Safer Return at Cal Poly Pomona

Student Organization Events Best Practices

Date: 9/29/2021
From: Office of Student Life & Cultural Centers, Division of Student Affairs
Subject: Student Organization Events Best Practices Acknowledgement

Dear Student Organization Presidents, Schedulers & Advisors: 

I hope your transition back to campus this fall has been smooth. With the semester underway, we need to share critical information about Fall Semester Event & Travel Guidelines with you as members of a registered student organization at Cal Poly Pomona.

Student clubs and organizations are able to host in person events on and off campus as long as they follow the recommended best practices outlined below.

Reservations and Pre-event Planning

  • An event is defined as anything taking place on campus that is not a class.
  • All on campus and off campus events need to be reserved through 25Live.
  • Steps for entering Off Campus Events into 25Live:
    • Search for Location 999 OR Off Campus
    • Schedulers should confirm that the shared box is checked and complete the form.
    • Under Additional Event Information, provide the physical address of the off-campus event location
  • Advisors must approve off campus events and will receive a notification from 25Live to approve event request.
  • All events should have a designated check-in location.
  • When possible, hold events outdoors, especially if serving food & beverage.

Large Scale Events (200 guests or more)

  • Any on-campus or off-campus event with 200 guests or more will need to have a pre-planning meeting with Task Force. Please email information and request a meeting.
  • Events with 200 or more attendees must have a RSVP list submitted to 24 hours prior to the event start date.
  • Events of 200 or more must have health screening message boards placed at entrances into event area(s).
  • For large events or events with high-touch areas, sanitizer should be available throughout the event area.

Face Coverings & Healthy Distancing

  • All events must follow the campus guidelines regarding face coverings and masks.
  • Healthy distancing is recommended and encouraged as a best practice, especially for indoor settings, but it is not currently mandated by public health or other regulatory agencies. Please refer to the campus guidelines regarding physical distancing.

RSVPs & Use of Health Screening

  • Attendees must complete the campus health screener or guest health screener prior to attending the event.
  • All events must maintain an attendee list which includes attendee name, email, and phone number. A copy of the list must be retained until 2023 following the event. Clubs should maintain this attendance list as part of their event
    in myBAR. Directions can be found HERE- please contact for additional support.
  • Events or activities that will have off-campus guests attending will need to do the following items:
    • Supply an email address of the organization scheduler/event contact t that can be used by the visiting guest(s) to be entered into the guest screener.
    • At check-in to event have off-site guests show on paper or digitally confirmation of completed health screener.
  • All event correspondence for in-person events should include the following screening message: Please do not attend the event if you are experiencing any COVID-19 symptoms or are under quarantine or isolations orders. If you have experienced a COVID-19 incident within two weeks of visiting Cal Poly Pomona, please get in touch with immediately upon knowledge.

Food & Beverage

  • Food & beverage is allowed at events.
  • Food & beverage fundraisers are prohibited for the Fall 2021 semester.
  • Please review the Environmental Health & Safety website for regulations.

Event Space Cleaning & Personal Protective Equipment (PPE)

  • A 30-minute break period should be applied between each event space reservation. Clubs should add this time to their event request in 25Live, as
    “Additional Time.”
  • Before your event, you must discuss cleaning protocols with the event venue.
  • Please email to schedule your event cleaning protocol meeting.
  • PPE such as masks and hand sanitizer should be available at check-in or event entry area.
  • PPE can be requested via Emergency Management. Requests should be submitted by your Advisor, if your advisor is unavailable you can
    email for assistance.

Everyone needs to understand that we are in this together. We must all be committed to protecting the health and personal well-being of others within our communities. Therefore, each president and scheduler must complete the Student Organization Events Best Practices Acknowledgment for their organization by October 13, 2021.

We want you to know that we are committed to partnering to support Recognized Student Organizations, in transitioning back to in-person events while ensuring safe campus practices. We invite your partnership in this process, as it will take all of us, working collaboratively, to slow the spread of COVID-19.
If you have any questions, concerns, or need clarification on hosting an event for the fall semester, please email to schedule a meeting.

Thank you for your cooperation, 

Tari Hunter 
Director, Office of Student Life & Cultural Centers 

These guidelines and considerations may be subjected to change based on orders, requirements, and guidance from federal, state, and local authorities.