Planning an event (25Live)

Student clubs & organizations are able to host in person events on and off campus.

• Club and Organization events are defined as anything taking place on or off campus that is not a class sponsored by a department, organization, or recognized campus activity.
• All on campus and off campus events need to be requested through 25Live

 What is 25Live?

• 25Live is a full-featured scheduling tool that allows faculty, staff, and students to search, check availability, and make scheduling requests

Standard events include information tabling by a singular campus group, regular meeting spaces (with no off-campus speakers or guests involved), study hall sessions, and/or fundraisers (to last no longer than 4 hours) sponsored by students, employees, or University-affiliated departments or groups. 

• The requesting individual or group must request within 25Live at least 10 business days in advance (no same day reservations allowed)

Tabling by multiple campus groups at the same event, and unpaid speaking engagements with off-campus speakers or attendees publicized outside the sponsoring organization but intended solely for a CPP audience.  

• The requesting individual or group must request within 25Live, at least 15 business days in advance.
• If reserving a location that requires staffing the requesting individual or group must rqeuest in 25Live at least 30 business days in advance.

Engagements with paid speakers and programs or events publicized outside the sponsoring organization but intended solely for a CPP audience where an authorized University official has determined, on a viewpoint neutral basis, that the program or event requires ticketing or entry by invitation only. 

• The requesting individual or group must reserve within 25Live at least 25 business days in advance.  

Events are programs and events that are open to the general non-CPP public and may include youth, ticketing, and national conferences.  This tier typically includes contracts with off-campus vendors and/or with speakers who are expected to attract Non-Affiliates to campus.  

• The requesting individual or group must request the event in 25Live, at least 50 business days in advance.  

For events, there are factors that many checks by different personnel. The event review group ensures that all regulations are being followed.

• Police presence
• Fire Marshall requiring law enforcement presence
• CA Fire Code requires trained staff for crowd control. CA Fire Code 403.11.3
• CPP University Alcohol Policy
• Risk Assessment from Risk Management

Posting to the campus calendar is optional. It is meant for events that are open for all campus members to enjoy. Usually, private events, e-board meetings, are not placed on the campus calendar. The BLC reviews all events will be reviewed before being added to calendar

Requirements

• Event Description in 25Live
  • Clear Event Title
  • No acronyms or abbreviations in title, unless it is written out with abbreviation, or in the description.
  • Event description must be well written and error free
  • Call to Action
    • Where to go to get more information
    • How to sign up/acuqire a ticket for the event
• Upload an image in 25Live
  • You can upload the image in 25Live
  • One of the questions will be, what is the URL for the image
  • Use the URL within 25Live for your uploaded image

Facilities can provide services for an additional fee through the event support form. This form must be submitted at least 10 business days prior to the event. 

Depending on the size and type of the event, on-site support and additional Custodial and Landscape Services may be required in order to maintain campus sanitation.

Custodial Services

• Restroom use outside of building operating hours
• Custodial Cleaning during your event
• Heating/Cooling systems on for events outside of building operating hours.
• Electrical Assistance:
• Provide power cables & cable covers
• Verify outlets have power

Landscape Services

• Provide additional sets of trash and recycle bins
• Reschedule irrigation (rotating daily schedule from 10pm – 6am)
• Cleaning during your event
• Paint soccer/football lines

Maintenance Support

• Setting up temporary snow fencing around light towers and generators

You can go to the CPP Campus Map, take a screenshot, and use any photo editing or desktop publishing tool to add items. Below is a sample layout. 

On your event layout you must label the below items. Note: this is what you or a vendor will bring to your outdoor event. Items on your event layout will not be provided by any campus department.

• Tents, canopies, ez-ups, and their size (e.g. 10'x10')
• Chairs
• Tables
• Wooden letters and their size (e.g. 3 letters, 10'x5')
• Any heating device (gas burner, induction cooktop, etc.)
• Any other equipment

All students travelling off campus must review and fill out these forms, and return them to the group's scheduler. Scheduler, please ensure your attendance list has the same order as the liability forms and upload the packet to your 25Live off-campus event. Reviewing the attendance list and liability form takes at least 10 business days.

• Student Travel Release Notice: Relase of Liability, Promise Not to Sue, Assumption of Risk and Agreement to Pay Claims (PDF)
• Form: Release of Liability Promise Not to Sue, Assumption of Risk and Agreement to Pay Claims (PDF)

Off Campus Event 25Live Process

• In 25Live use building "999" 
  • Ensure you uncheck the boxes for "hide conflicts" and "enforce headcount"
• Upload these items into your 25Live event
  • Scheduler must have a list of attendees with first name, last name, and CPP email address
  • Each CPP student's Release of Liability form
• You can use the ASI Travel Packet as long as it is complete and correct
• There is a step where you need to add a task for your advisor to acknowledge the event
  • Create a new task using the toolbar in 25Live for your event, on the task page, name it "Advisor Acknowledgment" and assign it to your advisor using their CPP email address
  • Copy the URL for your event's task list and email it to them
  • The advisor can use the URL, login with their CPP credentials, and Confirm the task that was assigned to them to acknowledge the event

This request must be made 10 business days prior to the event. All outdoor events are subject to a Special Events Permit. This is part of the 25Live event request process. 

If a Special Event permit needs to be issued, your event may be subjected to inspection during your event set up or during the event.

If the required documents are not submitted in time, your event may need to be postponed or find other accommodations.

All outdoor event set up may be subject to additional State Fire Marshal review depending on the type of event and estimated attendance for the event. The agency having jurisdiction over campus is the Office of the State Fire Marshal not local agencies.

This is an additional permit that may be issued with the Special Events Permit at the discretion of Facilities Planning & Management Department and the Office of the State Fire Marshal.

In this process, you must list the name of the company or vendor you are working with in 25Live.

Requires supporting documents from vendors

• Valid Flame-Resistant Certifications (tent/shade sails)

• Valid Structural Engineering Certification from California (tents over 400 square ft and stages)

• If a SFM permit needs to be issued, your event will be subjected to inspection by the State Fire Marshal during your event set up or the day of the event.

Timeline

• Submit an Event Support Form, Layout and Additional Supporting Documents at least one (1) month prior to your event date.

• If the required documents are not submitted in time, your event will need to be postponed or find other accommodations.

Requires Facilities Planning and Management Special Event Permit & State Fire Marshal Permit

• (4) 10'x10' tents tied together (400 sq.ft.)
• (1+) 20'x20' tent(s) (400 sq. ft)
• Food Truck
• Propane/Electric cooking appliance
• Shade sails
• Light tower/Generators

Requires only Facilities Planning and Mangement Special Event Permit

• 1 or more Table & 1 or more Chair
• (1) 10'x10' tent
• (2+) 10'x10' tents, with each tent set up 12 feet apart
• Stage (under 400 sq. ft.)

25Live will require you list all guest speakers and attendees. Guests may be required by Risk Management to also sign a release of liability form.