WHO CAN SUBMIT AN EVENT: All Faculty and staff are eligible to submit events and request to reserve campus facilities for events.

• Faculty and Staff — Must submit an event request through the CourseDog Event system. Both in-person and virtual events should be submitted through the CourseDog system for all Campus events to exist on the College Calendar.
• Students — Must reach out to the Student Life and Development Office. The Student Life and Development Office is required to submit approved student events via CourseDog Event system on behalf of students.

EXTERNAL ORGANIZATIONS AND ENTITIES: External partners must reach out to the College Event Management Team for campus space reservation requests.

VIRTUAL EVENTS: Virtual events may require booking a Zoom webinar. (Request a Zoom webinar license separately through CityTech ServiceNow.) Submit your virtual event through CourseDog Event system to include it on the College Calendar. Virtual events do not require approvals but must be relevant to the College community to appear on the College Calendar.

CAMPUS SPACES:

• All reservable campus spaces (rooms) will be visible to faculty and staff in CourseDog Event System. Spaces that are reservable include classrooms, computer labs, general event spaces and tabling locations.
• Only spaces available for your chosen date and time will be displayed
• Space owners will review and approve requests according to the College's Events Policy.

EVENT APPROVAL PROCESS:

• Submit event requests at least 30 days in advance of the event
• Events must adhere to campus policies and be approved by the space owner
• Approval for additional services (AV, IT, B&G) must be requested with the appropriate College department after the event has been approved
• Expect a response (approval or denial) within 72 hours of submitting a request.

EVENT SPACE PRIORITIES

In general event spaces will be approved on a first come first serve basis. Campus space owners have discretion in approving event spaces to suit the needs of overall College goals. and at the discretion of the President and College leadership. Here is a general guideline in how events are categorized and how space reservation will be prioritized.

• MISSION-CRITICAL EVENTS
  • University-wide initiatives, commencements, official ceremonies, accreditation visits, or major fundraising events.
  • Characterized by direct alignment with core institutional goals and potential for significant impact.
• HIGH-PRIORITY EVENTS
  • Academic conferences, guest lectures by renowned figures, career fairs, student organization flagship events, or cultural celebrations.
  • Contribute significantly to academic life, student engagement, or community outreach.
• REGULAR EVENTS
  • Club meetings, workshops, seminars, departmental gatherings, or recurring social events.
  • Important for diverse needs and interests but have less pronounced institutional impact.
• LOW-PRIORITY EVENTS
  • Individual student events, personal celebrations, or events lacking broad appeal.
  • May still be approved but accommodated based on availability after higher-tier events.

RESCHEDULING OR RELOCATING AN APPROVED EVENT SPACE

COMMUNICATION: Affected event organizers will be notified promptly, offered support finding alternative solutions, and provided clear justifications for the change

First Amendment - Time, Place and Manner Guidance