Permits
For an outdoor event with more than 50 guests, this EH&S-related approval is required.
What is an Assembly Permit?
Smoking is strictly prohibited inside any university building and within this distance of the building.
What is 25 feet?
When scheduling a site tour, EPA's should arrive this many minutes before the scheduled start time.
What is 15 minutes?
RSO major event forms and UCPD security paperwork must be submitted this many weeks before the event date.
What is 6 weeks?
This team handles setup, breakdown, and day-of logistics, including internal AV in Event Services venues.
What is Event Operations ?
If an event is open to the public and food is served, this permit must be approved by EH&S at least 14 days before the event.
What is a Food Permit?
Any one of the following can trigger the Major Events Policy: 300+ people, alcohol, outdoor amplified sound, or this **type of entertainment**.
What is a dance or concert?
For same‑day time‑off, EPA must promptly communicate with this specific person.
Who is Gen?
For RSO major events, these two parties must be copied on all emails and meetings, in addition to the student group.
Who are the Major Events Director and the OASIS Advisor?
If a client is selling items and expects more than $500 in cash handling, Event Services will arrange a meeting with this campus department.
What is UCPD?
Food trucks operating at campus events must have both EH&S approval and this safety item on-site, or they will not be permitted to operate.
What is a fire extinguisher?
What is the access policy for fire exits?
This fire code policy prohibits doors from being propped open and blocks like tables or chairs from being placed in hallway lobbies so that exits remain usable.
When scheduling a site tour at Clark Kerr, EPA must do the following 3 tasks:
1. Tell Gen
2. Get the CKC keys
3. Add it to 25Live
If major event forms are not completed in time, one mitigation is to reduce the expected guest count below this threshold.
What is 300 guests?
Food trucks on campus must pass day-of inspections from these two authorities before operating.
Who are the Food Inspector and the Fire Marshal?
Events with alcohol in any Event Services venue require this UCPD form as part of the Major Events documentation. BONUS: What type of RSO is able to have alcohol present at their event?
What is the UCPD Alcohol Permit; Graduate student events
This venue policy bans confetti, loose petals, glitter, balloons, open flame, and fog machines, while requiring compostable serveware.
What is the Decorations policy for Event Services venues?
When a client wants to leave equipment outdoors overnight, this must be in place and approved, and may involve hiring UCPD.
What is an approved security plan?
For events at Savio Steps, Upper Sproul, or West Crescent Lawn, these two usual major-event forms are not required, though key staff must still be looped in.
What are the UCPD Security Request (ENSA) and RSO Major Event Registration forms?
For events where guests might need to leave coats or bags, this optional service can be added for a flat minimum fee of $120 for four hours.
What is coat check?
For events involving a run or walk, Event Services must coordinate this item with UCPD to ensure routes avoid construction impacts.
What is race route approval as part of the Assembly Permit process?
No amplified sound is permitted at these two outdoor locations, even with typical sound approval processes.
What are Social Sciences Courtyard and VLSB Lawn?
During a site tour, EPAs must follow these rules about furniture and AV in the room, since the venue may already be set for an upcoming event.
What is leave everything as‑is and do not move furniture or AV?
When a food truck will sell food or beverages at a major event, the vendor must submit this campus form in addition to their licenses and insurance
What is the Third Party Sales Request?
To support zero‑waste goals, food trucks must operate as self‑contained units and meet two sustainability standards: no plumbed water access and this requirement for all serveware.
What is using all‑compostable serveware?