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Space Management Division of Administration & Business Affairs

Support Page Content

Event Scheduling

Updates & Notices

PLEASE NOTE: Due to staffing shortages, response and processing times in the Space Management department may be longer than usual. We apologize for any inconvenience and appreciate your patience and understanding.

Notice: Discontinuation of Quick Request Form (QRF)

Effective September 24, 2025, Space Management will be discontinuing the Quick Request Form (QRF) and removing it from the Forms database. Please note that this form will no longer be accepted for campus customer space requests.

Moving forward, the Standard Request Form (SRF) will be the required form for submitting all campus customer space requests. This may be a temporary change and will be reviewed in the future.

Our department is currently short-staffed and managing a high workload. These adjustments to our workflows and processes are being made to help our team better serve the campus and community’s Space Management needs.

If you have any questions, please contact us at spacemgt@csus.edu.

Event Process

Space Management schedules Sacramento State facilities for events on a semesterly basis, after academic classes have been settled into classrooms. Events may be scheduled during campus standard hours of operation. University facilities are not available overnight and on holidays when the Sacramento State campus is closed. All customers requesting to use State-owned University facilities and outdoor space scheduled by Space Management are subject to the following terms & conditions, use of university facilities process and deadlines, youth protection program requirements, and Sacramento County Public Health and University COVID-19 safety guidelines for events.

Space Management authorizes and approves the scheduling and use of appropriate University facilities for events. To ensure the proper and nonredundant scheduling of University facilities for events, programs and departments are required to work with Space Management to formally request and schedule the desired space and coordinate related services. Failure to include Space Management in your planning efforts can create unwanted, uncontrolled, and unnecessary liabilities for the campus. It can also result in scheduling conflicts, inaccuracies of calendared events, and other undesirable difficulties for the group wishing to use the space and the campus. Space request forms are available to download below.

Note: Sacramento State is a smoke and tobacco-free campus.

Note: Community events and campus sponsored events involving external organizations require 60 days' advance notice. Community customers must contact Space Management directly to request facilities for events. Third party eligibility requirements for use of University facilities are available at Facilities Reservations for Community Customers.

Event Workflow

Scheduling Timelines & Deadlines

Annual priority deadlines for submitting space request forms are listed below.

  • Summer: February 1st
  • Fall: June 1st
  • Winter & Spring: October 1st

Requests submitted after the priority deadlines will be processed in the order they are received along with all other requests from the campus and community. Campus customers are welcome to submit the Standard Request Form for future events with the understanding that their requests will be held on file until the appropriate time for scheduling that semester. Please note that processing timelines are not guaranteed and are contingent on several factors such as workload priorities, competing requests, available staffing resources, and time of year.

Large, complex, and outdoor events may be subject to State Fire Marshal (SFM) approval. Event planners need to allow a minimum of 30 working days (6 weeks) for the SFM to review and approve a special event permit application after it is submitted.

Standard Request Form (SRF Form)

A standard request form can be submitted only by campus customers up to one year in advance and under one or more of the following conditions:

  • Requesting outdoor areas or special facilities: University theatres, Music Recital Hall, activity rooms, computer and department labs, gyms, etc. (this includes IRT pc labs).
  • Requesting classroom or conference room. Note: If the request is for more than two meeting dates, the Standard Request Form must be used in lieu of the Classroom/Conference Room Quick Request Form.
  • Event occurs after 5:00pm on Friday through 7:00am on Monday (and/or during normal business hours).
  • Event services requested/required (custodial, grounds, trades, police, event manager, etc.).
  • Food is being served (light refreshments only in classrooms).
  • Attendance is 100 or more.
  • External group is involved with event.
  1. Download and complete the Standard Request Form
  2. Submit to Space Management

Submission Criteria

  1. Campus customers shall allow at least 12 business days to process the request. For large, complex, and/or outdoor requests, additional advance notice may be required.
  2. Incomplete forms will delay the scheduling process.
  3. Requests submitted without a speedchart may be returned unprocessed.
  4. Event charges will be communicated to the customer prior to billing and before the event is confirmed.
  5. Faculty must contact their department support staff to submit space requests.