Student Life & Leadership

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On-Campus Event Approval Process

1. An officer from a SDSU Recognized Student Organization reserves a room or location for their event.  If room is in Aztec Center, the officer makes reservation in Aztec Center Meeting Services Office, behind the information booth.  If requesting a classroom or on-campus open space, officer turns in request form in Student Life and Leadership (Student Services West, room 1661).
2. Download an Event Approval Form or pick one up in Student Life and Leadership.
3. Organization Officer comes to Student Life and Leadership office to fill out/submit an On-Campus Event Approval Form (EAF).  The officer submits room reservation confirmation or the classroom or open space request to Student Life & Leadership advisor along with the EAF.
4. Officer meets with a Student Life and Leadership advisor to submit the EAF (and accompanying documents).  The EAF and room reservation/request MUST be submitted no later than TWO WEEKS prior to the date of the event.
   • Student Life and Leadership advisor ensures form meets the two week deadline and makes sure the form is complete and legible.
   • Student Life and Leadership advisor contacts the Student Organization advisor (if necessary), Aztec Shops, Environmental Health and Safety, etc. for any needed clearances or approvals.  If necessary Student Life & Leadership advisor has organization officer deal directly with requesting offices.
   • If complete, the Student Life and Leadershipo advisor accepts EAF from officer and informs them when the review committee will meet and when they (the requesting officer and the advisor) will hear back from Student Life and Leadership to let them know if the event is approved. 
5. Once Event Approval Form as been approved by the review committee:
   • The organization requesting officer and advisor are sent an e-mail notifying them of the event approval.
   • If event is being held in Aztec Center, Aztec Center Meeting Services is notified of the approval.
   • After approval of your event, it is a good idea to check in and reconfirm with all of the parties involved in making your event a success.
   • The approved EAF is filed in the student organization's file.

PLEASE NOTE:

• EVENT APPROVAL FORMS WILL NOT BE ACCEPTED LESS THAN TWO WEEKS FROM THE PROPOSED EVENT DATE.
• Event Approval Forms will not be accepted without all required approvals and proof of supporting documentation.
• All requests for events are tentative until approved by Student Life and Leadership.
• Weekly meetings are the only "events" that do not require submission of an Event Approval Form.  Weekly Meetings are not considered an "event."  This is the only exception to the event approval process.
• Tabling at Aztec Center is considered an event and needs to be submitted for approval through the Event Approval Process.