Request for Use of Facilities and Placement on ASTRA Instructions
Facilities Request forms and/or revisions must be submitted at
least 12 business days prior to your event.
Contact proper secretary via e-mail for location availability. They will place a tentative “hold” in ASTRA.
All Student Organizations must visit the Student Affairs Office to complete this process.
Use of facilities outside of normal business hours; i.e., between 5 pm Friday and 10 pm Sunday requires payment of the
appropriate District approved Weekend Custodial Overtime rate.
Payment may be made by budget transfer or issuance of an invoice. Payment is required prior to VPAS’ event approval.
1. Complete form completely.
Add all additional tables and chairs, A/V equipment needed and Parking needs on the form.
Please plan/request accordingly so changes are not needed.
If you need A/V equipment for an outdoors event, the requestor/facilitator MUST be present at set-up time. A/V will not
leave equipment unattended. Requestor is responsible for lost or damaged equipment.
Requestors are responsible to set-up AND break down canopies. Canopies that are not broken down may result in denial of
future requests. Departments wanting their own canopy at event must drop off and return themselves.
2. Signature approval must be obtained by appropriate Dean/Club Advisor.
3. Events that include the following must be approved by the appropriate person:
Food – Food Services Supervisor
If you are giving/selling food to students, form MUST be signed by Vince Margetta
(Food Service Supervisor) and entire
packet of food vendor paperwork MUST be signed by Denise Whisenhunt
Student Events – Dean of Student Affairs
Canopies – Student Affairs Staff
Athletic Facilities – Dean of Athletics
Use of the Theatre – Theatre Manager’s Signature
4. Attach (if required) a copy of:
Diagram for large event set-up
Major Event Form (if 25 or more attendees expected)
All events with more than 25 expected attendees must complete the Major Event form prior to finalization of
reservation which will be forwarded to the President’s office. These events must also be posted on the
www.SDCity.edu/Events web page.
Food Vendor Checklist
Civic Center Contract & Proof of Insurance – For outside groups renting our facilities
Budget code/billing information for after hour and weekend custodial fees
5. Submit form and ALL attachments via e-mail or to Business Services Office (T160) for final approval.
6. Once approved by the VPAS, Business Services will forward approval to Facilities/Multimedia/Parking.
7. Please notify the appropriate person of cancellations immediately.
The Office of Technology Management reserves the right to withhold equipment services due to inclement weather and/or public
health and safety hazard, request made less than 12 days in advance, and equipment availability.
Title 17 of the U.S. Code governs the use of materials protected under copyright law. The person using Office of Technology
Management’s equipment and/or materials is responsible for compliance with all copyright laws and is liable for any infringement.
Student Affairs reserves the right to deny equipment service. Requests for canopies are on first come, first serve basis. Canopies are
for college use only and a 24 hour rental. Please use the utmost care when handling the canopy.
Must be a staff employee of SDCCD or a student that belongs to a club/organization. Request must be signed by Club Advisor and the
student must be currently registered at City College. Individual s
tudent requests will not be accepted.
The requestor should ensure that equipment is returned in the same working condition it was released.
mpus Posting Policy:
All flyers and posters must be approved by Student Affairs Office first.
Only one flyer may be posted per bulletin board.
Use only Painters Tape, staples and/or tacks.