Cal Poly Events Frequently Asked Questions

Question: I don’t see a calendar of events when I launch the Events website. What’s wrong?

Answer: You are probably using a browser that is not compatible with the Events website. Use of older browsers may cause a distortion of the page layout. The event pages are best viewed with Internet Explorer 5.5+ and Netscape 6.0+.

Question: How do I reserve a room or schedule an event for a student club activity?

Answer: An E-Plan “Approval of Club Activity” is required for every chartered club that plans to hold an event on- or off- campus. To reserve a room or schedule an event, a Student Club representative should visit the University Union Epicenter to initiate an E-Plan 14 days prior to the date(s), and include the following information:

Date and time of your event
Title of event
Estimated number of people to attend
Desired location of event
Travel arrangements
Potential risks
Names of service providers being hired
Any other details important to your event (e.g.;dancing, loud noise, members ridesharing to event, etc.)

Question: How do I reserve a room or schedule an event if I am a faculty or staff member?

Answer: Faculty and Staff wishing to conduct events or activities on campus are encouraged to contact the University Scheduling Office at (805)756-5550. Requests should be submitted at least two (preferably four) weeks prior to the date(s) via email to events@calpoly.edu, and include the following information:

Name of sponsoring department/organization
Name, phone and email of requestor
Type of event
Event Name
Date(s) requested
Start time
End time
Setup/Takedown time needed (if any)
Anticipated headcount
Preferred location (best to list a first and second choice)
Other details, such as requirement for food/refreshments, AV equipment special seating/table arrangements, etc.
Will off-campus visitors attend? If so, will the requesting department provide parking, or will the visitors pay for their own parking?

Question: How do I reserve a room or schedule an event if I am a Off-campus individual or group?

Answer: Individuals or groups from off-campus who wish to use University property to conduct events or activities are required to contact the University Scheduling Office so the event can be referred to appropriate campus offices. Use of campus facilities by off-campus groups is subject to a fee.

University Scheduling can be reached at (805)756-5550 or email events@calpoly.edu. The following information is required to submit a request:

Name of sponsoring department/organization
Name, phone and email of requestor
Type of event
Event Name
Date(s) requested
Start time
End time
Setup/Takedown time needed (if any)
Anticipated headcount
Preferred location (best to list a first and second choice)
Other details, such as requirement for food/refreshments, AV equipment special seating/table arrangements, etc.
Will off-campus visitors attend? If so, will the requesting department provide parking, or will the visitors pay for their own parking?

Question: How do I arrange to have AV equipment (LCD projector, slide projector, audio cassette players, etc.) at my event?

Answer: Computer equipment, projectors and video equipment can be checked out from Media Distribution Services. For details about reservation/checkout policies and rental rates, visit the
MDS website . Some classrooms are equipped with AV equipment. A description of equipment available in classrooms can be found by selecting the links for ‘General Classrooms,’ ‘Multimedia Classrooms’ and ‘Smart Classrooms’ on the MDS website.

The University Union offers equipment rental for events that are held within their facility.

Technical equipment for Performing Arts Center events held in Harman Hall and the Pavilion is available from the PAC. Labor charges apply.

Answer: Campus food sales/service and related facilities are the exclusive privilege of the Foundation (Campus Administrative Manual 241). Please contact Campus Catering at (805) 756-1177 with a minimum one-week notice to discuss details about the menu.

Question: If I am scheduling an event that includes visitors from off-campus, do I need to notify the scheduler?

Answer: YES. Please provide this information in your reservation request, and include details about how parking will be handled: are the guests required to purchase a permit? Is the department paying for parking? This information is useful to the Visitor’s Information Booth on Grand Avenue, so the visiting guests can be efficiently directed to parking lots and the building in which the event is held.

Answer: From the Events website (http://events.calpoly.edu ) , click on the Locations link. The default page shows room availability in the University Union. To search for availability of rooms in a different building, select the By Name link. In the lower right of the window, a series of numbers (which represent building numbers) will appear under the word, ‘Locations.’ If you want to see availability in 03-213, click on the link for 003. The new window will show all of the room numbers that are available to view. Click on 003-0213, then navigate to the month and date of interest.

Answer: Cal Poly has four ‘General Purpose Conference Rooms’ which can be reserved in OpenTime by faculty and staff of the University. These rooms are:

To check availability in OpenTime, select Open Agenda and enter the room number, preceded by ‘R:’. For example, if you want to check availability of 10-241, you would type ‘R:10-241’ (without the quotation marks).

When viewing the agenda of a General Purpose Conference Room, meetings can be reserved in the same way that users will scheduled a meeting on their own calendar. Rooms can also be reserved by typing ‘R:10-241’ in the ‘People/Resources’ field of the New Meeting window when scheduling events from within one’s own agenda.

University Scheduling Office California Polytechnic State University San Luis Obispo, CA 93407 (805) 756-5550		Questions? FAQ Contact us at events@calpoly.edu
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