Facility and Event

Student organizations, campus offices and University departments planning a function on or off campus must have the facility reserved and the event approved by the Office of Student Development. University facilities may be reserved for approved University events only. Only student organizations, faculty and staff may reserve space on campus. Individual students may not reserve University facilities.

The following guidelines address the procedures for reserving campus facilities and obtaining event authorization.

1. The Facility Reservation and Event Authorization Form must be completed and submitted to the Office of Student Development. Forms are available in Whitten Student Center. Event Coordinators should follow all procedures as indicated on the Form. Questions regarding facility reservations or event planning should be directed to the Office of Student Development.   
2. Submission of a Facility Reservation and Event Authorization Form does not guarantee use of the facility or equipment requested. Facilities and equipment are available on a limited basis. Any equipment needs must be indicated on the Form.  
3. The Coordinator of Student Involvement and Leadership gives final approval for all events. Student organization events involving alcohol must follow the policy as indicated in the Student Life section of the Student Handbook.
4. Bon Appétit shall have the exclusive right to provide food service for any events taking place in Woody’s. Any requests for Bon Appétit food service should be made directly through the Woody’s Manager.
5. Events with special electrical/water needs or where special safety precautions are needed may be required to have a pre-event walk through by a Maintenance department staff member. At this time, the Event Coordinator will be required to address safety concerns and modify their event setup if necessary.
6. Use of any flammable decorations may require clearance from Maintenance, Student Development and/or the Fire Department.
7. Any facility used for an event must be cleaned upon completion of the event. The Event Coordinator or student organization indicated on the Facility Reservation and Event Authorization Form may be held responsible for any damage to the requested facility and/or equipment as a direct result of their use of the reserved facility and/or equipment.
8. Non-academic events will be limited during Finals Week.
9. Student organizations must have their advisor present at student events on or off-campus as deemed necessary by the Coordinator of Student Involvement and Leadership.
10. Student use of facilities on the San Diego campus is coordinated by the Administrative Office at the San Diego campus.
11. If a problem with an event arises, the Event Coordinator listed on the Facility Reservation and Event Authorization Form will be contacted.
12. The Event Coordinator is responsible for informing the Office of Student Development of any changes in plans or cancellation of events. Failure to inform the Office of Student Development of cancellations may result in the loss of facility reservation or event approval privileges.
13. Security may be required for events without alcohol.

Submit a facility reservation request

• Step 1: Use the Campus Calendar links below to determine if your desired facility and event time are available.
• Step 2: Obtain a FREA Form from Whitten Student Center. Or you may download the Long Form and print it, duplex, on legal size paper.
• Step 3: Complete the front and back of the form completely. Student organizations must have their advisor approve the event.
• Step 4: Submit the form to the appropriate Facility Coordinator(s) as indicated in the box in Step One of the Form for their approval.
• Step 5: Then submit the Form to the Office of Student Development in Whitten Student Center.

View campus events and classes

• Faciltiy Availability
• Monthly Events Calendar - excludes classes
• Invited Attendees - student, staff, faculty, alumni and visitors
• Events and Classes by Location - Daily
• Events and Classes by Location - Weekly
• Events and Classes by Location - Monthly