Organizing Events

For certain events, University Police may recommend that professional security be needed. In these cases, the club is responsible for financing University Police Officer presence or outside security.

Off-Campus Events/Statement of Insurance

Many clubs choose to hold events off campus such as pancake breakfasts, banquets, fundraising events, etc. Facilities often used include the Arcata Veterans Hall, the Bayside Grange, Celebration Hall and the Arcata Community Center. If a club wants to sponsor an event at an off-campus facility they will be asked by the facility for a “Statement of Insurance” from the University.

To get this “Statement of Insurance” submit an event request on OrgSync at least 21 business days before the event. Your event is not guaranteed to be insured, but the clubs office can help you find local insurers that clubs have used in the past. Insurance will not be given for events where alcohol will be present.

Requests presented without two weeks notice will not be considered. Clubs are responsible to pay for Insurance

It is critical that clubs understand that all campus policies apply to events sponsored off campus, including, but not limited to, getting Vice-president approval for an alcohol permit. Clubs and individual club members face possible university judicial action as well as criminal and civil actions for events that violate university policies and/or state/local/federal laws. An event does not have to be approved by or presented to the Clubs and Activities Office to be considered a club event or activity. The university considers an event to be the responsibility of a club if there has been any printed publicity including the club name or if there has been any verbal representation that a club is sponsoring an event. In addition, if a “reasonable participant” could consider the event to be sponsored by a club or organization, the university and/or a jury could also consider the event to be sponsored by that club.

The university assumes no responsibility for off-campus activities that have not gone through the approval process. If a club is interested in hosting an event off campus, members must get approval at least 10 business days prior to the date of the event if it is a standard event, such as a workshop, or film screening at a theatre, and at least 21 days prior if it is a large scale event such as a dance, or concert. Exceptions may be made the first 2 weeks of each semester.

Event requests are to be submitted through OrgSync under the "Events" tab on your clubs OrgSync portal.

On-Campus Events

Many clubs choose to hold events on campus, such events could include: dances, concerts, workshops, lectures, film screenings (with purchased film rights), etc. The University has many facilities that may be reserved for little or no cost to clubs. (See “Reserving Facilities”)

Student Organizations must get approval at least 10 business days prior to the date of the event if it is a standard event (such as a workshop, small scale presentation, meetings, etc.), and at least 21 days prior if it is a large scale event or High Risk events. These events can include, but are not limited to, a dance or concert, Film Screenings (unless the rights have already been purchased), political events, festivals, conferences and controversial speakers. Exceptions may be made the first 2 weeks of each semester.

Reserving Facilities

Clubs may use on-campus facilities for tabling, meetings and events. We suggest you reserve them in advance. Possible facilities include, but are not limited to:

  • UC Quad, John Van Duzer Theater, Gist Theater
  • Classrooms, Jolly Giant Commons, Siemens Hall rooms
  • Nelson Hall East meeting rooms, Founders Hall rooms
  • UC Quad may be reserved through the UC Information Counter (707-826-4414).

Room Reservations: Room requests may be submitted through OrgSync for upcoming events. Event applications can be submitted as early as five months in advance of the actual event, but cannot be submitted any later than two weeks before the event. If the event is high risk, it must be approved 21 business days before the event is to occur.

Jolly Giant Commons: has several conference rooms reserved through the Office of Residential Life on the second floor of the JGC. These rooms are primarily for use by students living in the residence halls, but non-residents may reserve for HSU related purposes. There may be a charge for these spaces.

John Van Duzer Theater: must be approved and reserved through the Clubs Coordinator. Get in contact with them through the Clubs and Activities Office, and they will direct you where to go next. This facility seats 750 people. Be prepared to pay for the use of this facility. The charges are: $15-20 per technician per hour (usually 2-3 people), you may also be charged an equipment rental fee. This facility is booked up to 2 years in advance and is extremely difficult to get access to.

Gist Theater: may be reserved through the Department of Theater, Film and Dance, 707-826-3566. Be prepared to pay for the use of this facility. The charges are: $15-20 per technician per hour (usually 2-3 people), you may also be charged an equipment rental fee. This facility can be difficult to book, so it is a good idea to call early.

East Gym: must be approved and reserved through the Clubs Coordinator. Get in contact with them through the Clubs and Activities Office for direction. Kinesiology and Recreation Administration reserves other facilities such as: the Lumberjack Arena, KA Building Lobbies, The Pool, Upper Playing Field, Dance Studio (KA202A) and the Redwood Bowl.

West Gym, Field House, West Gym 126 (dance studio) West Gym 125: will be reserved through working with the clubs and activities coordinator in the clubs and activities office.

Residence Hall Facilities: must be reserved through the Housing Office (707-826-3451). There may be a charge associated with rentals.

BSS Native Forum: The space can be reserved through the University Center information Desk.

Art Quad: must be approved and reserved through the Clubs Coordinator. Get in contact with them through the Clubs and Activities Office for direction.

Sound and Lighting:

Most of the local music stores will rent sound and lighting equipment to student groups.

We suggest you call around for the best deal. Another recommendation would be to hire a DJ that can do both sound and lighting. Talk to the clubs coordinator to get additional help in your search.

Audio-Visual:

The Kate Buchanan Room has a built in PA system, LED projector, CD player, DVD and VCR available to groups. Goodwin Forum also has some media equipment in the room. Clubs need to contact HSU Media Services to arrange for an equipment orientation meeting in the KBR or in Goodwin Forum in order to be able to use the equipment.

Media Equipment

There are a variety of facilities on campus that come with audio and/or visual equipment (i.e. TV, projector, computer, speakers, etc.). For facilities that do not come with needed equipment media distribution services can provide equipment for a cost. Please follow the guidelines below:

  1. Reserve equipment at extension 3166 or visit Gist Hall 221.
  2. You will need your club’s trust account number.

*There may be a fee for using equipment.
*The sponsoring organization is responsible for any damaged or lost university equipment.

Attendance Policy
  1. The sponsoring organization is responsible for the behavior of its members and guests. Attendance for dances/concerts is limited to the following:
    1. HSU students, faculty and staff with proper university identification.
    2. Non-students, 18 years of age or older, with proper identification.
    3. Exceptions can be made (i.e. for family events) with permission from the Clubs Coordinator or the facility manager.
  2. Attendance must not exceed the maximum capacity of the room or field in which the event is taking place.
  3. Events must end by 12 midnight unless given special permission by the facilities manager.