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Space Management Division of Administration & Business Affairs

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Event Scheduling

Event Process

Space Management schedules Sacramento State facilities for events on a semesterly basis, after academic classes have been settled into classrooms. University facilities are not available 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, and Sacramento County Public Health and University COVID-19 safety guidelines for events.

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.

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 10 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.

Classroom/Conference Room Quick Request Form (QRF Form)

A classroom/conference room quick request form can be submitted only by campus customers for the current term and under all the following conditions. If your event does not meet all conditions below, use the Standard Request Form instead.

  • Requesting classroom or conference room only. Requests for use of labs and outdoor space require the Standard Request Form.
  • Requesting no more than two event dates and two room assignments per date.
  • Event occurs Monday through Thursday, 7:00am-10:00pm and Friday until 5:00pm (during normal business hours only).
  • No event services are requested/required.
  • No food is being served.
  • Attendance is less than 100.
  • No external group is involved with event.
  1. Download and complete the Classroom Quick Request Form
  2. Submit to Space Management

Submission Criteria

  1. Campus customers shall allow at least 3 business days to process the request.
  2. Without adequate scheduling time, it may not be possible to accommodate your request.
  3. Faculty must contact their department support staff to submit space requests.