Event and Courtyard Use Requests

BSOE Event Support & Use of BSOE Courtyards

BSOE facilities provided limited support of events for BSOE activities.   Generally we can provide a limited number of folding tables and stacking chairs for small events and provide guideance on how to conduct an event.  Below are guidelines for events

Quick Links to Contents
Reserving BSOE Courtyard Spaces
Tables and Chairs
Events with Food
BBQ and Cooking
Event Necessary Approvals and Timelines Checklist

 

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Reserving BSOE Courtyard Spaces
BSOE courtyard spaces are located between Engineering 2 building and Jack Baskin Engineering and Engineering Audiorium.   Reservations are required for all areas and are made via the Dean's office.  Reservations are posted on UCSC Google Calendar as these areas are listed as resources like conference rooms:

To Reserve Outdoor Areas; Contact BSOE Dean's Executive Assistant
                   Angelina Gutierrez - agutie24@ucsc.edu
                   Phone:  831-459-4877

These locations are defined as:

BSOE lower courtyard - Plaza area between 1st floor of E2 & JBEB
BSOE Upper Courtyard - Plaza area between E2 and Engineering Auditorium
E2 Lanai -
E2 2nd Floor
JBEB 3rd Floor Courtyard

Users are responsible for paying the recharge to UCSC Ground Services for additional trash bins and recycling bins for events and to Custodial Services for additional restroom cleaning and stocking.   Users are responsible for trash hauling to dumpters located in E2 NorthWest parking lot and at JBEB loading dock.   Event trash must not be placed in regular trash bins located near the buildings.  Users who do so will be required to return and clean up any messes or will be billed for this service.

BSOE Event Tables & Chairs
BSOE Tables and Chairs are reserved for BSOE events.  Other campus units need to make their own arrangements.

In general BSOE facilities will not set up tables, chairs and equipment for your event.   You as the event organizer need to provide this labor for event setup and striking (take-down).   For many events we can help identify and provide access to staging areas if during business hours.  BSOE facilities can assist you with contacting the appropriate agencies for rentals and support and putting you in contact with other people who have done events.  Also BSOE facilities needs to know about events so that staging areas can be reserved and deliveries coordinated.    

BSOE Facilities maintains a limited stock of portable tables and stacking chairs.  There is about 10 tables and 50 chairs but at any one time, some of this may already be reserved for small events.
To reseve these for a small event or need, please email: 
         facilities-request@soe.ucsc.edu
         Subject:   Reserve Table/Chairs <Date>
         Body of email:
            Provide the following:
                 -Event name
                 -date and times needed
                 -number of tables and chairs needed
                 -will food be provided (see Event Food for important information)
                 -name and phone number of contact person

For larger events, groups will need to make arrangements to rent tables and chairs.  Organizes of larger events can rent table, chairs, tents and all sorts of accessories from

         Alexis Party Rental, Inc
         300 Natural Bridges
         Santa Cruz, CA 95060
         (831) 458-6080

For a large event is all you need are tables and chairs, UCSC Recieving Services may be able to provide these for recharge.   Please refer to their web page for more information  http://cmsmailserv.ucsc.edu/equipmentrentalsform.html            

 

Event Food
Please reference UCSC EH&S Food Safety web site.  Per campus policies and Santa Cruz County Health Codes, approved catering services must be used, unless the food is pre-packaged.  The EH&S web site has a link to approved catering services.   For small and limited events where staff wish to do it themselves, a UCSC EH&S food permit can be issued but that requires 10 business day lead time.  There are strick restrictions on food permits, so make sure you talk to EH&S early to find out if your event qualifies. 


BBQ and Cooking
By UCSC policy, Campus Fire Marshal approves all use of barbecue grills on campus.  See UCSC Campus Barbecue Grill Safety Requirements Page.  
Any event or use of barbecue grills on campus must meet Campus Fire Marshal approvals.   A BBQ Grill Approval Form should be submitted 2 weeks prior to the event.
When grilling on the courtyard brick areas, BSOE requires users to place protection under the grill and on the bricks to protect them from stains and scratching.

Event Necessary Approvals and Timelines Checklist
General Event Checklist
G1.  Notify BSOE Facilities of your event, reserve small numbers of tables & chairs
G2.  Reserve courtyard or location for your event (as early as possible).  Reserve courtyard via BSOE Dean's Office (Angelina Gutierrez - agutie24@ucsc.edu, 831-459-4877)
G3.  Line up help for setup and clean up for your event (BSOE facilities is not responsible).
G4.  Provide FOAPAL and funding authorization for UCSC Grounds pre-clean and post clean of Courtyard.
G5.  Provide FOAPAL and funding authorization for UCSC custodial to clean and restock restrooms before and after your event.

Food and/or Cooking
F1  Obtain EH&S Food Permit (if using food)  (10 business days prior to event)
See Event Food Notes
F2. Reserve Catering (as early as possible)
F3. Cooking or grilling?   Review grill safety and get Fire Marshal BBQ/Grill approval (min 1 week prior).
See BBQ & Cooking Notes
F4. If University funded, ensure you have entertainment forms completed in advance.

Large Events
L1.   Place order for tables, chairs, tents well in advance.   Make contingency plans for rain.  

Poster Events
P1.   Reserve poster easles well in advance (30 days or more) as demand is often high.