Breadcrumb
Campus Event Planning
Drop-in Zoom Room
If you need assistance or training with making a room reservation or submitting your event request, feel free to drop in.
Canceled - will resume the week of January 13th, 2025 at a new date/time/link.
Feel free to email ces@humboldt.edu or call (707) 826-5981 if you have questions.
Still need help? Check out the 25Live support page.
Room Reservations
Request your space through 25Live.
New to 25Live? Reach out to Conference & Event Services to schedule a training session, or check out the 25Live help site for helpful guides and tips.
*Event space reservations should be submitted no less than 2 weeks/ 10 business days in advance
Need help deciding which room to reserve? Check out the reservable room list below.
Campus Sponsored/Hosted Events
CAMPUS HOSTED/SPONSORED EVENTS consist of events that are being hosted by Internal Users in coordination with external groups as part of recruitment or community engagement and/or collaboration efforts.
Event Submission Timeline
Organization Meeting - Minimum days to submit: 2 business days
Low-impact events - Minimum days to submit: 2 weeks or 10 business days
- Events fall under this label if they have less than 150 people, no physical activity, no cash or financial transactions, are closed events, and do not take a lot of support from other campus departments. Additional support is any equipment or service that is not already included in the baseline services.
High-impact Events - Minimum days to submit: 4 weeks or 20 business days
- These events require more notice because of their risk factors or services to support the event. They must go through multiple phases of review and approval with Risk Management, UPD, FM, and the events office, among others. The review process extends the amount of time needed. High-impact events are any events that include: High-Risk Food or drink, Non-Campus Catered alcohol, minors present, any sort of cash or financial transaction, ceremonial smoke, off-campus, evening/weekend/overnight events, a large number of people, a space utilized for a purpose not intended.
Event Form
Anyone wishing to reserve a space for their gathering should be completing the Campus Event Form in 25Live to submit their request.
The Campus Event form has been developed within the Campus Scheduling platform, 25Live and has created a “One-stop-shop” approach to event planning on Campus. By completing the custom attribute questions and requesting applicable services or equipment in the Event Resources sections, your request will be reviewed by Campus Partners in all service related organizations from Facilities Management, ITS, Catering, Parking, CES, Risk Management and UPD. Please take your time and read the instructions provided in each section, and reach out to ces@humboldt.edu if you have any questions or need assistance.
*Event requests should be submitted no less than 2 weeks/ 10 business days in advance for low-impact events, and up to 4 weeks/20 business days in avance for any high-impact events.
Event Planning FAQs
Can I have food at my event?
All official Cal Poly Humboldt events must follow University food safety guidelines. Be sure to include your intention to have food or drink of any kind in your event request. This includes alcohol, food trucks, food tents, or any food vendors, as each has separate requirements to operate on Campus. High-Risk food, Alcohol, and Food Truck/Tent requests may require a longer timeline to process and should be requested 4 weeks in advance of the standard 2-week timeline.
I want to have food at my event but I don't know the difference between "High Risk and Low Risk foods"
High-Risk food preparations/serving will require a permit and training through Risk Management.
Please submit your request 5 weeks in advance for the high-risk elements.
Ex: High Risk - cooking spaghetti for community event.
These foods require additional review from Environmental Health & Safety services at Cal Poly Humboldt. These foods include:
- Any food, beverage, or consumable that is prepared (washed, cut, assembled, or cooked) by the organization
- Raw Foods
Low-Risk food can be approved by Conference & Event Services alone and do not require any further action from the organization.
These foods include:
- Pre-packed, non-temperature controlled/shelf-stable food
- Catered from an approved vendor. The approved vendor list can be found HERE
- Premade, single-serving foods. For example Pizza, pre-made Sandwiches. These must be separated on individual plates or napkins and gloves or tongs are required to manipulate or serve
- Potlucks are permitted for events that are closed to the organization members only
Does CES help with event setup or cleanup?
CES is able to set up main event spaces in various standard layout configurations, as listed for each space in 25live. Customized layout designs may be available for an additional charge, and must adhere to the State Fire Marshal Occupancy, and ADA allowances. All room setups completed by CES will include a breakdown following the event. General event cleanup, removing decorations, placing waste in the appropriate receptacle, or dishes into a bussing container, is the responsibility of the event host. Custodial services will perform routine room cleaning and trash removal after the event if requested. Events that leave damages or excessive cleanup/ waste will be charged.
Where can I get tables or chairs for my event?
Please note that every room has a specific set of furniture that is allocated to that space and must stay in it. If the space you are using has different layout options, you will find them listed in the description of the location in 25Live. If you need something different than the options available, you will need to provide instructions in the location selection of the event form. Custom Layouts may be available for an additional charge and may require a State Fire Marshal Event Permit. If you are using an outdoor or open space such as a lawn or gym, please indicate the furniture or services needed in the Resources section of the event form. CES will work in partnership with Facilities Management to facilitate the request.