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San Diego State University

Student Life and Leadership

Event Permitting Forms

Event Application and Permitting Forms 

Student Life & Leadership

 

Event Application System - Student Life & Leadership is responsible for reviewing and permitting all events submitted into the Event Application System. Student Life & Leadership staff are able to guide and advise event planners on permitting their events, however, all supplemental logistic forms should be submitted by individual event planners. Please find a collection of supplemental forms below. 

Presence Student Organization Guide - Student organizations and departments are encouraged to use the Presence platform to advertise and assess their events. All student organization event requests in Presence will be approved by Student Life & Leadership staff. 

 

SDSU Catering

 

General Catering Waiver Approval Form - This form is required in order to permit food service at an event that is not being catered by SDSU Catering. This form should be completed and emailed to cateringwaivers@sdsu.edu for permitting. 

On Campus Food Vendor Form - This form is required in order to permit food service at an event that is being catered by an approved on campus vendor that is not SDSU Catering (i.e. Chipotle, Oggi's, Eureka, etc). This form should be completed and emailed to cateringwaivers@sdsu.edu for permitting. 

SDSU Alcohol Approval Form - This form is required to permit any event where alcohol is being served. This form should be completed and emailed to catering@sdsucatering.edu for permitting.  

 

Environmental Health & Safety

 

Temporary Food Facility Operator Permit Application - This form is required to permit any event where food is being served by a single vendor or food source. This form should be completed and emailed to ehsfoodsafety@sdsu.edu for permitting. 

Temporary Food Facility Organizer Permit Application - This form is required to permit any event where food is being served by multiple vendors or food sources. This form should be completed and emailed to ehsfoodsafety@sdsu.edu for permitting. 

Body Art Health Permit Application Form - This form is required to permit any event that involves body art, such as henna, face paint, homemade body products, etc. This form should be completed and emailed to mmtran@sdsu.edu for permitting. 

Blood and Bone Marrow Drive Application Form - This form is required to permit any event that involves the collection of blood, bone marros, buccal swab, etc. This form should be completed and emailed to mmtran@sdsu.edu for permitting.  

Animals on Campus Application Form - This form is required to permit any event that involves animals being present on campus. This form should be completed and emailed to mmtran@sdsu.edu for permitting. 

State Fire Marshal Special Event Application and Permit - This online form is required to permit events that are occurring in an outdoor space with equipment setup that deviates from pre-approved event diagrams. This may include events with tents, canopies, stages, tables, chairs, etc. Questions and assistance with this permitting process can be directed to staff in Environmental Health & Safety: Kristen Ross, krross@sdsu.edu and Lance Elliott, lelliott@sdsu.edu.  

 

Business and Financial Affiairs 

 

Special Event Risk Assessment - This form is required to permit events that involved potential high risk activities and events with minors on campus. This form should be completed and emailed to the Risk Management Unit of Business and Financial Affairs for permitting. 

SDSU Waiver Release of Liability - This waiver is required to be signed by participants at events with high risk activities and events with minors on campus. The need for an event to have a waiver process will be communicated after completing the Special Event Risk Assessment and through the Event Application System (EAS).  

 

Associated Students Union Programs & Services

 

Reservation Request - This form is required to permit events occurring in the Conrad Prebys Aztec Student Union. This form should be completed and turned into Union Programs & Services, located in the office of Associated Students, prior to submitting an EAS request. Inquires about reservations in the student union can be directed to asmgtsvs@sdsu.edu

Student Organizations Regular Meeting Request - This form is required to permit regularly occurring student organization meetings in the Conrad Prebys Aztec Student Union. This form should be completed and turned into Union Programs & Services, located in the office of Associated Students, prior to submitting an EAS request. Inquires about reservations in the student union can be directed to asmgtsvs@sdsu.edu

 

Parking Services and SDSU Police Department 

 

Event Staffing Request Form - This form is required to permit events that require or would like SDSU Police Department presence. This form should be completed and submitted to sbrown2@sdsu.edu for permitting. 

Visiting Group Permit Request Form - This form is required in order to purchase parking permits for visiting guests or groups. This form should be completed and emailed to parking@sdsu.edu for permitting.  

 

Facilities Services

 

Facilities Services Work Request Form - This online form is required to permit events occurring in an outdoor space, outside of the Conrad Prebys Aztec Student Union, that have specific facility requirements, including extra trash pick up, electrical access, sprinkler schedule alterations, etc. Please note, this form can only be completed form a computer connected to the SDSU server. Questions about this form should be directed to facilitiesservices@sdsu.edu.  

 

Aztec Football Student Tailgating

 

Student Tailgating Group Submission Form - This form is required to be completed by any student organization or group of students prior to each home football game that the group intends to tailgate.  

Tailgating Policies - All policies related to tailgating at Aztec Football games are listed at this link.  

Event Permitting Policies and Procedures

Regulations for Use of SDSU Buildings and Grounds - The Buildings and Grounds code is the guiding document for policies and procedures that relate to the use of campus buildings and grounds, including but not limited to, use of drones on campus, outdoor space reservation process, use of BBQs and grills, outdoor sound amplification, bulletin boards and flyer posting, food service, fundraising, and more.  

Student Organization Handbook- The Student Organization Handbook contains summaries of the policies, procedures, privileges, and responsibilities of recognized student organizations, including those related to event planning on and off campus. 

Aztec Shops Vendor Applications

Commercial transactions, commercial solicitation, or distribution of advertising, including but not limited to product samples, coupons, and flyers on campus is prohibited except with written permission (Section 10.0, Buildings and Grounds Code). An application for permit to engage in commercial solicitation may be obtained by completing the appropriate form below and submitting to Aztec Shops. 

Vendor Application 

Student Vendor Application

Outlet Sales Vendor Application 

Campus Tours Vendor Application 

Food Handling Guidelines

Wash Hands, Utensils, and Food Preparation Surfaces

  • Food safety begins with hand-washing even in outdoor settings. 
  • Consider using moist disposable towelettes for cleaning your hands. 
  • Keep all utensils and platters clean when preparting food.  

 

Preparing Fruits and Vegetables

  • Rinse fresh fruits and vegetables, including those with skins and rinds that are not eaten, under running tap water before packing them. 
  • Rub firm-skin fruits and vegetables under running tap water or scrub with a clean vegetable brush while rinsing with running tap water.

 

Safe Grilling Tips

  • Marinate foods in the refrigerator, not on the counter of outdoors. If some of the marinade is to be used as a sauce on the cooked food, reserve a portion seperately before adding the raw meat, poultry, or seafood. Don't reuse marinade. 
  • Don't use the same platter and utensils that previously held raw meat or seafood to serve cooked meats and seafood. 
  • If you partially cook food in the microwave, oven, or stove to reduce grilling time, do so immediately before the food goes on the hot grill. 
  • When it's time to cook the food, cook it thoroughly. Use a food thermometer to be sure the food has reached an adequate internal temperature before serving.  
  • Beef, veal, and lamb steaks and roasts--145°F for medium rare, 160°F for medium, and 170°F for well done.
  • Ground pork and ground beef--160°F.
  • Ground poultry--165°F.
  • Poultry breasts--170°F.
  • Whole poultry (take measurement in the thigh)--180°F.
  • Fin fish--145°F or until the flesh is opaque and separates easily with a fork.
  • Shrimp, lobster, and crab--the meat should be pearly and opaque.
  • Clams, oysters, and mussels--until the shells open.
  • Grilled food can be kept hot until served by moving it to the side of the grill rack, just away from the coals where it can overcook.
  • Liquid starting fuel is prohibited.
  • Have a fire extinguisher available.

 

Serving Food Safely

  • Food should be handled with gloves and food service utensils or materials.
  • Keep cold foods cold (below 45°) and hot foods hot (above 140°).
  • Do not use a plate that previously held raw meat, poultry, or seafood for anything else unless the plate has first been washed in hot, soapy water.
  • Hot food should be kept hot, at or above 140 °F. Wrap well and place in an insulated container.
  • Foods like chicken salad and desserts in individual serving dishes can also be placed directly on ice, or in a shallow container set in a deep pan filled with ice. Drain off water as ice melts and replace ice frequently.
  • Don't let perishable food sit out longer than 2 hours.
  • Food should not sit out for more than 1 hour in temperatures above 90°F.
  • Keep food covered when not serving.
  • Ice used in beverages should be protected from contamination.  Do not use ice used for refrigeration.
  • No smoking should be permitted around food.
  • Individuals who are sick or have cuts or burns must not serve or handle food and beverages.
  • Keep pets away from areas where food is served or stored.

 

Transporting Food

  • Keep cold food cold. Place cold food in a cooler with ice or frozen gel packs. Cold food should be held at or below 40°F.
  • Consider packing beverages in one cooler and perishable foods in another.
  • Meat, poultry, and seafood may be packed while it is still frozen so that it stays colder longer. Be sure to keep raw meat, poultry, and seafood securely wrapped so their juices don't contaminate cooked foods or foods eaten raw such as fruits and vegetables.
  • After washing fruits and vegetables dry them with a clean cloth towel or paper towel before packing them.
  • Keep the cooler in the air-conditioned passenger compartment of your car, rather than in a hot trunk. Limit the times the cooler is opened.

 


Having food at your next event? 

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Make sure it is approved!

Submit an EAS request for your event and submit the appropriate food forms. 

For any and all food at your events, complete the Temporary Food Facility Operator Permit Application and email to ehsfoodsafety@sdsu.edu

If you are bringing food from an off-campus vendor, complete the SDSU Catering Waiver Form and email to cateringwaivers@sdsu.edu.

 If you are bringing food from an on campus vendor, complete the On Campus Vendor Form and email to cateringwaivers@sdsu.edu.  

 

Advertise Events on the Campus Life @ State App with Presence

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Learn more about how your organization can utilize the Presence platform to market events, track attendance, recruit members, and more! Download our Presence Student Organization Guide here.