Tier 1 Event Requests( 10 college business days) Classroom Requests. Requests must be completed on the Ad-Astra Site by Student Engagement on behalf of student organizations. Those requests will be directed to the Campus Provost’ s Administrative Assistant or their designee to reserve classrooms on campus. When making these requests, list the organization’ s preferred room, any secondary room requests, and special requests( number of tables, chairs, check-in table, etc.) in the event request. Please add 10 minutes before and after the desired meeting time when submitting the request. [ GD( LOCAL)]
Tier 1 Event Notes: Before processing fundraising events, Student Engagement will notify groups of simultaneously occurring activities, should the group want to change their date.
Tier 2 / 3 Event Requests( Tier 2: 15 college business days / Tier 3: 20 college business days)
Large Campus Event or Campus Common Area Request( Tier 2). Large campus events are those with 50 or more attendees, and campus common areas are atriums, tabling spaces, conference centers, and outdoors. Event requests should be submitted at least 15 college business days prior to the event date.
• Requests for approval will be processed through Conference Services’ Ad Astra form for the use of large common spaces( indoors and outdoors) and must be in no later than fifteen college business days in advance.
• If there are events with over 150 attendees, political or guest speakers, potential media coverage, etc. please make sure that the Campus Provost, Vice President of Student and Enrollment Services, and Associate Dean of Student and Enrollment Services( for Student Engagement) are aware.
INDOOR TABLING EVENTS
When hosting indoor tabling events, organizations are reminded to not obstruct or restrain the passage of persons in an exit, entrance, or hallway of a building per FLB( LEGAL). Organizations must request a table and location a minimum of 15 college business days in advance in accordance with Tier 1 Event Requests. Final approvals will come from the Conference Services Department and are subject to space availability.
OUTDOOR TABLING EVENTS
When hosting outdoor tabling events, organizations must follow Board policy GD LOCAL and ensure that their proposed activity will not disturb the regular academic programs, other planned activities, or other operations of the College District. Organizations must request a table and outdoor location a minimum of 15 college business days in advance in accordance with Tier 1 Event Requests. Final approvals will come from the Conference Services Department and are subject to space availability.
If food will be distributed, organizations must use items are store-packaged or prepared by a licensed food establishment or commercial kitchen for safety-related reasons. Items should be individually wrapped or disposable plastic food gloves need to be used to handle the food when serving. Food items that contain major food allergens( such as wheat, peanuts, tree nuts, and fish) need to be appropriately identified.
OFF-CAMPUS EVENT WITHIN 25 miles of CHEC( Tier 2 with Travel).
Event requests should be submitted a minimum of 15 college business days before the event date. The advisor is responsible for communicating with their supervisors for approval to participate in off-campus events. A ratio of nine( 9) students to one( 1) approved advisor must be maintained. The Vice President of Student and Enrollment Services may approve any exceptions. If the event is less than 25 miles from CHEC, student organizations are allowed to use personal vehicles to attend the event.
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