On-Campus Event Planning

On-Campus Event Approval System (EAS)

Event Approval System (EAS) requests can be submitted at any time, but they must be submitted AT LEAST 21 days prior to the event date. 

Why 21 days in advance?

Most events require additional approvals from campus partners:

• Food & Health permits - SDSU Catering & EH&S
• Classroom Facility Reservations - Reserved through your EAS request
• Associated Students Facility Reservations - Requests are made with Union Programs & Services prior to submitting an EAS request
• Fundraisers that involve food or commercial products - Aztec Shops
• Controversial speakers or performers - Vice Presidnet of Student Affairs
• Events with Outdoor Amplified Sound - Outdoor Amplified Sound Committee
• Dispensing of alcoholic beverages - SDSU Catering, Vice Presiden of Student Affairs, Facility owner
• Ticketed or admission-based events - Associated Students, Union Programs & Services
• Recruitment efforts by off-campus organizations - Aztec Shops

What space is reservable on campus? 

Browse our available space here. 

Which events get submitted through the EAS? 

1. If you are a Recognized Student Organization, ALL on-campus events MUST be entered into the EAS. 
2. If you are an SDSU affliate (department, staff, faculty, etc.) only requests for Outdoor Space, such as tabling or other Outdoor Activities, must be submitted online through the EAS.
3. If you are not affiliated with SDSU, only requests for Outdoor Space, such as tabling or other Outdoor Activities, must be submitted online through the EAS.  

GO TO ONLINE EVENT APPROVAL SYSTEM (EAS)

Please note, all requests for events are tentative until approved by Student Life & Leadership. 

For more information on how to submit an EAS request, watch our Event Planning 101 workshop video. 

Aztec Shops Vendor Applications  

Commercial transactions, commercial solicitation, or distribution of advertising, including but not limited to product samples, coupons, and flyers on campus is prohibited except with written permission (Section 10.0, Buildings and Grounds Code).

An application for permit to engage in commercial solicitation may be obtained by completing the appropriate form below and submitting to Aztec Shops. 

Vendor Application

Student Vendor Application 

Outlet Sales Vendor Application 

Campus Tours Vendor Application  

Off-Campus Events

Transportation Links

• MTS (Metropolitan Transit System - trolley)
• Bus routes
• Commuter Rail/Coaster
• San Diego International Airport

Food and Beverages at Off-Campus Events

The University does not issue food permits or conduct food service inspections for off-campus events; however; student organizations are encouraged to follow the Food Handling Guidelines listed below (adapted from materials produced by the federal Food and Drug Administration).

Food Handling Guidelines

Practicing proper food handling techniques will protect your members and guests from food-borne illness and food contamination.  Here are some tips to keep in mind when preparing, storing and cooking food.

Wash Hands, Utensils, and Food Preparation Surfaces

• Food safety begins with hand-washing even in outdoor settings. And it can be as simple as using a water jug, some soap, and paper towels.
• Consider using moist disposable towelettes for cleaning your hands.
• Keep all utensils and platters clean when preparing food.

Preparing Fruits and Vegetables

• Rinse fresh fruits and vegetables, including those with skins and rinds that are not eaten, under running tap water before packing them. Packaged fruits and vegetables labeled "ready-to-eat," "washed," or "triple washed" need not be washed.
• Rub firm-skin fruits and vegetables under running tap water or scrub with a clean vegetable brush while rinsing with running tap water.

Safe Grilling Tips

• Marinate foods in the refrigerator, not on the counter or outdoors. If some of the marinade is to be used as a sauce on the cooked food, reserve a portion separately before adding the raw meat, poultry, or seafood. Don't reuse marinade.
• Don't use the same platter and utensils that previously held raw meat or seafood to serve cooked meats and seafood.
• If you partially cook food in the microwave, oven, or stove to reduce grilling time, do so immediately before the food goes on the hot grill.
• When it's time to cook the food, cook it thoroughly. Use a food thermometer to be sure the food has reached an adequate internal temperature before serving.
  • Beef, veal, and lamb steaks and roasts--145°F for medium rare, 160°F for medium, and 170°F for well done.
  • Ground pork and ground beef--160°F.
  • Ground poultry--165°F.
  • Poultry breasts--170°F.
  • Whole poultry (take measurement in the thigh)--180°F.
  • Fin fish--145°F or until the flesh is opaque and separates easily with a fork.
  • Shrimp, lobster, and crab--the meat should be pearly and opaque.
  • Clams, oysters, and mussels--until the shells open.
• Grilled food can be kept hot until served by moving it to the side of the grill rack, just away from the coals where it can overcook.
• Liquid starting fuel is prohibited.
• Have a fire extinguisher available.

Serving Food Safely

• Food should be handled with gloves and food service utensils or materials.
• Keep cold foods cold (below 45°) and hot foods hot (above 140°).
• Do not use a plate that previously held raw meat, poultry, or seafood for anything else unless the plate has first been washed in hot, soapy water.
• Hot food should be kept hot, at or above 140 °F. Wrap well and place in an insulated container.
• Foods like chicken salad and desserts in individual serving dishes can also be placed directly on ice, or in a shallow container set in a deep pan filled with ice. Drain off water as ice melts and replace ice frequently.
• Don't let perishable food sit out longer than 2 hours.
• Food should not sit out for more than 1 hour in temperatures above 90°F.
• Keep food covered when not serving.
• Ice used in beverages should be protected from contamination.  Do not use ice used for refrigeration.
• No smoking should be permitted around food.
• Individuals who are sick or have cuts or burns must not serve or handle food and beverages.
• Keep pets away from areas where food is served or stored.

Transporting Food

• Keep cold food cold. Place cold food in a cooler with ice or frozen gel packs. Cold food should be held at or below 40°F.
• Consider packing beverages in one cooler and perishable foods in another.
• Meat, poultry, and seafood may be packed while it is still frozen so that it stays colder longer. Be sure to keep raw meat, poultry, and seafood securely wrapped so their juices don't contaminate cooked foods or foods eaten raw such as fruits and vegetables.
• After washing fruits and vegetables dry them with a clean cloth towel or paper towel before packing them.
• Keep the cooler in the air-conditioned passenger compartment of your car, rather than in a hot trunk. Limit the times the cooler is opened.

More information available online:

Food Safety Tips for College Students

Environmental Health & Safety Temporary Food Facility Operator Permit Application (1 vendor and organization)

Environmental Health & Safety Temporary Food Facility Organizer Permit Application (2+ vendors and organizations)

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