Chapter 5: Planning Student Run Events at Cañada College
Guidelines for Student Sponsored Events at CAÑADA COLLEGE
What is a student sponsored event?
-Student sponsored events are led by currently enrolled Cañada College students who are official members of a club or ASCC and are funded by ASCC, Club or District funds. For example:
on campus food sales,dances,tournaments,conferences,guest speakers,Spirit Thursdays,
-Student sponsored events need to be voted on and approved at club or ASCC meetings.
-Student sponsored events must have a student assigned to complete the Facilities and ASCC Requisitions forms and be the liaison.
-It is not the role of the advisor to complete campus paperwork for student sponsored events or to be the event leader.
-Only Main Theatre Requests must be completed by the Coordinator of Student Activities.
-At Cañada College, Student Activities encourages students to learn from opportunities such as taking lead in planning events or leading meetings.
When does an event become student sponsored?
An event becomes student sponsored when the members of the club or ASCC vote during a meeting to sponsor or take lead to put on the event.
Expectations of a Student Sponsored Event
Before you sign up to sponsor an event on campus take in to consideration the following expectations:
-Student sponsored events are expected to have club or ASCC members present on the day of the event.
-Student sponsored events are expected to have club or ASCC members respects the facilities space, do not allow alcohol or drug activity or any violence towards people in attendance.
-Student sponsored events that are collecting money, are expected to have multiple club and ASCC members collecting money and depositing any money made within 2 days of the event into the groups Trust Account.
-Large student sponsored events such as a dance, fair or tournament are expected to have their advisor present during the event.
Paperwork Needed for Planning a Large Campus Event
The required process for coordinating a dance or large event on campus if it is the group's first time doing so is the following:
Facilities Reservation Request
Event Planning Check List with Cost Breakdown of the Event
Have the student coordinator of the event and the club or organization advisor set up a standard meeting between the Coordinator of Student Activities, a representative from College Police, and a representative of Facilities
During the meeting, the club or ASCC will talk about their vision for the event, ideas, questions and concerns they might have.
During the meeting, College Police will review the Facilities Reservation Form and the amount of security and parking needed for the event.
During the meeting, Facilities will review their Forms and discuss the amount of tables, chairs, sound equipment and amount of custodian help.
During the meeting, the Coordinator of Student Activities will review their financial and publicity needs.
Together, Group decides on the final details:
1. Day, Time, Place, and Concept of event
2. College Police needs and cost
3. Facilities needs and cost
4. Financial and publicly needs
Guidelines for Food-related Events and Sales (dec. 2009)
To comply with the San Mateo County Health Department's regulations related to the preparation, handling, and distribution of food on campus, as well as to guarantee the health and safety of all campus constituencies, the following guidelines for food sales have been established for the San Mateo County Community College District:
Food items must be prepackaged. Prepackaged items are food items packaged at a licensed bakery, restaurant, or grocery store, OR
Food items must be prepared by a licensed food service provider and a certificate of liability insurance must be provided in order to receive event authorization, OR
No foods or perishable beverages can be prepared or stored in a private home due to possible contamination.
All food and perishable beverages shall be protected at all times from unnecessary handling and possible contamination (i.e. gloves must be worn by servers and items refrigerated).
Additional Points of Clarification
Can pizza be sold by the slice? Pizza purchased from a licensed food service provider can be distributed by the slice to the public, provided it is protected at all times from unnecessary handling and possible contamination (i.e. gloves must be worn by servers and items refrigerated as needed).
Can baked goods be separated in single servings for sale? Baked goods purchased from a licensed food service provider can be distributed individually to the public, provided they are protected at all times from unnecessary handling and possible contamination (i.e. gloves must be worn by servers and items refrigerated as needed).
Does the food policy apply to food in baskets assembled for fundraising? Yes, unless the food items are pre-packaged.
Potlucks are permissible when the following guidelines are met:
The meeting or event must be closed to the general public. Instead, the event is open to a specific target population, e. g., members of a club, students in a class/program, or certain employees.
There can be no charge for the event.
The event cannot be advertised to the general public.