Cuesta College Student Life & Leadership: plan an activity

We want to plan an activity…

Important Note

Student activities are an integral part of every student’s college experience. They are planned with sufficient variety and frequency to provide an opportunity for all students to participate. Careful consideration is given to developing the program so that it will in no way interfere with instruction. Students may develop additional co-curricular activities under the supervision of the coordinator of Student Life and Leadership when there appears to be a need for them.

Students who participate in on-campus activities not authorized by the college are subject to suspension or expulsion.

Where do we start?
What do we do?
What paperwork do we complete?

To avoid potential scheduling conflicts and liabilities for holding an unapproved event, clubs that want to schedule events must complete and submit the appropriate forms. These forms are available for your club at the Student Life and Leadership office in the Student Center on the SLO campus reception desk. These forms will help your club when arranging facilities, equipment, and dates and times of activities.

Events held on and off campus must be registered and approved through the Student Life and Leadership office. This is a campus policy.
We do not approve any club business during the summer. Any activities planned between spring and fall semesters are considered unofficial and will not be recognized by the college.

Please be aware of the additional forms*, guidelines, and policies that follow this page.

* The following Publicity Tools request forms are not included in this handbook, but are available in the Student Center reception area.

Rolling Signboard
Student Center Display Case
Student Center Electronic Signboard

All forms will be available online in the near future.

How to complete a student activity request

This guide will help you fill out a Student Activity Request form easily. This form is to be turned in to the receptionist desk in the Student Center at least two (2) weeks prior to the date the event is scheduled to take place.

Please remember when filling out this form to type or print clearly. The information must be legible.

Date form is filled out
Name of club/organization sponsoring event.
Type of activity (dance, band, guest speaker, info. booth, etc).
Your advisor or the responsible party’s name.
His/her phone number.
Contact person’s name. This person must be actively involved in the planning of your event, and must be able to answer any questions about the event should problems arise.
Contact person’s phone number.
A message number.
Email address.
Day & date activity starts.
Day & date activity ends.
Event set-up time.
Event tear-down time. (Note am/pm)
Event start time.
Indicate which SLO campus facility you wish to use for your event.
Indicate which North County campus facility you wish to use.
Indicate any off-campus facility you wish to use. (Be sure to include facility contact person’s phone number.)
Describe the activity. Be sure to include all pertinent details; use extra paper if needed. Also include any drawings of set-up arrangements.
Indicate if there will be a charge to attend your event. Include prices of General Admission, Student, and Children’s admissions.
Note if this is a food event; if so, cafeteria manager must sign his/her approval.
Indicate if your event is a fund raiser. If it is, please state the purpose for which the funds are being used. Be specific.
This section allows you to indicate which campus services you will need. Please check any boxes and attach forms for all that apply.
Activities Director’s initials & date (student government-sponsored events only).
Clubs Commissioner’s initials & date (for a club event only).
Signature and date of Student Coordinator – you.
Signature and date of club’s advisor/sponsor or Division Chair.
Signature and date of North County Campus staff (for NCC events only).

Your activity request is now ready to be given to the Student Center reception desk. Your request will be numbered and given to the Student Life and Leadership Office to be initialed and signed by the appropriate staff and student leaders.

Your Activity Request will not be processed without the appropriate signatures. Valuable planning time may be lost without them.

How to complete a facilities use permit

This form is to reserve an on-campus location for your program/event. Before completing this form, discuss with the Student Center Assistant where and what time you would like your event to take place.
On-campus facilities are at a premium! Be sure you speak to the Student Center Assistant as you start your planning, or the facility may not be available. Include a second location for your event/program in case your first choice is unavailable.

Name of your club or organization.
Your advisor’s name and your name as the contact person.
Your advisor’s daytime on-campus extension, or off-campus phone number.
The date/dates your event/program is to take place.
The day of the week your event/program is to take place.
The location (room number) where your event/program is to take place.
What type of event/program (e.g., club meeting, Cinco de Mayo celebration, Multicultural Day, dance, BBQ etc.)
The start time of your event. (Be sure to include set-up time.)
The time your event will be over. (Be sure to include clean-up time.)
Signature of Authorized Agent or Faculty Advisor. This is required in order to process the request. The signature line is on the reverse side of the form.

The remainder of this form will be completed by the Facility Coordinator.

Remember, all forms must be legible!

This form is to be turned in with your Student Activity Request to the Student Center Assistant no less than two (2) weeks before your event/program.

How to complete a request for Service/Repair Form

This form is a request for service/repair from the Physical Plant (Maintenance, Operations, and Grounds: MOG). You will use this form when you need the services of our Maintenance Department. They will deliver tables and chairs, if needed, to the on-campus site of your event.

Be specific when requesting service from the Physical Plant. Be sure to include the time you want things delivered and when you want them picked up. Include a drawing of the set up you want. Tear off the goldenrod copy from the back of the request to keep in your planning file.

A Requests Instructions map of the conference center area is also included. See the example.

Don’t forget! Your advisor must sign any request for service for the physical plant.

To fill out the Request for Service/Repair, please do the following:

First notice the service order number in the upper right hand corner of the form. Be sure to include this Service Order # on your Student Activities Request. You may need this number to reference your Service Order when talking to the Physical Plant regarding your set up, or if any problems should arise.
Indicate the area where your event will be held, e.g., Conference Center, Room 5401; or the Courtyard area, 5500, etc.
The name of the contact person goes on this line. Be sure the contact person is someone who is very familiar with the set-up plans, and will be able to troubleshoot should there be any problems.
Please put your phone number here. If your club/organization is planning the event, use the extension number (2413) for the Clubs area in the ASCC offices.
Date: The date you are sending the request to the Physical Plant.
Approval: Your club advisor must sign here, otherwise your request may be denied. If your organization does not have an advisor, the ASCC advisor can sign for you.
Date Needed: This is the date of your event.
This is the area where you describe what it is you want, e.g., 10 large round tables and 50 chairs. Be very specific. Include drawings. This will make it easier for the maintenance staff to know exactly what you want.

How to complete an equipment request form

An Instructional Technology Services (ITS) Multimedia Equipment Request form must be completed if your event requires any audiovisual equipment (e.g., speakers, microphone, boom box, television, VCR, etc).

Completion of this form can be done online by visiting their website.

Where the form asks for a name, type in both your and your advisor’s name.

Where the form asks for a phone number, type in where you and your advisor can be reached here on campus.

Once you complete this online form and click the Submit button, you will receive an email from ITS reviewing your request. Print this email and include a copy of it with your Student Activity Request.

You must include this completed form when you submit your Student Activity Request form (at least two weeks prior to your event) to the Student Center assistant. There is a limited amount of equipment on campus, so it’s important to get your request in early.

Entertainer/speaker contract

This contract is very important. Once you have decided on an entertainer, complete your portion of the contract and send it to the entertainer with a self-addressed, stamped envelope. Be sure to include the return date. If the entertainer is to be paid on time, the contract must be returned no later than two (2) weeks prior to the event. Keep copies of all information.

Cuesta College Student Life & Leadership: Club Handbook