Campus News
Notice of new policy: Interim Major Events
A new Interim Major Events policy is being implemented this summer, which will apply more broadly to all events that are larger than 250 attendees, advertised to non-affiliates, requires campus-wide coordination, and several other factors.
The Division of Finance, Operations, and Administration is implementing a new Interim Major Events policy this summer. The new Interim Major Events policy supersedes the Division of Student Affairs and Success (DSAS) Major Events Policy, which applied specifically to undergraduate student events. The DSAS policy has been the principal guiding tool for organizing hundreds of safe and successful events each quarter. Working off the successful implementation of the DSAS policy, the new Major Events policy applies more broadly to all events for which one or more of the following conditions apply:
- 250+ estimated attendees at any one time;
- 150+ estimated attendees at any one time, and alcoholic beverages are made available;
- advertised to Non-Affiliates;
- the event host is a Non-Affiliate;
- requires campus-wide coordination (e.g., security, parking, fencing, etc.).
The centerpiece of the new process is the event planning website (tba June 2025). This site will be a one-stop shop for all event planning information covering key areas such as:
- venues and specifications, including occupancy limits
- Major Event Proposal Form
- space reservation contacts
- permitting procedures
- relevant policies
A new Major Events Google Calendar will give Event Organizers a better view of large events, space availability, and blackout dates. The new calendar will also support awareness for first responders to quickly identify clusters of visitors who may not subscribe to CruzAlerts, be familiar with how to safely evacuate or find services, and who do not have a ‘home base,’ such as an office or residence hall.
Together, these new tools will provide the campus with a more accurate overview of large crowd activities on university property and help manage the operational and parking constraints of hosting multiple Major Events in close proximity to each other.
The policy will take effect on June 15, 2025, with a gradual rollout throughout the summer. During this time, Event Organizers should work to complete the Major Event Request Form for each qualifying event scheduled on or after September 1, 2025. The Policy Coordination Office will host open office hours in Zoom to answer questions and assist with workflow on the following dates:
- June 24, 2025, 1 pm – 3 pm
- July 09, 2025, 10 am – 12 pm
- July 11, 2025, 1 pm – 3 pm
- August 07, 2025, 9 am – 11 am
- August 15, 2025, 10 am – 12 pm
- August 22, 2025, 1 pm – 3 pm
- September 02, 2025, 9 am – 11 am
- September 5, 2025, 10 am – 12 pm
Starting September 1, 2025, all Major Event Permits will be initiated from the Major Events Request Form.