- Making Room Reservations for Meetings or Events
- Student organizations in good standing enjoy the privilege to reserve campus spaces for meetings and events. Events and meeting spaces are requested and approved online through the university's EMS Room Scheduling site. Student organizations may register one member to access EMS on the organization’s behalf.
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EMS Planning Tips:
- EMS Reservations are first come first serve.
- Once your group has a date and time planned for your event, it is important you reserve your space in EMS before marketing your event.
- Include your furnishing needs (tables, chairs, etc)
- There are no Facilities staff over the weekends, this means that at times you may have to work with the set up from the previous group who reserved the space. If this is to occur, this will be communicated.
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Events
- Reservations must be made at least two weeks in advance but may be reserved in EMS as early as nine months.
- It is important to check the Pacific calendar for other events occurring on campus that might interfere with your planned date.
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Meetings
- Reservations must be made at least 3 days in advance but may be reserved in EMS as early as nine months.
- Marketing Resources: Where can I market my events?
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Flyers Around Campus
- Requirements for Printing: Printing/Copy Center Information
- Requirements for Distribution in the Dorms:
- University departments and registered student organizations in good standing are permitted to submit posters/flyers for display in the residence halls, provided that they receive approval from Residence Life or Student Affairs staff and abide by the Poster Policy in the Residence Hall Handbook.
- Posters will only be hung by hall staff, and only in approved areas; individuals outside of Residence Life, Hall Government and RHA may not post any items in or on the exterior of dorm buildings.
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Each poster must contain the following:
- The name of the sponsoring club/university organization
- A description of the event/activity/initiative/service/course
- The date/time/location of the event (if applicable)
- A contact email address for the host/organization
- A blank/lightly colored 1” x 3” space (if the poster's background is dark)
- Once you submit the poster request form, a staff member will review the submitted poster to ensure that it follows the above guidelines. Do not print posters until you are notified via email that they have been approved.
- Fill out the Student and Organization Poster Request Form and attach your poster to submit your request for approval.
- If your poster is not approved: You will receive an email response explaining what needs to be fixed. You will need to make those edits prior to submitting a new form for review. This process will repeat until the poster is approved.
- If your poster is approved: You will receive an email response asking you to bring 30 copies of your poster to the Student Affairs Front Desk in Clark Hall. (They are open Monday – Friday from 9:00am – 5:00pm.)
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Digital Signage
- To have your event advertised on our digital signage monitors, please submit the Digital Sign Submission Form.
- It is important that you complete the form in its entirety and make sure your file you are uploading is in the correct format as stated in the form.
- Our team tracks your digital sign submission and manages requests with the help of this form. It is monitored by student employees in Student Engagement & Inclusion.
- Scheduling note: We typically schedule signage to appear in rotation for up to two weeks. This keeps content fresh and timely for students, rather than the platform becoming oversaturated with repeat content that viewers start to ignore, rendering the platform less effective for everyone. We are able to load content in advance of its scheduled appearance; so, we appreciate advance submissions.
- For concerns contact, digitalsignage@groups.pacificu.edu.
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Social Media Expectations
- Learn about Pacific's Social Media Expectations.
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Pacific Calendar Event Requests
- Start at the Info for Current Students webpage, where you can submit calendar requests. Scroll to the section labeled: “Log In to Add Content.”
- - Students must log into this platform with their PUNetID.
- - First time submitting a calendar entry?
- Log into the platform with your PUNetID and you will be directed to complete a “request for account activation” form. Once completed and reviewed your account will be allowed to submit calendar entries.
- Are you collaborating with anyone on this event? Make sure to tag them in the calendar entry.
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- Interested in Bringing Performers, Entertainment, or Vendors to Campus?
- Student organizations that are thinking of planning a large event that include bringing performers, entertainment, or vendors to campus are encouraged to work with ACE Board and Student Engagement and Inclusion far in advance. ACE Board is involved in most large student events on campus and manages sound, lighting, and other services to produce such events.
- If your student organization is interested in bringing performers, entertainment or vendors to campus, please fill out the Request to Bring Performers, Entertainment, or Vendors to Campus Form.
- You must request a performer or entertainment at least two weeks in advance. Booking talent is often made months in advance- please plan accordingly.
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Booking Talent, Entertainment, or Vendors Policies and Expectations
- Movie License Requirements:
Required: Per U.S. copyright law, movies may not be shown on campus unless you obtain a license to publicly screen the film. If you show a movie without obtaining the proper license, you or your student organization may be prohibited from hosting future events. - Booking Talent, Entertainment or Vendors:
Students are not allowed to sign agreements or enter into contracts for their organization or the University. Student clubs and organizations must coordinate with Student Engagement to obtain the necessary paperwork to book talent or vendors. - Food Vendors and Catering:
Student Organizations are encouraged to work with Pacific Dining when planning food for events. Pacific Dining is able to create a custom menu and catering options based on your clubs event details and budget. - See the Pacific Dining website to see all your dining and catering options!
- Dining Requirements for Events:
- - When hosting events, clubs and organizations are required to work with Pacific Dining to have food at their event.
- - To be considered for an exception (e.g., using a food truck or outside caterer), you must first schedule a meeting with the Pacific Dining Executive Chef, christian.salama@cafebonappetit.com, to discuss your event details, including the menu and budget. This step must be completed before requesting a Catering Exception.
- - If your group has requested and obtained a Catering Exception, you may fill out the form above to move forward in the booking process of your vendor.
- Benefits of working with Pacific Dining:
In many ways, working with Pacific Dining to create a custom dinner menu, can be the most cost efficient route for student clubs and organizations.
Frequently Asked Questions
- We need a student employee in our department to regularly assist with making reservations. How can they get access?
- A staff or faculty member may delegate their EMS access to a student in order to assist in the performance of the staff or faculty members' regular duties. We provide details in EMS Delegation Instructions (pdf). The student will still need to activate their EMS account here, in order for their login to work, and should indicate it is for employment, not for a student organization.
- I need space to conduct an academic research project, class assignment, or similar activity.
- Your course instructor has the authority to request appropriate campus spaces for additional times for approved course activities and requirements. According to the faculty handbook, your course instructor is responsible for maintaining academic standards over their course content and your learning. Conference & Event Support Services and Student Activities are not staffed to verify that every student-initiated request to use a University facility meets with a particular instructor's approval for the intended academic, creative, or scholarly objective.
- I have to complete a civic engagement project for a class or credit.
- Undergraduate students have a core requirement for Civic Engagement (CE). Civic engagement means identifying and actively addressing issues that have widespread relevance to the population at large, using the tools of a civil society to enact change and serve the common good. You can satisfy the Civic Engagement (CE) Core requirement through the completion of a CE-designated course or a CE project. Project types may include on- or off-campus service, advocacy, awareness-raising, activism, action-oriented research, deliberative dialogue, electoral participation, and/or political involvement.
- Student CE projects that involve campus resources such as room spaces, university vehicles, or catering must be approved by the McCall Center for Civic Engagement (MCCE). If you wish to organize a CE project, your first action should be to contact the MCCE. In addition to project approval, the MCCE can provide assistance with project planning, minimize your personal CE costs through the Student Civic Engagement Mini Grant, and maximize your desired impact with the help of their enthusiastic and experienced student staff.
- Undergraduate students have a core requirement for Civic Engagement (CE). Civic engagement means identifying and actively addressing issues that have widespread relevance to the population at large, using the tools of a civil society to enact change and serve the common good. You can satisfy the Civic Engagement (CE) Core requirement through the completion of a CE-designated course or a CE project. Project types may include on- or off-campus service, advocacy, awareness-raising, activism, action-oriented research, deliberative dialogue, electoral participation, and/or political involvement.
- I'm not in a student club or organization, but want to host an event on campus.
- Working with an established student organization to further an existing goal of theirs or try something new has several advantages. An established student organization likely has financial resources, experienced event planners, members dedicated to a common cause, a faculty adviser, and the privilege to host their own events on campus. By engaging with them you may have a more successful event and may discover that you wish to continue working in the group even after your core requirement is complete. You may find contact information for relevant student organizations in the Student Organization Directory. Student Activities staff are often aware of various student organizations' current plans and are happy to consult with you to connect you with a student organization relevant to your interests. It is also possible that another office or department on campus may choose to sponsor your event. If your event is a civic engagement project, while it is also possible to work with an established student organization, a civic engagement project still requires MCCE approval.