Scheduling Campus Facilities Form

Standard Operating Procedure

  • 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: Please make sure that all requests for Media Services are indicated on the Scheduling Campus Facilities Form. Media set ups vary depending on the facility being requested and will determine which set up your event requires. Standard Media Requests require a minimum of ten (10) business days for processing. Requests for Custom Media set ups require a minimum of 30 business days for processing.

    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 five (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 seven (7) business days in advance. Previously submitted and confirmed Rain Plan options are accepted up to 24 hours before event.
    • Standard Media Requests require a minimum of ten (10) business days for processing. Requests for Custom Media set ups require a minimum of 30 business days for processing.
    • 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 through the Student Leadership and Development Office on the Club Facilities Use Request. Any Club request directly submitted to Campus Operations without SLD approval will be returned to sender.
 

Facility Information

  • All requests for the Student Center and Cultural Awareness Center must be requested on the Student Center & CAC Request Form.
  • City Café (Aramark) has contractual, exclusive food service rights for catering and food service in the Los Rios District. Three (3) weeks prior notification for food service needs must be provided to City Café (Aramark). Contact Aramark here to coordinate food service needs.
 

Media Services

  • There is no installed audiovisual system in this location. For information on equipment available for checkout, see: Equipment Checkouts
  • There is no installed audiovisual system in this location. For information on equipment available for checkout, see: Equipment Checkouts
  • There is no installed audiovisual system in this location. For information on equipment available for checkout, see: Equipment Checkouts
  • There is no installed audiovisual system in this location. For information on equipment available for checkout, see: Equipment Checkouts
  • There is no installed audiovisual system in this location. For information on equipment available for checkout, see: Equipment Checkouts
  • Did you mean to click Quad Stage? Amplified sound on the Quad is allowed on the Quad Stage during College Hour. Please change your request to “Quad Stage” to proceed.
  • There is no installed audiovisual system in this location. For information on equipment available for checkout, see: Equipment Checkouts
  • There is no installed audiovisual system in this location. For information on equipment available for checkout, see: Equipment Checkouts
  • Custom events are events held in any facility or area on campus that does not have a simple standard equipment configuration, and/or events in standard facilities that require additional equipment not included in the standard configuration.

    Custom events require a minimum of 30 business days notice and usually require planning and discussion to determine whether they will be feasible with available staff and equipment. Please provide the location and a brief description of your event below and Media Services will contact you to discuss your event.
  • Custom events are events held in any facility or area on campus that does not have a simple standard equipment configuration, and/or events in standard facilities that require additional equipment not included in the standard configuration.

    Rain Plans must be assessed for viability in the new location. Depending upon the location, parts or all of your media request may be cancelled. If you would like suggestions on how to create a Rain Plan that encompasses all your media request, please make a consultation meeting with Media Resources at (916) 558-2215.
 

Custodial Requirements

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

Requestor Information

 

Verification