CLUBS & ORGANIZATIONSSCHEDULERS’ WORKSHOP

HELLO & WELCOME!!

• Sign In ( Your name, Bronco ID, Club/Org)

• Your organization will NOT get credit if you leave early or fail to follow instructions

• This presentation will be available online.

SCHEDULING TEAMIndoor• Binny • Courtney • Jasmine

• We schedule Indoor space over 300 student clubs and organizations

• We schedule Outdoor space for the entire university

Outdoor• George • Marisol • Jasmine

WHAT TO KNOW• Indoor and Outdoor request form are found

on the OSLCC webpage.• Indoor and Outdoor requests are processed

through different systems• Best time to submit a request is before the

quarter starts.Requires 10 business days to process request

• We schedule requests on a first-come first-serve basis.

FACILITIES WE DO NOT SCHEDULE

Bronco Student Center (BSC) Athletics (gyms and fields) Kellogg West The Restaurant at Kellogg Ranch The Historic Kellogg House Pomona (Kellogg

Mansion) University Recital Hall & Theater Parking Lots Labs Residence Halls The BRIC

**Contacts for these locations can be found @ Club Resources List

Go to the space, and check to see that it has everything you need:

• Indoor:

– Size, seating, projectors, whiteboards, computers, etc.

• Outdoor:

– Power, lights, restroom access, etc.– Know the correct name of the locations.

• Maps can be found on the OSLCC webpage• Paint the CPP Letters

– No U.S. flag; lots of paint, mops, roller brushes

KNOW YOUR SPACE

THE SCHEDULING SYSTEM Currently Outdoor requests, and Indoor

(classroom) request are handled by different systems, make sure you submit your request to the correct one.

We require 10 business days to process (do not count weekends and holidays).

Indoor requests require an advisor signature after the room is assigned, outdoor requests will NOT.

We do NOT take care of communications to EH&S or Facilities for you.

INDOOR & OUTDOOR REQUEST SYSTEMS

The Outdoor form requires your ASI account #

The Indoor form requires your Bronco Log-in

THE SCHEDULING PROCESS

1. Check space availability2. Schedule the space

Check “We have received your request” E-mail

3. Wait for our e-mail of confirmation4. Fill out Scheduled Event Application

Indoor request requires an advisor signature Outdoor request does not Food involvement requires extra paperwork (which will NOT be turn

in to OSLCC but EH&S)

5. Turn it in to OSLCC We will sign and fax to Police Dept. Send to Deans of Student & Judicial Affairs to add onto

Master Calendar by the end of the day.

WHEN TO CONTACT US

• Contact us when your request changes: Canceling event Changing event type, time, location Changing food type, adding food, or

giving away food Changing the nature of the event

FOOD AND ISSUE: IF YOUR CLUB HAS FOOD PRESENT WITHOUT TURNING IN THE PROPER PAPERWORK AND PROCEDURES

Possible penalties include :Fines payable to injured party

$20-$80

Sanctions Lose the privilege to schedule space, sell, serve food, etc.

WHEN WE WILL CONTACT YOU Space you requested is not available

No other room/space meets your criteria ALWAYS PUT A BACK UP ROOM/SPACE, incase this

happens. Space you requested needs special approval,

instruction, or limited time usage. CBA

62-1001 and 62-1002 Library Classrooms

Fridays before 5PM Weekends

KNOW YOUR LOCATION

INDOOR:- Go to the space, look at the room and room

number:- - Check to see if you need projectors,

computers, Audio Visual equipment.- - Know what it is the room you are requesting.o OUTDOOR - Go to the space, check to see that if has everything you need:If the space needs power, lights, or access to restroomsWe have campus maps on the Office of Student Life and Cultural Centers Website.

INDOOR1. Here is where you

can click to check room availability.

2. Current link to the campus room request system.

3. After your confirmation you have to bring the paperwork back to OSLCC.

4. Club meeting have food? Do the EH&S paperwork!

INDOOR (CHECK AVAILABILITY)• Fill out all the

highlighted fields.– A “ * ” will work

as a wildcard

• Check the box that says “include campus events”.

• Time Period for checking availability is a one week window.

INDOOR

• If you need to change your request, notify OSLCC, do NOT do it in the system it will put you back at the end of the queue.

• U hour requests should be submitted for 12:00 – 12:50, Not 1:00pm.

• Library requests must be for times the Library is already open, so check their hours.

• We only reserve lecture rooms. Any special rooms on campus must be done through the department, if at all.

INDOOR

• We will not reserve a classroom for any time beyond 10pm.

• Does your club meeting have food? Do the EH&S paperwork!

• Need a space on a weekend? Booking a conference with lots of people? Doing something unconventional?...

Do your paperwork early, the reservation will take longer.

WHAT NOT TO DO

OU

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•    Go to http://dsa.csupomona.edu/osl •       Click “Event Scheduling”•       Click “Outdoor Scheduling Reservations”•       Click on the “Reservation Form” link and read

all information on the page•       Fill out all of the question blocks in the form,

and click submit•       You will receive an email confirmation that we

have received your request (keep this as proof)

This is NOT a confirmation of event approval Once approved, you will receive an email

confirmation.

OUTDOOR EVENT SCHEDULING PROCESS

• First priority for Outdoor spaces go to large scale, university, and departmental events.

• Be in accordance of amplified sound policies, but also be mindful of your sound levels. Especially during class hours. Especially if you are located near campus housing.

• Need supplies like tables, coolers, extension cords, tents, etc.? OSLCC does not provide them!!! You must supply your

own.• Do not overbook, request as much space as you actually need,

be mindful that others want spaces too!• Fill out the event description box! Use a description that will tell

us about the event, so we can answer questions when we are called about your event.

OUTDOOR EVENT

Typical departments involved in the request process:

Environmental Health & Safety (EH&S) Facilities & Plant Management (FPM) Risk Management

Depending on your event needs, other departments may also be

involved

OTHER DEPARTMENTS

AMPLIFIED SOUND

• Amplified sound is restricted on campus to assure that activities do not affect the classroom environment.

• Amplified sound is not allowed near buildings where classes are being held.

• Amplified sound in the Quad, the Engineering Meadow, the University Park, and University Plaza, is permitted during University Hour, 12pm-1pm, Tuesdays and Thursdays.

• Exceptions will be considered on a case-by-case basis, and will require the approval of the Director of the Office of Student Life & Cultural Centers.

• Click to see the policy: Amplified Sound Procedure

• Food sales: Currently a club is allowed 3 food sales a quarter, this is under review and you will be notified if this changes.

• Make sure you have your EH&S Paperwork and food handler (with their certification) during the entirety of the event.

• When you submit your request make sure to tell OSLCC your proposed food type, so we can schedule groups in a fashion that makes sense.

• Do not set up on walkways (they are often emergency zones).• It is okay if clubs use spaces around the Marketplace, but you

may not set up in front of the Marketplace.• Do not enter the kitchens of campus services for ANYTHING.• Do not clean grills or equipment in campus sinks/toilet

facilities.

OUTDOOR EVENT (FOOD RELATED)

• Environmental Health & Safety approval is required for all food on campus, unless it is handled by an on-campus caterer.

Procedures for Food Events Form: http://www.csupomona.edu/~ehs/ftp/FoodForms.doc

• Certified Food Handler must be present if food is being served at official student organization events.

Exceptions: Being catered OR Pre-packaged food.

• EH&S will recognize a Food Handlers License from :

Los Angeles, Riverside, or San Bernardino County; Also online at:

http://www.servsafe.com/ http://www.foodhandler.com/

• Make sure to post your approved Food Event form at the event site.

The office is located in the CLA, (98) Room B1-102. Contact EH&S at (909) 869-4697 if you need assistance or have questions.

FOOD AT EVENTS

What to do:

Obtain and complete the appropriate forms from EH&S Request for Authorization to Prepare, Sell or Serve Perishable/Nonperishable Foods on Campus (Form may be accessed from the EH&S website) http://www.csupomona.edu/~ehs/ftp/FoodApplication.doc

THE EH&S FORM

Next fill out box A, B or C whichever applies to your event

Box A – Event with only manufactured, non-perishable prepackaged food(Food and drink packaged in individual servings) No

food handler necessary.

Box B – Event with food not prepackaged(prepared and served by registered food handler)

Box C – Food will be supplied by a restaurant or caterer.

THE EH&S FORM

Additional documents required if you will be using an off campus restaurant or Caterer:

o Current certificate of insurance listing Cal Poly Pomona as an additional insured. The certificate must have the following endorsement:

“The State of California, the Trustees of the California State University, the University and the employees, officers and agents of each of them are

included as additional insured.”

o Give yourself an adequate amount of time, as obtaining insurance information can be a complicated process.

If you are using a campus vendor (i.e. Kellogg West, Round

Table, Subway, etc.) no Certificate of Liability or county food permit is required.

BOX “C” CONSIDERATIONS

Exception…

Facilities needs to be contacted if you need:• Lights turned on• Sprinklers turned off• Trash boxes• Recycling boxes• Other like services

• Forms submitted to Facilities via fax or taken to their offices.

• Require at least 3 days to render services, sometimes longer.

• Hours of operation differ from the main campus, and they close earlier in the day (3:00pm).

FACILITIES REQUESTS

BRONCO RECREATION INTRAMURAL CENTER FACILITY RESERVATIONS AND RENTALS

WHO CAN RESERVE SPACE AT THE BRIC?

OSLCC-Approved Student Clubs and Organizations

Club President or Scheduler may submit a reservation request online

Clubs must have an updated roster

on myBAR

ANY RULES TO FOLLOW?

No food or open container drinks in activity spaces

Clubs must follow 9/10 Rule90% of participants must be CPP

studentsUp to 3 free guest passes per

reservation!All facility specific and general

policies and guidelines apply.

WHAT SPACES CAN I RESERVE?

Multi-Activity Court (Court 1)Courts 2, 3, and 4Studio A (Mind and Body)Studio C (General Use)Studio D (General Use)Pool SpaceLap Lanes Only

CHECKING SPACE AVAILABILITYHTTP://ASI.CPP.EDU/CAMPUSREC/FACILITY-RESERVATION/SCROLL DOWN TO VIEW FACILITY SPACE CALENDARS

THE HOW-TO!

HTTP://ASI.CPP.EDU/CAMPUSREC/FACILITY-RESERVATION/CLICK ON REQUEST A RESERVATION

COMING SOON!

Reservations (fees may apply) Leisure Pool Pool Deck Space Climbing Wall Leisure pool

Rental (Fee Based) BBQ Island Bronco Peak (during

non-operational hours)

QUESTIONS?

Contact Name: Ginny Templeton Phone number: 909-869-2109 Email address: bricoperations@cpp.edu 

RESOURCES & SERVICES

Office of Student Life & Cultural Centers

(26-124 Main Office)

Event Scheduling Club Resources Websites: Club Resources

QUESTIONS?

Anita RobertsStudent Involvement Coordinator

arroberts@csupomona.edu

(909) 869-3640

Building 26-124 (OSLCC Main Office)

dsa.csupomona.edu/osl

GO BRONCOS!