New Event Application System for Students Goes into Effect

New for the fall 2019 semester, San Diego State University’s Student Life & Leadership (SLL) has rolled out a new policy for recognized student organizations to request event space on campus. The new system is no longer a one-size-fits-all approach. Previously, all requests required submission three weeks prior to the proposed event date. 

The new Event Application System (EAS) tiered model is organized into four tiers and designed to address the following factors: the activity space type, audience, size, safety and security assessment, event insurance, risk management, publicity, speakers(s), performer(s), Fire Marshal review, outdoor amplified sound, food, alcohol, environmental health and safety review, funding sources, event registration and ticketing, commercial activity, and fundraising. The aforementioned factors determine the tier, and thus, the timeline for the event application submission, review and university permitting. 
Additionally, through the new system, student event requests are assigned a certain tier by an automated online system. It is only through the permitting process that staff members review each event request.

“For students planning activities, this will speed up the process and cut the time for permitting for the majority of our student organization activities, like outdoor tabling,” said SDSU Dean of Students Randy Timm.

The new EAS was developed in response to an increase in event requests for recognized student organizations. During the 2017-18 academic year, university staff saw a 24 percent increase in event requests. 

While the new process officially goes into effect ahead of the 2019-20 academic year, the new system was first detailed in the 2018-19 student organization handbook.

Student input was considered through every step of the policy process. This includes the development of focus groups, presentations and creation of the new EAS online platform. 

How it works

A tier one event, such as a request for tabling or a basic workshop, requires submission two weeks before the event. Under tier one, students will receive notice of permitting at least 48 hours before the requested date. 
Tier two events, which would include an event such as a student involvement expo, requires students submit the request four weeks before the tentative event. Students will receive notice of denial or permitting at least one week before the requested date. 

An event that falls within tier three, like a film screening or local contracted speaker, requires students submit the request eight weeks ahead of the proposed event date. Students will then receive notice of denial or permitting, two weeks before the event. 

Tier four events, which would include large-scale events, require four months lead time. SLL staff will inform students of denial or permitting status four weeks prior to the requested event.
“On a dynamic college campus like SDSU, space is highly sought after. The new tier process will both facilitate information and support student organizations in planning their club and campus activities,” said Timm. 

For additional information on the new tiered system, students can contact SLL at [email protected] or 619-594-5221.