Student FAQs
Booking/Cancelation Policy
Yes, you have the option of selecting multiple spaces while completing the Student RUFAS. You can also attach your schedule and we can assist you in reserving spaces that meet the needs of your reservation.
Yes, you have the ability to request pre and post-event time while completing the Student RUFAS.
Pre-event - time should cover the amount of time you need to set up any elements that you are responsible for at your event e.g. programs, centerpieces, check-in tables, queuing up your presentation.
Post-event - the amount of time you need to clean up elements that you set up for your reservation, e.g. check-in materials, programs, decor, etc.
Student clubs and organizations can submit a request for the use of space on campus as soon as the space is open for scheduling. Please check out the campus scheduling priorities on the Student Event Forms and Related Policies webpage.
- Please contact the CES office immediately to notify us of cancelation via a phone call or email.
- If you have a last-minute cancelation please be sure to make contact with someone in the CES office and if you cannot reach anyone in the CES office, because it is after hours or over the weekend, please reach out to the Student Center Info + Tickets desk, (707) 664-2382 and let them know the event has been canceled.
- Notify your attendees of the cancelation to ensure they do not show up for the canceled event.
- If you “no show” for your reservation your club will be charged for the preparation of facilities and services ordered for your event.
Space/Set Up
We have event venues on campus that can be modified to meet the needs of your program. E.g. Student Center Ballrooms, Valley Rooms, and Cooperage.
Other venues that may meet your needs are smart classrooms or residential meeting rooms.
You can reserve the practice fields for recreational use and for sports clubs.
If you are looking for an outdoor location to host your event consider the Arbor and Lakes, Person Lawn, or one of our quad or plazas on campus.
If you are curious about whether or not a specific space can be reserved please list it as your first choice on the Student RUFAS as well as your second choice location or contact us.
CES will work with you to create a setup that meets the needs for your reservation. We prepare to scale diagrams for you to review. Some common setups are reception, theater, banquet, classroom, and board. Some common additions to those setups are stages, check-in tables, presentation tables, etc. You can find sample setups on our venues webpage. You have the ability to list your setup needs on the Student RUFAS.
Technical Support
CES can assist you in reserving AV/Tech that meets the needs of your event or reservations. The best planning tool to help us determine your tech needs is a program or run of the show. As we go through the program we can determine your needs based on what you have planned.
Tech specialists are required to execute events that exceed a technical basic setup. Examples of these are events that require more than one microphone, outdoor events with audiovisual needs, and venues that do not have “plug and play” technology such as the Cooperage and Student Center Ballrooms.
To view the tech available per venue visit our venues webpage.
Casentino and Beaujolais meeting rooms are not equipped with AV/Tech equipment such as a projector and screen. You can request a projector and screen from IT or request tech support for your event through CES.
Chalk Hill and Carneros are equipped with a projector and screen and can be self-operated by the group.
Food
If you are having a private meeting as described in our Campus Food Service and Sales Policy. Yes, you are allowed to bring food to your meeting.
Please note: Food cannot be given out to the public, or free to the public. Potluck food items and outside food vendors cannot be brought into dining venues.
Campus Departments and Chartered Student Organizations are allowed to use Food Service Providers who have applied and met the requirements to be an approved food vendor at Sonoma State University. See the Approved Food Vendors.
Available For:
Campus departments and chartered student organizations.
Event Guidelines:
The use of Approved Food Vendor is allowed for all departmental and student events unless:
- The event is taking place in a Culinary Services venue. For example, Prelude, Overlook, The Kitchens, Lobos, etc.
- Food is prepared or stored using equipment owned and/or operated by Sonoma State Enterprises, Inc.
- The event is deemed an External Event as defined in section II.N. of the Food Service and Sales Policy.
- The event has a planned attendance of 300 or more.
- Exceptions may be granted on a case-by-case basis for basic catered services.
Planning Requirements:
The event host will be responsible for all coordination with the food service provider and ensuring that all necessary spaces and resources have been scheduled with the CES office to support the event. If an Approved Food Vendor is providing any service on campus, (i.e. setting up buffet lines, serving guests, etc.) the request must be made two (2) weeks prior to the event.
Please note, all service items including linens, plates, glassware, utensils, ice, etc. will need to be provided by the vendor. Culinary Services will not comingle food service or service items with an Approved Food Vendor.
Payment and Contracting:
If utilizing an Approved Food Vendor that will be providing a service on campus you will need to fill out an EREQ that outlines the service provided.
All space requests and resource reservations will need to be completed through the CES office.
Additional information:
Yes by following the guidelines listed below.
A Mobile Food Facility (MFF) may be engaged to provide food services for specific, non-recurring events or to provide food services unavailable from SSU Culinary Services or vendors on the Approved Food Vendors list.
Available for:
Campus departments and chartered student organizations.
Event guidelines:
- No more than one MFF may operate on campus at any time without prior approval.
- The total number of MFFs on campus is limited to one per week.
- A chartered student organization may use a MFF once per semester for fundraising or cultural needs.
- Departments may use a MFF once per academic year and only for events as described in section V.D. of the Food Service and Sales Policy or they may contract with a MFF for concessions-related activities as described in section V.F. of that policy.
Planning requirements:
Student Groups
- The club requests space via RUFAS and selects "A Mobile Facility/Food Truck" in the Food/Beverage Requirements section.
- CES will approve the request if it meets Food Policy guidelines and is in an approved location.
- The club works with Student Involvement to submit EREQ for the vendor.
- Procurement collects required information (insurance, business license, health permit, permit to serve in Sonoma County) and contracts with vendor.
- Event occurs.
- Club submits an invoice for processing.
Departments
- Department requests space and notes MFF request on RUFAS.
- CES will approve the request if it meets Food Policy guidelines and is in an approved location.
- Department submits EREQ for the vendor.
- Procurement collects required information (insurance, business license, health permit, permit to serve in Sonoma County) and contracts with vendor.
- Event occurs.
- Department submits an invoice for processing.
Contracting:
An EREQ will be required for any MFF activity on campus.
Location:
MFFs may operate only in locations established and approved by the University.
Additional information:
You can sell food to raise funds in support of your program by filling out a RUFAS, Sales and Solicitation form and follow the guidelines listed below.
In order to raise funds in support of their programs and/or to provide food as an integral part of an organization's charter, an official student organization (in good standing) may be granted approval to sell or dispense food on campus on no more than one occurrence per month.
Available For:
Official student organizations in good standing.
Event Restrictions:
- Food sales are limited to Low Hazard Foods as defined in section II.B. of the Food Service and Sales Policy.
- Food distributed or sold must be in compliance with any agreements between Sonoma State University, or its designee, and contracted businesses.
- No unpackaged foods that have been served to any person or returned from any eating area shall be served again or used in the preparation of other food.
- Sales are permitted on an occasional basis to support fundraising for student organizations. “Routine” or “frequently occurring sales”, especially of food products, is not permitted. This includes coffee, hot chocolate, pastries, and refrigerated items.
Planning Requirements:
- Groups must follow established space reservation procedures.
- Sales are permitted in any reservable location at any time.
- Student groups must contact the Student Activities Desk on the second floor of the Student Center to get information regarding cash handling rules and regulations before engaging in food sales.
Approved Locations and Procedures:
Food sales in conjunction with a University-approved student event shall be located in areas, during periods of time and following the procedures designated by the University.
Approved Locations - Any reservable, non-food service location.
Approved Times - Any reservable time.
Additional Information:
You can submit a request to serve donated food. Please see the guidelines below.
Available for:
Campus departments and chartered student organizations.
Event restrictions:
- If the event is a Public Event as defined in section II.K. of the Food Service and Sales Policy AND the food/beverage is a Potentially Hazardous Food as defined in section II.C. of that policy it must be provided by a licensed facility and served and stored in accordance with applicable laws.
- The sale of food that has been donated free of charge is not permitted per CalCode.
Planning requirements:
- The health permit and certificate of insurance of the supplier must be provided.
- Any alcohol donations must be coordinated with SSU Culinary Services.
- If the event is a Public Event as defined in section II.K. of the Food Service and Sales Policy AND the food/beverage is a Potentially Hazardous Food as defined in section II.C. of that policy, the event host must complete Request to Supply Donated Food three (3) weeks prior to the event date.