Event Planning Resources

• The timeline provides a step-by-step guide to support successful event planning at SDSU—from initial concept through post-event follow-up. It outlines key tasks, deadlines, and responsibilities to help planners stay organized and on track.
  • Event Timeline Template

• SDSU Transportation Services manages event parking, including traffic control, electronic permits, signage, stall reservations, valet, bollard removal, and campus shuttles. A valid paid permit must always be registered to a vehicle’s license plate, and all parking services require a submitted request form.
  • Visit the Parking Services website
  • Submit a Parking Request Form

• SDSU Catering is the exclusive caterer for San Diego State University. If you are interested in bringing an outside caterer, donated, or purchased items onto campus, a Catering Waiver must be submitted. SDSU Catering is the only provider of alcohol service for the campus. An SDSU Alcohol Request Approval Form must be submitted and a non-refundable $100 ABC permit fee applies.
  • Visit the Catering website
  • Submit a Catering request
  • Submit an SDSU Alcohol Request Approval Form
  • Submit a Catering Waiver/EH&S Permit Application
  • Learn more about Food Safety Guidelines

• Outdoor Space Reservations
  SDSU affiliates (departments, staff, faculty, etc.) and non-SDSU affiliates must submit requests for outdoor spaces (e.g., tabling or activities) through the Event Application System (EAS).
• Classroom Reservations
  Classrooms are not reserved through EAS unless the request is from a Recognized Student Organization (RSO).
  
  • RSOs: Submit classroom requests through EAS
  • Faculty/Staff: Use the Classroom Request Form
  • Conference-style or non-SDSU events: Coordinate through Conference Services 
• Visit the Student Life & Leadership (SLL) website
• EH&S Event Fire and Life Safety
• Outdoor Space Area Fire Safety Requirements Document

• Event Support: Facilities Services provides event support before, during, and after your event to ensure the space is clean, safe, and inviting, including assistance with additional trash cans, restroom support, sprinkler shutoff, electrical needs and event signage.
  
  • Facilities website
  • Link to request Event Support

• IT Services provides audio-visual equipment setup and breakdown for events. They also offer equipment checkout to requestors; however, a fee may apply for non-instructional use. For more information, contact Boun Moua at [email protected].

• When planning an in-person event, it is important to make sure that all aspects of your event are accessible to all attendees. This includes promotional materials, website materials, day-of accommodations, language interpretation, and video materials. Contact Student Disability Services (SDS) for more information.
  • Request interpreters or real-time captioning
  • Use these tools to design inclusive digital materials:
    
    • Accessibility Essentials - an overview of the core functions of accessible digital content and content creation. 
    • Create Accessible Content - a 30-minute Microsoft module that serves as your learning path. 
    • Canva Design Accessibility - a resource tool to ensure your designs are as inclusive as possible.
    • WebAIM Contrast Checker - check to see if your color contrast is PASS or FAIL.

• There are a number of promotion and communication methods available on campus to reach various audiences.  Listed are resources available to faculty, staff and students to promote events on campus.
  • SDSU Brand Portal
  • Campus Email Requests: Faculty and staff can request to have a campus email notice set on their behalf. Requests should be submitted five (5) days in advance of your intended send date.
    • Form to request campus emails
  • Freeway Marquee Requests: Faculty and staff have the opportunity to submit a request for their event to be promoted on SDSU’s freeway marquee on I-8.
    • Form to request marquee messages
  • SDSU Events Calendar
  • Newsletters
    • State Up to Date: State Up to Date is SDSU’s official faculty and staff newsletter. This newsletter is sent out every week on Monday.
      • Form to request State Up To Date
      • List of Campus Newsletters
  • Digital Signage: There are a number of digital displays across campus available for faculty and staff to promote their events. Request guidelines and formatting requirements may vary across displays. For more information, please visit the Digital Signage page of the SDSU Brand Portal.

SDSU offers an advance planning process with University Police, including a required form, to help campus partners coordinate and prepare for academic events with speakers or guests that may draw heightened attention, while supporting free speech and academic freedom. 

The SDSU Ambassadors (official student representatives, tour guides and orientation leaders for SDSU) are available to serve as hosts and/or greeters for a variety of University events and activities.

To request their participation, please contact Orientation, Transition and Family Engagement at [email protected] or 619-594-1509.

Please note that a transfer of funds may be required to cover the student assistant wages for hours worked.

• Looking to bring Aztec spirit to your event? SDSU’s Spirit Teams—including the Marching Aztecs, Cheer, Dance, and Diamonds—are available to appear at select campus and community events.
  • Spirit Request Form

If you would like to accept online credit card payments for a ticketed event, SDSU Research Foundation is able to create a payment link.

• Discuss with your grant specialist if the FOAP is already open.
• Complete the Online Credit Card Processing Setup Form, have it signed by your approving officer and submit it to your grant specialist for signature and approval.
• Your grant specialist will then provide the form to Financial Services for final approval and setup.

For further questions, please contact [email protected].

For events taking place on the SDSU campus, organizers are encouraged to include the university’s Land Acknowledgement in event materials or opening remarks. You may choose to use either the full or abbreviated version of the Land Acknowledgment statement.