Wanting to host an event? From a small weekly meeting, to a large cross-campus celebration, the Event Workflow Form created by CEAC has you covered.
We’ve worked with departments across campus to make one unified form to set up your event. This is in the effort to ensure that the event planning process goes as smoothly as possible. To best utilize the new form, please note the following best practices and policies:
The Process
- You must request a room reservation through 25Live before filling out the Event Workflow Form. NOTE: Submitting a request for an available space does not necessarily mean that you will get that space - others may have also requested it. Only when Master Calendar confirms your event, will you receive an email formalizing your space assignment.
- Fill out the Event Workflow Form, referencing your 25Live booking confirmation code.
- The review process will begin, with each subsequent step requiring approval from the area overseeing that function (e.g., Risk Management, Facilities, Campus Safety). If there are any issues with your request, you will be notified via email and encouraged to reach out to the department contact provided to resolve the issue before moving forward.
- We recommend filling out any catering orders through CaterTrax before meeting with the Campus Events Advisory Committee (CEAC) to expedite booking.
If you are a student group, please visit the SLICE front desk or email slice@oxy.edu for information regarding SLICE staff support through this process. Event planning meetings can be scheduled with SLICE staff to support programming efforts and preparation for your meeting with CEAC.
Definitions, Policies & Links
- Master Calendar
- Policy Directory
- Poster & Publicity Policy
- Right to Dissent & Demonstration Policy
- Risk Management Policies
- Student Organization Handbook
- Occidental College Space Management Policy
- Location-Specific Set-up Templates (Site Plans)
- Support Teams: Facilities (including Grounds, Plumbers, etc), Hospitality, AV/IT
- 25Live
- Food (provided by an outside caterer or Oxy) is not permitted in some locations
- Safe food handling practices must be followed
- All alcohol service must be provided by Campus Dining
- Policy Governing Conduct with Minors
- Insurance Guidelines
- Temporary Art Installations
- Policy on Sponsored Summer Programs
Food and Catering
- Catering Policy
- Catering Menus
- Outside Catering Guidelines
- Alcohol Service & Pricing
- Cottage Food Operations (LA County Public Health Website)
- Food Safety Requirements
- Fundraising for Student Groups