Table of Contents

General Information

Where is the University Events office located?
What are the contact hours for the University Events office?
How far in advance should an event be requested?
Does the campus require Americans with Disabilities Act (ADA) compliance?
How do I arrange for food and beverages at an event?
Can alcohol be served at campus events?
Where is parking allowed on campus, and what does it cost?
Is alternate transportation available to the campus?
How can I advertise my event on campus?
How are event cancellations or changes handled?
Who manages/organizes external events for the University?

Internal Events

What event support does the University Events office provide?
What services does an Event Specialist provide?
What event elements are not included in University Event services?

Virtual Events

What virtual event support does University Events provide?
How do I schedule a virtual event?
How do I get my virtual event added to the calendar?
What is the difference between a Zoom meeting and a Zoom webinar?

General Information

Q. Where is the University Events office located? [top]
A. The University Events offices are located in University Hall, suites 1608 & 1616.

Q. What are the contact hours for University Events office? [top]
A. The office hours are Monday through Friday 7:00 a.m. to 5:30 p.m., excluding weekends and holidays. The University Events team can be reached at events@csuci.edu or by calling 805-437-3900. Any system errors, additional support and/or event requests are processed during normal business hours and in the order the 25Live request was submitted.

Q. How far in advance should an event be requested? [top]
A. Events reservations may be submitted via 25Live up to one year in advance, but must be requested no less than fourteen (14) business days in advance of the event date.

Q. Does the campus require Americans with Disabilities Act (ADA) compliance? [top]
A. All events must comply with the Americans with Disabilities Act and be ADA accessible to persons with disabilities. The event requestor is responsible for requests for access accommodations and for the cost of disability accommodations. Information is available at https://www.ada.gov/.

Q. How do I arrange for food and beverages at an event? [top]
A. University Auxiliary Services is the exclusive caterer for on-campus catering. Visit https://uas.csuci.edu/hospitality/hospitality-services.htm for more information on catering menus available.

Q. Can alcohol be served at campus events? [top]
A. The service of alcohol requires the approval of the Chief of Police and University President, and approval must be obtained for all events associated with CSU Channel Islands hosted on or off campus. This includes events hosted at hotels, restaurants or private residences if they are a University sanctioned event. University Auxiliary Services, Inc. (UAS) has first right of refusal for the service and sale of alcohol.

Q. Where is parking allowed on campus, and what does it cost? [top]
A. The cost for general parking is $6.00 per vehicle, and permits may be purchased directly from permit dispensers located in the A1, A2, A3, and A11 lots. Parking permits are required unless otherwise specified by the event you are attending. location(s) for each event are determined by Transportation and Parking Services.

Q. Is alternate transportation to the campus available? [top]
A. Information on alternate transportation is available on the Transportation & Parking Services website.

Q. How can I advertise my event on campus? [top]
A. All internal campus events have options for free advertisement on campus. You may request the creation of a News Release by submitting a News Center Request Form and/or request to add your event to the CI Homepage Event Listing by submitting a Event Listing Request Form. External clients are prohibited from advertising on campus. To request posting of printed materials, submit a Request for Posting Form.

Q. How are event cancellations or changes handled? [top]
A. E-mail reservation cancellations or changes to your assigned Event Specialist (if applicable) or to events@csuci.edu.

Q. Who manages/organizes external events for the University? [top]
A. For information about hosting your event on the CSUCI campus, please contact University Auxiliary Services at 805-437-3151 or uascatering@csuci.edu.

Internal Events

Q. What event support does the University Events office provide? [top]
A. University Events provides support for all campus events including:
- Review of 25Live reservation request to ensure it captures all necessary event details
- Personalized event support
- Standard room layout(s) approved by requestor
- Set-up/breakdown of resources including tables, chairs, stage and podium (if needed)
- Basic Audio Visual
- Coordination with campus service providers to provide support services including but not limited to custodial, electrical and parking.

Q. What services does an Event Specialist provide? [top]
A. Event Specialists provide full review and oversight of event logistics to ensure a successful planning experience, including:
- Meeting with the requestor to understand the needs of the event and to coordinate event logistics
- Custom event set-ups/layouts and audio visual needs
- Coordination of rental needs, (but not payment processing)
- Routing for special approval requests, including requests to serve alcohol, and Fire Marshal permits
- Special Risk Assessment
- Coordinated event set-up/breakdown times
- Communication to campus service providers
- Dedicated assistance during your event (provided by the Specialist and/or assigned Student Assistant)
- Define services needed to fit a budget

Q. What event elements are not included in University Events services? [top]
A. Campus event planners are responsible for:
- Decor arrangements, including creation, procurement, placement or clean-up
- Catering arrangements
- Program content development and implementation
- Completing the internal process for vendor approvals and payments

Virtual Events

Q: What virtual event support does University Events provide? [top]
A: University Events provides consultation on how to plan your virtual event using the Zoom platform, participant registration through Zoom, technical support on the day of your event and post-event attendee reports.

Q. How do I schedule a virtual event? [top]
A: To schedule your virtual event, simply submit a request in 25Live following the steps in the Virtual Event Reservation Guidelines.

Q: How do I get my virtual event added to the calendar? [top]
A: Virtual and live events must be scheduled via 25Live to appear on the University calendar. To request your event be added to the CSUCI website, please email your request Stacey Ayer at Stacey.Ayer@csuci.edu

Q: What is the difference between a Zoom meeting and a Zoom webinar? [top]
A: Think of a Zoom meeting as an event which allows participants to engage with each other and break into smaller groups as needed. Think of a Zoom webinar like a keynote address, where participants listen to information presented and typically do not interact with each other.

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