Event Planning and Booking

Campus faculty and staff can request event space and services through the university’s event scheduling system.

Step 1: Request Your Space

Submit a request through 25Live. Space is not confirmed until a confirmation email is received — please wait to promote your event until confirmation is complete.

Step 2: Submit Event Details

Complete the Event Logistics Form (ELF) within 25Live, including requested services, event description and images for calendar listings.

Step 3: Review Guidelines

All events must follow campus protocols, including accessibility, sustainability and event setup requirements.

Step 4: Confirmation and Support

Once submitted, requests are reviewed by an event scheduler or UACE event professional. Upon approval, a confirmation email and next steps will be provided.

Step 5: Event promotion

Confirmed events are published to the CSUMB Events Calendar based on selected preferences.

Cal State Monterey Bay welcomes community partners to host events on campus.

To get started, complete the Community Event Logistics Form (C-ELF). An event professional will follow up to guide planning, confirm availability and coordinate services.

A variety of indoor and outdoor venues are available to support meetings, conferences and group events in a unique Central Coast setting.

To help create a safe, welcoming environment for all, please review the guidelines below before your event.

For Event Organizers

Review the Protocols in Event Spaces for Event Organizers to understand your responsibilities, planning expectations and safety requirements.

For Event Attendees

Review the Protocols in Event Spaces for Attendees to know what to expect and how to help maintain a safe event experience.

Get Support

If you have questions, contact your assigned event professional. If you aren’t sure who that is, you can view our Staff list, or email specialevents@csumb.edu.

Cal State Monterey Bay supports filming, video recording and livestreaming that enhance learning, storytelling and community engagement. To ensure events run smoothly and safely, all filming requests must follow the guidelines below.

Who This Applies To

These procedures apply to faculty, staff and students who want to film, record or livestream an event organized by another campus group.

• If you are hosting your own event and managing your own livestream, a request form is not required.
• Official university social media teams in University Communications and Enrollment Management and Student Affairs may capture and share content without this process.
• External partners should coordinate through University Communications at communications@csumb.edu.

Request Timeline and Process

Submit all filming and recording requests at least 10 business days in advance to your assigned UACE event professional.

To request filming:

• Complete the Filming Request Form
• Submit all required details for review and scheduling

Advance notice allows for coordination with University Affairs, Ceremonies and Events (UACE) and campus facilities.

Filming Guidelines

To maintain a safe, inclusive and respectful campus environment, all filming must follow these requirements:

Respect Campus Operations

• Filming must not disrupt classes, events or normal university business
• Activities must not create safety hazards or block access

Approved Locations and Timing

• Filming is only permitted in approved locations
• Dates and times must be scheduled in advance

Commitment to Inclusion and Respect

• Content must not be defamatory or harmful to individuals or groups
• This includes respect for all identities, including race, gender, age, ability, religion, culture, and sexual orientation

Content Standards

• Filming must align with a “G”-rated standard
• Prohibited content includes:
• Nudity or inappropriate attire
• Illegal activity or drug use
• Weapons, firearms, or violence

Campus Environment Considerations

• Filming takes place on an active campus
• While efforts are made to minimize disruptions, background noise cannot be guaranteed

On-Site Coordination

• The assigned event professional serves as the final decision-maker for facility use during filming

Fees and Logistics

• Use of multiple locations may result in additional fees
• Larger or multiple filming setups may require staffing support, including campus police or event liaisons

Branding and Permissions

Approval to film on campus does not grant permission to use university logos, trademarks, or branding. Separate authorization is required for any use of CSUMB marks.

Additional Guidance

• Cinematic Arts and Technology students should follow their program’s internal process
• If filming another department’s event, these campus procedures still apply

Get Support

Contact your assigned event professional for guidance. If needed, connect with the team at specialevents@csumb.edu for assistance.

Student Deliveries — Residence Halls and North Quad

Include the student’s full name, building and room number, and cell phone number.

Students will be notified and must pick up deliveries. Direct delivery to rooms is not available.

Delivery location:
Student Housing Residential Life
Redwood Hall, Building 12
3116 Intergarrison Road
Seaside, CA 93955

Phone: 831-582-3378

Student Deliveries — Promontory

Include the student’s full name, building and apartment number, and cell phone number.

Delivery location:
400 8th Street
Marina, CA 93933

Staff Deliveries

Include the staff member’s full name, building and room number, and cell phone number.

Staff will be notified and must pick up deliveries. Direct delivery to offices is not available.

Call ahead to confirm delivery: 831-582-3700

Delivery location:
Shipping and Receiving
5410 Butler Street
Seaside, CA 93955

Faculty and staff who regularly plan events can request access to submit listings to the CSUMB Events Calendar.

If you coordinate events for your program, department, college or division, you may be eligible to participate.

Once approved, you will receive access from University Communications to:

• Complete a brief training
• Submit and manage event listings through the campus Events Calendar

Participation is optional and designed to support consistent, high-quality event promotion across the university.

Eligibility

This access is intended for faculty or staff who:

• Regularly organize events
• Are not web section editors
• Are approved by their administrator (MPP) to submit events for web publishing

Get Started

Complete the Event Marketing Training Access form to request access and get started.

Find the forms and resources you need to plan, manage, and support your event at Cal State Monterey Bay.

Catering

• Catering Exemption Request
• Alcohol Approval Form

Environmental Health, Safety and Risk Management

• Risk management documents and forms

Parking and Campus Safety

• Campus Safety Officer (CSO) request form