Below is a list of the campus policies & guidelines that all event coordinators and participants are required to follow.

All events on campus should also follow the Time, Place and Manner of Free Expression Policy.

Facility use charges (Appendix A) and event related fees are based on the user category, venue selected, the length of time it is reserved, and additional services requested or needed.  

A. INTERNAL UNIVERSITY USERS (State Users) include any Cal Poly Humboldt unit, department, college organization, self support or auxiliary organizations. Specifically approved university users include:

  • Division, college, and department meetings and events (including University affiliated camps and clinics)

  • University recognized student organizations (student groups and clubs)

  • IRA funded student programs

  • Self support and auxiliary users, which consist of non-state funded self-supporting entities. Examples include University Housing, University Parking, Gutswurrak Student Activities Center, Center Activities and CEEGE. Auxiliaries are defined as self-supporting entities and include Associated Students, Cal Poly Humboldt Foundation, Sponsored Programs Foundation,  and their various programs.

Internal University Events - events planned, coordinated and executed primarily by internal users and are approved and funded by the University. 

An event is an internal event if:

  • Activity is developed, controlled, and staffed by University departments or units and their employees (or official subcontractors) acting within the scope of their employment and identified and promoted as a university event;

  • Income and revenues, if any, are paid directly to, and are disbursed by, a University entity, in accordance with University and CSU regulations;

  • All surplus revenues after expenses are disbursed to University departments, programs or accounts, to further the University's educational mission; and

  • Event has been approved by the appropriate Vice President or by the Dean of the college having jurisdiction over the department, or by another authorized official. Department is required to comply with University Hosting Guidelines (section IX).

  • Affiliates (any Cal Poly Humboldt student, faculty, administrator, or staff person who plans events on the University campus) are not permitted to host an activity in which another organization is benefiting from the use of it nor conduct a personal commercial activity.

Examples of internal events include: Athletic sports camps, Natural History Museum camps, Clubs hosting a Circus or dance, department welcome back event, clubs fair and career fair.

B. UNIVERSITY HOSTED/SPONSORED EVENTS consist of events that are being hosted by Internal Users in coordination with external groups as part of recruitment or community engagement and/or collaboration efforts. Although the University maintains a relationship with the community or outside organization, hosted events are not University events. The University may derive some benefit from holding the event on campus or from affiliation with the organization associated with the event, but the organization, and not the University, is primarily responsible for determining the content, agenda, logistical arrangements, and costs for the event.

University sponsored events must comply with the following:

  • Event has been approved by the appropriate Vice President or by the Dean of the college having jurisdiction over the sponsoring unit, or by another authorized official. 

  • Department is required to complete a University Hosting Agreement.

  • These events require a facility lease contract and event liability insurance. 

  • If the external organization/association doesn’t pay their invoice (if applicable), the hosting department is therefore responsible for any outstanding payments.

Examples of University hosted/sponsored events include departments hosting conferences for “academic society”,  hosting youth camps such as Sticks & Lacrosse, and NAS youth volleyball camp in partnership with MCC.

C. CO-SPONSORED EVENTS are not permitted and will be considered external events. 

D. EXTERNAL USERS consist of those entities that have no official affiliation with the University and include school districts, professional organizations, community organizations, non-profit entities, etc.