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.
STEPS:
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 EventsDean of Student Affairs
Canopies Student Affairs Staff
Athletic Facilities Dean of Athletics
Use of the TheatreTheatre 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 InsuranceFor 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.
DISCLAIMERS:
Audio/Visual Equipment:
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.
Canopies:
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.
Ca
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.
REQUEST FOR USE OF FACILITIES AND PLACEMENT ON ASTRA
SAN DIEGO CITY COLLEGE
Location:
Event Date (s):
Day of Week:
Start Time:
End Time:
S M T W Th F S
S M T W Th F S
S M T W Th F S
S M T W Th F S
Weekend Event? Yes No
(Please note: All weekend events require payment of minimum 4 hour custodial overtime charge.) ____ Initial
Business Services will send an invoice to requestor.
_____________________ Contact Name: _____________________
EVENT DETAILS:
Requesting Org/Dept:
Cell Phone/Extention: _____________________ E-mail: _____________________
Club Advisor/Dean: _____________________ SIGNATURE: _____________________
Additional Requested Services:
CUSTODIAL:
Due to the limited number of tables and chairs reservations are on a first come - first serve basis.
**Facilities Staff will no longer transport stages around campus (except for Board Meetings).
**Facilities Staff will not set-up nor break down canopies.
Set-up Time: _____________ # of Chairs: ______
# of Tables: ______
Diagram Attached (
Please attach a diagram for all large set-ups.)
Comments: ________________________________________________________________________________
# of Canopies: ______ Student Affairs Staff Signature: ________________
HARRY WEST GYMNASIUM & ATHLETICS: SAVILLE THEATRE/STAGE:
Request of use approved by Athletics
Curtains Rims Bleachers
Floor Coverings
Request of use approved by Technical Director
after determining availability and the technical
needs of the production.
Dean of Athletics approval signature: _________________
____
Civic Center Contract
Proof of Insurance
MULTIMEDIA:
Equipment Requests:
P/A System with mic
LCD Projector/Screen
Laptop
Other:
Computer Access
FOOD SERVICES:
Selling food/refreshments? Warming Kitchen (Corporate Ed Center)
Food Vendor Checklist and Forms Attached?
Food Service Supervisor Approval: ________________ Date: _____
** VP of Student Services approval required for student FOOD events. Food Event forms are available in Student Affairs Room M-200. Must be submitted one month prior.
COLLEGE POLICE / PARKING:
Security Requested
One-Day Staff Permits: #_____ Temporary Staff Permits: #______ Permit Date: _________________
No Permit Enforcement in Lot(s):_____ Reserve _____ spaces in Lot: _____ Reserved Date: ___________________
APPROVALS:
Approved Denied Authorizing Dean/VP:
_____________________
Billing Budget/Acct#:
_____________________ VP Administrative Services: _____________________
(Student Affairs must sign
off for the canopies before
submitting request to
Business Services)
at least 12 business days prior to your event.
Title of Event: __________________________________________________ No. of Attendees:
Admission being charged or donations solicited? Yes
No
Purpose:____________________________________________________________________________________________
____________________________________________________________________________________________________
Updated 10-22-19 /mj
____________________________________________________________________________________________
Requests are not guaranteed due to limited equipment.
*Outside events: Requests will be cancelled if ground is wet.*
*Requestor is responsible for lost or
damaged equipment.
Custodial Support hours
This form and ALL additional attachments must be completed & submitted together
_____
Requestor must initial that the Canopy
Disclaimer on Page 1 was read: ______
CLEAR FORM
Updated 07/01/2019
MAJOR EVENTS APPROVAL FORM
SAN DIEGO CITY COLLEGE
Please complete this form if you expect 25 OR MORE attendees at your event. This form should be submitted with your Request for Use
form. You must also post your event at
http://www.sdcity.edu/Events.
TITLE OF EVENT:
No. of Attendees:
Date:
Time(s):
Location(s):
Event Organizer:
Phone/Ext:
Email:
Are you expecting any honored guests? e.g. Celebrities, Government Officials, Media Personalities, local dignitaries,
etc. If so, please list below:
Schedule of Activities:
Brief description of Event Purpose (attach flyer,
press release, or other pertinent information):
Office Use Only
Submitted by:
Date:
CC to College
President:
Date:
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