leadership and Development. Campus Operations will not accept requests directly from club members, or forms submitted without proper signatures.

    SET UPS: Please make sure that all requests for Custodial Services relative to your event are provided to the Campus Operations office and are indicated on the Scheduling Campus Facilities Form as well as a diagram of table arrangements, etc. on the Event Layout Form. Requestors need to allow a minimum of 10 business days for set-ups. Set up revisions need to be made no later than one five business days in advance. Previously submitted and confirmed Rain plan options are accepted within 24 hours before event.

    MEDIA SERVICES: If your event requires audio or visual support you will need to complete the Media Services Support Request Form. If your event requires media equipment (projectors, video cameras, etc.) you can reserve them through Instructional Media in LRC 141.

    FOOD: All events involving food must be submitted a minimum of 3 weeks in advance and must be arranged through Aramark. Aramark has contractual, exclusive food service rights for catering and food service in the Los Rios District.
    • Requests and inquiries to check availability will not be accepted over the phone or email without the proper paperwork.
    • Please allow at least 5 business days for processing and at least 10 business days for events with custom set ups.
    • Set up revisions need to be made no later than one (1) week in advance. Previously submitted and confirmed Rain Plan options are accepted up to 24 hours before event.
    • If the event needs to be cancelled, please notify Campus Operations as soon as possible.
    • Confirmations of facility reservations will be e-mailed to sender. Facilities requested are not confirmed until receiving a confirmation.
    • Changes to confirmed facilities may occur to accommodate higher priority activities (e.g., changing an event's date/time/location to accommodate a regularly scheduled class, high priority events, etc.).
 

Event Information

  • Club Requests must be submitted and approved through the Student Leadership and Development Office on the Club Facilities Use Request. Any Club request directly submitted to Facilities without SLD approval will be returned to sender.
 

Facility Information

  • Please note: All requests for the Student Center, Cultural Awareness Center, Veterans Resource Center must be submitted to and approved byStudent Leadership & Development.
  • City Café (Aramark) has contractual, exclusive food service rights for catering and food service in the Los Rios District. Three weeks prior notification for food service needs must be provided to City Café (Aramark). Contact City Café at (916) 558-2251 or (916) 558-2252 to coordinate food service needs.
 

Custodial Requirements

  • Please print out and indicate on the form provided a layout of tables, chairs, etc. and submit to Facilities, via email, or inter-campus at least two weeks prior to requested event date.
    Event Layout Form
 

Media Services

  • If your event requires media equipment (projectors, video cameras, etc.) you can reserve the equipment and pick up from Instructional Media in LRC 141.If your event requires audio or visual support you will need to complete the Media Services Support Request Form.
 

Requestor Information

 

Verification