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Campus Event Planning
All campus space requests, including room reservations and event requests, must be submitted in 25Live while all tabling requests for the University and Balabanis Art Quads should be submitted via the Promotional Materials & Tabling Request Form.
25Live serves as a one-stop shop for campus space requests (excluding tabling). By completing the form and selecting any needed services or equipment in the “Event Resources” section, your request will automatically route to the appropriate campus partners, including: Facilities Management, ITS, Cashiers, Catering, Parking, Conference & Event Services (CES), Risk Management, and University Police.
New to 25Live? Email ces@humboldt.edu to schedule a training session or visit our 25Live Support Page.
Event Submission Timeline | |||
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| To ensure fairness, safety, and effective coordination of campus spaces, Cal Poly Humboldt distinguishes between Reservations and Events based on the level of service, risk, and coordination required. Use the guide below to determine what type of request applies to your activity and how far in advance it must be submitted. For full definitions and criteria, see Event Classification & Deadlines. | |||
Submission Type | Description | Submission Timeline | Examples |
| Reservation (Room-Only or Tabling in Quads) | Basic space use with no added services or coordination needs. Limited to campus departments, faculty, staff, and students. (No catering or food service permitted.) | Minimum: 2 business days in advance. Tabling: may be submitted no more than 2 weeks in advance. | Meetings, study sessions, examinations, practices or rehearsals, information tabling on quads. |
| Low-Impact Event | Small-scale activities that require limited coordination or basic campus services (e.g., catering). (Activities cannot require a State Fire Marshal Special Event Permit, hosting services, or risk review.) | Minimum: 2 weeks (10 business days) in advance. | Catered meeting, guest speaker, open house, small reception, tabling in location other than quads. |
| High-Impact Event | Large or complex events requiring multi-department coordination, State Fire Marshal Special Event permit, or specialized support. (Includes internal events advertised to or encouraging attendance by the general public, unless exempt as regular University operations, that require a University Hosting Agreement.) | Minimum: 4 weeks (20 business days) in advance. | Concerts, job or club fairs, food truck, fundraisers, public events, festivals, major outdoor events. |
How to Submit Reservations: Submit via 25Live for Room-Only use or the Promotional Materials & Tabling Request Form for tabling. Events: Submit through 25Live using the Event Request process. | |||
Important Notes
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Promotional Materials and Tabling All Signs & Materials Distribution and Tabling requests (in public areas) must be submitted using the Promotional Materials & Tabling Request Form and approved before being permitted on campus.
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Need help deciding which room to reserve? | |||
Space Availability Lookup |
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To use this grid:
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Drop-in Zoom Room
Drop-in sessions are scheduled weekly on Mondays from 2-4pm
CES Drop-in Zoom link (Mondays from 2-4pm only)
If you need assistance or training with making a room reservation or submitting your event request, feel free to email ces@humboldt.edu or call (707) 826-5981 if you have questions.
