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Campus Life Meeting & Event Application
This application is for all organizations, student clubs, and individuals who intend to host meetings, events and activities through Campus Life. This includes, but is not limited to, ASGWC Executive Student Council, ASGWC Student Senate, ASGWC Committees, ASGWC Commissions, ASGWC Task Forces, Student Clubs and Organizations, and individual student events.
This form covers both in-person and online events and meetings, as well as on-campus and off-campus activities.
While each event is unique in terms of its requirements, the following guidelines are intended to help you factor in how much lead time is necessary to complete various additional paperwork requirements and/or resource requests once your event has been approved by Campus Life.
Remember -
The guidelines below are specific to paperwork/resource requests. When it comes to successful event planning, the more time in advance you allow the better, especially with regards to marketing your event/activity to ensure a good turn out from your target audience.
The Campus Life Office may assist you in the publicity campaign for your event:
If your event is hosted by Student Clubs and/or ASGWC executive student council, you may submit your printing request using the
Campus Life Poster HyperLink
The Campus Life Office may assist you with equipment for your event:
If your event is hosted by Student Clubs and/or ASGWC executive student council, you may submit your printing request using the Campus Life Equipment Reservation HyperLink.
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Meeting & Event Planning Guidelines
First Name:
Last Name:
Student ID:
Email Address:
ASGWC, Student Club/Organization, or Group (if applicable). If you are not affiliated with a specific group, please respond "N/A".
Title of Event:
Event Description - This information will be made PUBLIC on the GWC Event Calendar and GWC App. Please consider your audience when drafting your event description and include as much pertinent information as needed.
Approximate number of attendees:
Will this event be open to off-campus visitors or guests not affiliated with Golden West College?
Will this event be open to off-campus visitors or guests not affiliated with Golden West College?
Yes
No
Date of Event:
Date of Event:
January
February
March
April
May
June
July
August
September
October
November
December
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
2025
2026
Start Time:
End Time:
If your event requires set-up/break down time, please include that information here.
(Example: "On-campus room and Zoom link must be open 30 minutes before meeting start time" or "2 Hours setup time before event and 1 hour breakdown time after the event"
If no additional setup/breakdown time is needed, please enter "N/A"
Meeting Recurrence - For recurring events or meetings, please let us know your meeting pattern, so that we can reserve your room on the correct dates:
Meeting Recurrence - For recurring events or meetings, please let us know your meeting pattern, so that we can reserve your room on the correct dates:
Weekly
Biweekly (every other week)
Monthly
N/A - I am not submitting an Event Application for a recurring meeting or activity
Other - describe on next section
Other Recurring Meeting (Describe Below)
This event is:
This event is:
In-person
Online
Hybrid
If your event is on-campus/in-person and you have a specific room/space request, please list that information here. Please include specific information, such as building name, room number(s), or outdoor spaces. Please note that all spaces on campus (indoor and outdoor) must be requested AT LEAST two weeks in advance.
For Online/Hybrid Events, if you already have an Event Link, please submit that information here. Make sure to include: the URL or Registration Link, and the Zoom Meeting ID and Password (if your event is taking place on Zoom).
Campus Life has a licensed Zoom account that can host meetings with unlimited minutes for up to 300 participants for meetings. If you need Campus Life to create Zoom link for your event, please let us know in the space below.
Meetings or Events With No Entertainment, Catering, Off-Campus, or On-Campus A/V or Equipment Needs
If you are using this form to submit a request a space for a regular/recurring meeting or event,
and do not require any other event needs
(food/catering, entertainment/guest speakers, off-campus trip information, A/V equipment, or facilities equipment such as tables, chairs, event setup/breakdown) please select "Yes" from the option below. This will complete your application.
For all other events, we require additional information to process your event application - please select "No" from the option below, so that you can provide your responses to the additional sections.
Is this request for an event or meeting with no additional needs as described above?
Is this request for an event or meeting with no additional needs as described above?
Yes
No
Off-Campus Events - Overview
Will this event be held off-campus?
Will this event be held off-campus?
Yes
No
In addition to the following information, you are required to submit an Event Roster which lists the First Name, Last Name, and GWC Student or Employee ID number for each participant. Events must use the
GWC Student Trip Roster Template
and must be submitted to Campus Life via
email
at least one week before your event.
First and last name of GWC Employee serving as a chaperone
Is this an overnight student trip or conference? if yes, all students attending must participate in a mandatory Title IX training at least two(2) weeks prior to the scheduled trip.
Is this an overnight student trip or conference? if yes, all students attending must participate in a mandatory Title IX training at least two(2) weeks prior to the scheduled trip.
Yes
No
Will you require District Transportation?
Will you require District Transportation?
Yes
No
Guest Speakers and Entertainment - Overview
When Golden West College hosts guest speakers, entertainment providers, performances, or TV/film screenings, Campus Life assists students with contract and payment processes for these services.
Regardless of the size of the event or activity, any guest speaker, entertainment provider, or performer must have a signed contract with the Coast Community College District prior to coming on-campus. When hosting TV/film screenings, we must obtain the rights if the work is not within the public domain. These processes will need to be initiated at least FOUR (4) WEEKS prior to the date of the event or activity.
Will your event include any of the following: guest speaker, entertainment (i,e: DJ, Caricature artist, other entertainment services), film/TV screening?
Will your event include any of the following: guest speaker, entertainment (i,e: DJ, Caricature artist, other entertainment services), film/TV screening?
Yes
No
Name of guest speaker and/or entertainment provider:
Please enter a short description of the speaker or entertainment services (1-2 sentences). Make sure to include the length of time services will be provided (ex: one-hour workshop; 90-minute presentation; 4-hours of DJ services, etc.).
Contact information for your guest speaker/entertainment (Please include phone number AND email address):
Will your speaker and/or entertainment provider be paid?
Will your speaker and/or entertainment provider be paid?
Yes
No
If yes, how much will the guest speaker and/or entertainment provider be paid?
Will you be viewing a film, movie, or TV show?
Will you be viewing a film, movie, or TV show?
Yes
No
If Yes, please provide the title of the film, movie, or TV show in order for the Campus Life to assist with obtaining screening rights.
Audio/Visual (A/V) Equipment and Facilities Rental Equipment - Overview
For on-campus events, Campus Life assists students with both A/V needs through GWC Technology Support Services, as well as obtaining rental equipment from GWC Maintenance & Operations or outside vendors. If your meeting or event has any A/V needs or requires tables, chairs, trash cans/recycle bins, or other facilities equipment, please fill out this section so that Campus Life can help you determine whether these needs can be fulfilled with campus resources or if an outside vendor is necessary.
Does your event require any A/V needs (microphones, laptops, projectors/screens, etc.) or facilities equipment (tables, chairs, trash/recycle bins, etc.)
Does your event require any A/V needs (microphones, laptops, projectors/screens, etc.) or facilities equipment (tables, chairs, trash/recycle bins, etc.)
Yes
No
A/V Equipment (select all required equipment)
A/V Equipment (select all required equipment)
Microphone and Stand
Podium with Microphone
Podium without Microphone
Projector and Screen
PC Laptop Computer
TSS Staff Member (On-site- Support)
Other
Please use the space below to indicate if you require additional A/V resources (including if you need multiple items from the above categories or if you selected "other"):
Tables (Quantity)
Chairs (Quantity)
Recycle Bins (Quantity)
Other (Items & quantity)
Refreshments and Catering
Whenever possible, events hosted through Campus Life should utilize on-campus catering services (through Primo Nosh) or department POs (through Smart and Final). If you are planning on having refreshments or catering at your event, please include this information below.
Campus Life will then work with you to create a catering request for Blazing Kitchen's, a shopping list for Smart and Final, or submit a business payment or GWC student/employee reimbursement approval if refreshments/catering will be provided by a vendor other than Blazing's Kitchens or Smart & Final.
If a GWC Student/Employee will be reimbursed for any expenses at your event, including refreshments/catering, this
expense must be approved ahead of time in writing
in order for the GWC's Bursar's Office to process a reimbursement.
The amount of time necessary to complete catering/refreshment requests will depend on the details of your event (size, proposed menu, etc.), but here are some general guidelines to consider when planning:
Basic Refreshments or Catering Requests for up to 30 people:
Two Weeks. Examples: pre-packaged snacks and beverages from Smart & Final; pizzas or sandwiches from Blazing's Kitchen; a restaurant or vendor that offers delivery or pre-arranged pickup.
Complex Refreshments or Catering Requests:
Four to Six Weeks. Examples: a catering order from Blazing's Kitchen or a Smart & Final Shopping list for more than 30 people; any catering services
aside
from Blazing's Kitchen. Catering is defined as an event where restaurant/vendor staff are on-site serving food/refreshments. In these instances, a contract must be submitted and the vendor must submit both insurance and food handler's permits to the College/District. (Blazing's Kitchen is already required to submit this information on an annual basis to the College/District, so events that utilize their catering services don't require any additional paperwork.)
Please note: due to health/safety reasons, food or refreshments prepared at home by GWC individuals (bake sales, etc.) are not permitted at Campus Life events.
Will you be serving food or refreshments at your event? (If not, please select "No" and submit your form - this will complete your Campus Life Event Application)
Will you be serving food or refreshments at your event? (If not, please select "No" and submit your form - this will complete your Campus Life Event Application)
Yes
No
Numbers of Individuals for Refreshments/Catering
Budget for Refreshments/Catering
Proposed menu and/or items that will be offered
Submit
