Santa Rosa Junior College Special Event Application

This Special Event Application should be used for any Student Life, Equity, & Engagement activity and/or any event that includes students in the planning process.

Policies and Procedures

To ensure you have a safe, supported, and successful event, please review our events website: https://studentlife.santarosa.edu/events.

All events are subject to the following policies:

Advisor confirmation and approval of the event is required; please make sure the faculty/staff advisor responds to any inquires;
Applications must be submitted at least 3 weeks prior to event date, however, 4-6 weeks is preferred so that you have ample time to promote your event;
Applicants are asked to wait for approval before promoting or purchasing supplies for the event;
Events are approved on a first come first serve basis and space is limited.

Please review the Event Planning Handbook before submitting your event application.

Hosting an event starts with these five steps:

Step 1: Find a faculty or staff advisor that agrees to be present for the event (including set up and clean up), take on liability for the event, and assist event planners in working through every step of the approval process.
Step 2: Download the Event Checklist and go through it with your faculty/staff advisor.
Step 3: Complete and submit this Special Event application. Event applications must be submitted by least 3 weeks in advance of the event to be considered.
Step 4: Attend the Events Workgroup or Events Walkthrough to answer questions from the Campus Services as needed.
Step 5: Receive written approval from Cabinet / Senior Admin. Please be sure to incorporate any feedback from Cabinet or the Events Workgroup. Please wait for final approval before promoting and purchasing supplies for the event.

While waiting for approval, there are next steps that event planners can work on, should they choose, including funding proposals. Use the checklist to guide your planning. Collaborating makes the event more successful, but the Events Workgroup requests you select a single Lead Advisor to streamline communications and coordination.

Have you reviewed the event policies and procedures for events at SRJC?*

Yes No

Event Title*

Event Date(s)*

Please include event day(s) of the week and date(s)

Event Start and End Time(s)*

If you are registering a multi-date event, list all dates and times above.

Event Location*

SRJC Santa Rosa SRJC Petaluma Southwest Center Shone Farm Public Safety and Training Center Off-Campus Online/Virtual/Zoom Hybrid (In-Person and Zoom Option)

Where will your event be located at SRJC Petaluma?*

Please list the building, room number, and/or outdoor location

Where will your event be located at Southwest Center?*

Please list the building, room number, and/or outdoor location

Where will your event be located at Shone Farm?*

Please list the building, room number, and/or outdoor location

Where will your event be located at Public Safety and Training Center?*

Please list the building, room number, and/or outdoor location

Where will your event be located at SRJC Santa Rosa?*

Student Activity Center (SAC) - Bertolini Dining Hall - Bertolini Center for Student Leadership - Bertolini Senate Chambers - Bertolini Bertolini Quad Outdoor Stage Area Classroom(s)

Other:

If the room you'd like to reserve is outside of Bertolini, please list the room you'd like in the empty box provided.

If event is being held in the Student Activity Center, please review the setup options at https://studentlife.santarosa.edu/student-activity-center.

How would you like the Student Activity Center to be setup for your event?*

Option 1 (Standard Setup Dining Space) Option 2 (Theater/Lecture Style) Option 3 (Banquet Style/Workshop) Option 4 (Classroom) Option 5 (Conference Room/Meeting) Option 6 (Open Conference/Meeting) Option 7 (Open Space/Mixer/Celebration) I have a diagram of how we'd like the room setup and can upload it now I have a description of how we'd like the room setup and can provide it now

Review options at https://studentlife.santarosa.edu/student-activity-center

Does your event require a special setup in the requested District room/space?*

Yes, we need a special setup and can upload a diagram of how we'd like the room for facilities. Yes, we need a special setup and can provide a written description of the setup needs. No, leave the room as-is for our event.

Please upload a diagram of the room/space for your event setup*

No File Chosen

File uploads may not work on some mobile devices.

Please provide a detailed description of how you'd like the room setup for your event*

Where will your event be located Off-Campus?*

What is the SRJC Zoom Link or Zoom ID Number?*

All events sponsored by an SRJC organization must be hosted on an SRJC Zoom Account. If you need assistance accessing an SRJC Zoom Account, please reach out to the Office of Student Life at srjcstudentlife@santarosa.edu.

Event Leads*

Student Club/Organization SRJC Staff Only

Name of Club/Organization/Department sponsoring the event*

Name of Student Representative in charge of the event*

First Name

Last Name

Student Representative Email*

Name of Lead Staff or Advisor in charge of the event*

First Name

Last Name

Lead Staff/Advisor Email*

Does the event have an additional Support Staff/Advisor? [Support Staff/Advisors are optional and will be included in any communications about the event]*

Yes No

Support Advisor Name*

First Name

Last Name

Support Advisor Email*

The Advisor(s) listed above must be a permanent employee of Sonoma County Junior College District and be in attendance at the Event for its full duration. Additional advisors may be required by the Office of Student Life after reviewing the application.

Describe the event: What is the purpose of the event? Who is the intended audience? How is the event connected to the mission of the college?*

Will money be collected or processed at this event, either as a fundraiser or to help cover costs?*

Yes No

All funds raised must be deposited in an account held within the Office of Student Life or the Sonoma County Junior College District.

For more information, visit our Event Policies website by clicking here.

Please describe the method and purpose of collecting or processing money at this event. If this is a fundraising activity, include the purpose and estimated amount of funds raised.*

Is the event open to the public?*

Yes No

Will there be any elected officials, community representatives, or other prominent individuals invited to this event?*

Yes No

Which elected officials, community representatives, or other prominent individuals will be invited to this event?*

What is the estimated attendance?*

Will your event include any of the following activities or services?*

Live Music/DJ Speaker/Lecturer/Presenter Professional Services (ie service requiring specialized knowledge and skill usually of a mental or intellectual nature and usually requiring a license, certification, or registration) Off Campus Businesses or Organizations Rentals Prizes and Incentives Food or Catering Food Truck(s) None of the above

Depending on the activity, performance, or service provided, guests may be required to provide proof of insurance to the District. If you intend to pay a guest for their services at your event, you must coordinate payment through the District's requisition system, which requires the guest to complete a service contract and a W-9. It is recommended that you start this process one month in advance of an event.

For more information on requirements regarding insurance and contracts, please visit our events policy website by clicking here.

Who is providing the live music/DJ services for your event?*

Name of Speaker/Lecturer/Presenter*

What professional services will be provided at your event?*

Note: Professional Services are services requiring specialized knowledge and skill usually of a mental or intellectual nature and usually requiring a license, certification, or registration

Who will be providing professional services at your event?*

What off-campus businesses or organizations will be present at your event?*

Will any of the off-campus businesses or organizations be selling items at your event?*

Yes No

What items do they intend to sell at the event?*

Note: All vendors must submit an Off Campus Vendor Application form at least two weeks (10 business days) prior to the date of service on campus, with exceptions made on a case by case basis. An application fee will required and shall be paid either in cash, a check made payable to SRJC, credit cards or debit cards. The fee requirements are as follows:

No charge for 501(c)(3) organization with the exception of paid career recruiting, see #3 below.
No charge for educational recruiting – please contact SRJC Transfer Center Transfer Center Administrative Assistant II at (707) 524-1660 with any questions.
$25 per day for career recruiting – please contact SRJC Career Hub at workexperience.santarosa.edu or (707) 527-4329 with any questions.
$75 per day or $250 for 4 days for either vendors who sell merchandise or vendors engaging in service based businesses, i.e., banks, phone companies, etc. - please contact SRJC Student Life at studentlife.santarosa.edu or (707) 527-4424 with any questions.

Events with vendors who sell merchandise or vendors engaging in service based businesses may request an exception to the $75 per day or $250 for 4 days requirement from Student Government Assembly (SGA). Please reach out to the SRJC Student Life at studentlife.santarosa.edu or (707) 527-4424 to request an exception.

Will you be requesting an exception from SGA for the Off Campus Vendor fees?*

Yes No

All food served at an official SRJC event must be sourced from a commercial kitchen and served in a way that follows all food safety guidelines.

For more information on food policies, please visit our event policy website by clicking here.

JC Fresh Delights has first right of refusal for any catering services provided, which means they have the right to provide any catering services for events and activities on campus. If you would like to utilize their catering services, please work directly with JC Fresh Delights to order food for your event.

If you plan to have food delivered or served by an alternative vendor as part of your event, you will need to request approval by sending a waiver to JC Fresh Delights Manager, Jenny Chhay, at (707) 503-9981 or srjccatering@gmail.com

How will you be providing food for your event?*

We will be working with JC Fresh Delights to provide food and beverages for our event. We will be purchasing food and beverages off-campus, and we will be delivering and serving the food at the event ourselves. We will be preparing and serving our own food for the event, and all food will be prepared in a commercial kitchen following all food safety guidelines. We will be requesting a waiver from JC Fresh Delights to provide food, beverages, and/or catering services from an alternate vendor.

Note: All food and beverage catering must be provided by JC Fresh Delights. Events that wish to use outside catering services must request an exception from JC Fresh Delights prior to the event.

ATTENTION: Based on your answer above, you will need to contact JC Fresh Delights Manager, Jenny Chhay, at (707) 503-9981 or srjccatering@gmail.com.

Have you contacted JC Fresh Delights about providing catering services or to request a waiver?*

Yes No

Where will you be sourcing the food for your event?*

Note: All food served at an SRJC event must be prepared in line with all commercial Food Safety standards.

Food trucks require additional consideration and input from District Police to ensure they are safely located. Please submit this Facility Use Form when applying to have food trucks at your event. Certificate of Liability Insurance is required for Food Trucks on Campus.

Insurance requirements:

Must list Sonoma County Junior College District as Certificate Holder
The ‘insured section of the certificate of insurance must list the vendor name exactly as it appears on this contract/agreement
$1 million commercial general liability per occurrence and $3 million aggregate; $1 million automobile liability
Sonoma County Junior College District must be named as additional insured
The policy coverage period on the certificate must encompass the entire duration the food truck will be providing service on campus.

What Food Truck(s) will be present for your event?*

Have you submitted a Facility Use Form to request approval for the Food Truck(s)?*

Yes No

The Facility Use Form can be found here: https://studentlife.santarosa.edu/sites/studentlife.santarosa.edu/files/documents/USE%20OF%20FACILITY%20AGREEMENT%20FOOD%20TRUCKS%20%281%29.pdf

Does your even require any of the following SRJC Services?*

Marketing and Promotion Support Custodial Services Warehouse Equipment Media Services Equipment or Staff Support Information Technology (I.T.) Parking, Building/Room Access, Security None of the above

Promotion at SRJC

SRJC offers multiple ways to promote events to students and the college community, but it's up to the event leads to coordinate their plan for promotions ahead of their event. Below is a list of the most common ways that events are promoted at SRJC, and we encourage you to utilize as many as possible to ensure the word gets out about your event!

Submit a flyer for the BearFacts eNewsletter
Post to the MySRJCApp
Post to social media
Ask clubs or campus programs to promote your event on their social media pages
Work with an advisor to send an email to all staff (DL.STAFF.ALL)
Distribute posters and flyers for your event, and work with the Office of Student Life to get them posted on campus.
Coordinate with your instructors to make in-class announcements about your event.
Partner with instructors to encourage their students to attend by bringing classes, offering extra credit, or making it part of an assignment.
Contact Public Relations for possible inclusion in social media and website

Do you have a poster or flier for your event that you would like to share for District communications like Bearfacts or the Event Calendar?*

Yes No

Upload a poster or flier for your event here:*

No File Chosen

File uploads may not work on some mobile devices.

We encourage you to develop a poster or flyer to help advertise your event! If you create a poster or flyer later and would like to see it advertised in places like the Bearfacts eNewsletter or the SRJC event calendar, please email a PDF, JPG, or PNG of it to Zack Miranda at zmiranda@santarosa.edu.

Please describe any custodial related needs for your event.*

Custodial may provide event setup & breakdown support, extra trash and recycle bins, bathroom access, etc.

Has a service request been sent to SRJC Custodial Services?*

Yes No

Please describe what equipment you need to request from the SRJC Warehouse for you event.*

The SRJC Warehouse may provide tables, chairs, and other event equipment from storage.

Have you sent a request to the SRJC Warehouse for your event?*

Yes No

Please describe any media related needs for your event.*

Has a service request been sent to SRJC Media Services?*

Yes No

Please describe any Information Technology (I.T.) related needs for your event.*

Has a service request been sent to SRJC Information Technology (I.T.)?*

Yes No

Please describe any parking, building/room access, or additional security needs for your event.*

Has a request for parking, building/room access, or additional security needs been sent to SRJC District Police?*

Yes No

Describe any additional needs for the event here:

If the Office of Student Life determines that this is a large impact event, additional approvals may be required. If you have any questions regarding this form or your event, please reach out to the Office of Student Life at srjcstudentlife@santarosa.edu.

Special Event Application

Routing

Event Review

Final Event Review