1. I want to host my event at Humboldt, where do I start?
2. How do I reserve a spot to set up a table on the quad?
3. Do Humboldt clubs need to go through CES to plan club events?
4. How far in advance do I need to start the event request process?
5. Can I have food at my event?
6. Does CES help with event setup or cleanup?
7. Where is the best place to host my event?
8. Where can I get tables or chairs for my event?
9. How long does it take to process my request?
10. Is the Humboldt Bay Aquatic Center (HBAC) available for private parties?

1. I want to host my event at Humboldt, where do I start?

Go to the planning page on the CES website to get started. Make sure to carefully review policies and procedures first and then choose the process that best represents your association with Humboldt. Reach out to ces@humboldt.edu if you have any questions.

2. How do I reserve a spot to set up a table on the quad?

Cal Poly Humboldt Organizations should email the Office of Student Life at osl@humboldt.edu to reserve a table/chair in advance. All other event information can be found on the event planning page or inquiries can be made to ces@humboldt.edu

3. Do Humboldt clubs need to go through CES to plan out club events?

Clubs and CES work closely together to make sure that your events go as smoothly as possible. After a formally recognized Club becomes fully activated for the academic year, they can start the process of reserving space and requesting event support elements through 25Live. Completing the event form in 25Live will allow review and approval of your event request quickly. Approved events can be promoted and can be displayed on the Campus Events calendar. Contact the club's office for more information on how to become a formally Recognized Student Organization (RSO).

4. How far in advance do I need to start the event request process?

The minimum time needed to process your request is 2 weeks/ 10 business days, but you will want to visit the event submission timeline to determine how much advance notice is needed, as approval can take up to six weeks in some cases. Submitting your request as far in advance as possible will help make sure that the space you want is able to be reserved and that you can hear back from CES in a timely manner.

5. Can I have food at my event?

All official Cal Poly Humboldt events must follow University food safety guidelines. Be sure to include your intention to have food or drink of any kind in your event request. This includes alcohol, food trucks, food tents, or any food vendors, as each has separate requirements to operate on Campus. High-Risk food, Alcohol, and Food Truck/Tent requests may require a longer timeline to process and should be requested 4 weeks in advance of the standard 2-week timeline.

6. Does CES help with event setup or cleanup?

CES is able to set up main event spaces in various standard layout configurations, as listed for each space in 25live. Customized layout designs may be available for an additional charge, and must adhere to the State Fire Marshal Occupancy, and ADA allowances. All room setups completed by CES will include a breakdown following the event.  General event cleanup, removing decorations, placing waste in the appropriate receptacle, or dishes into a bussing container, is the responsibility of the event host. Custodial services will perform routine room cleaning and trash removal after the event if requested. Events that leave damages or excessive cleanup/ waste will be charged.

7. Where is the best place to host my event?

There are several ways to go about finding the best space for your event. Within 25Live you are able to look up event locations by features that you need or occupancy. This can be a useful tool in shopping around for open spaces. If you still have questions about the best space for your event after looking through 25Live, email ces@humboldt.edu for assistance.

8. Where can I get tables or chairs for my event?

Please note that every room has a specific set of furniture that is allocated to that space and must stay in it. If the space you are using has different layout options, you will find them listed in the description of the location in 25Live. If you need something different than the options available, you will need to provide instructions in the location selection of the event form. Custom Layouts may be available for an additional charge and may require a State Fire Marshal Event Permit. If you are using an outdoor or open space such as a lawn or gym, please indicate the furniture or services needed in the Resources section of the event form. CES will work in partnership with Facilities Management to facilitate the request.

9. How long does it take to process my request?

General event requests must be submitted no less than 2 weeks/ 10 business days in advance. See our timeline information to assess how far in advance you might need to submit your request. 

10. Is the Humboldt Bay Aquatic Center (HBAC) available for private parties?

The Humboldt Bay Aquatic Center is managed by University Advancement. It is not available for private rental agreements but campus departments, student clubs or organizations, campus affiliates, and community non-profit organizations are encouraged to inquire about the use of this space. Community non-profits will be allowed to use the facility once per academic year based on availability. There are no fees associated with the use of the space for the groups mentioned. For more information, please contact the HBAC building coordinator at 707-826-5100 or hbac@humboldt.edu

My question wasn’t answered here, what do I do?

Email ces@humboldt.edu, call (707) 826-5981, or drop by a scheduled Zoom session.