Reedley College Event Pre-approval Form

Please complete this form when you first identify a proposed event to be held on Reedley College’s Campus, or off-campus but associated with the college including in a virtual setting.


INTENT: This form serves as an official notification to campus leadership and provides an opportunity to seek the college’s endorsement for your proposed event. It helps ensure alignment with college priorities, policies, and available resources, and initiates the collaborative planning process with the appropriate departments.


IMPORTANT DISTINCTION: This form is not a substitute for other required approvals. It does not authorize funding, facility use, food or alcohol service, or contracted services. Instead, it ensures that all necessary steps can be taken after your event is acknowledged and endorsed by campus leadership. You will receive confirmation once your event is formally approved to move forward.


TIMELINE:

Event approval may take 2–3 weeks, depending on the scope of your event and required reviews.

Therefore:

  • Submit this form at least 30 days prior to the proposed event date.


  • For large-scale events, especially those involving alcohol, external vendors, or independent contractors—begin planning at least 2–3 months in advance to allow time for all contracts and approvals.


  • For events requiring short notice (under 2 weeks), while not recommended, please contact the Executive Assistant in the President’s Office to discuss feasibility and next steps.


CONTRACTS & PROMOTION:

In compliance with district policies and to limit liability:


  • Do not publicly promote, advertise, or announce your event (e.g., flyers, emails, social media) until all related contracts (for guest speakers, performers, vendors, etc.) are fully approved and signed.


  • Premature promotion may delay or cancel your event.


RECOMMENDATION: Complete the Facility Use Request Form First

The Facility Use Request Form is a separate form that helps secure physical spaces and coordinate campus services (e.g., tables, chairs, relaxed parking, custodial support, technology setup, etc.).

It is shared with operational departments like Custodial and Computer Services to coordinate the necessary setup for your event. To ensure proper preparation, clearly list all services and equipment needed and upload setup layouts.


  • You are encouraged to complete your Facility Use Request before submitting this Pre-Event Approval Form. If you upload your completed Facility Use Request here, it will be routed for the necessary signatures on your behalf.


Access to Smartsheet: Please do not request access to the Smartsheet link included in this form. It is for internal administrative use only and not intended for public or requester access.

What are your needs?
  • Select Marketing/Communications if you are in need of support, advertising, or print/material creation.
  • Select Event Planning and Marketing/Communication if you are in need of event pre-approval and support with advertising, etc.
  • Select Event Planning if you are only looking for event pre-approval.


If requesting Marketing help, please feel free to reach out to George Takata directly after completing this form to give him a heads up that you will be needing help after your event has been approved.

When we put your event on the Intranet Calendar, we can assign it an icon that the events can be filtered by.

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If your event is more than one day please indicate below. (An alternate date may be suggested if the requested date is already booked.)

Include additional or alternative dates, if applicable. If you choose to use one of these alternative dates, please contact Rosa Rios.

Please include information about any of the applicable: proposed speaker(s) with brief biography with link to any relevant websites, proposed training with link to organization website, if the event is a fundraiser include who the fundraiser is for, if there is a cost for attending, etc.

Please be advised, alternate location/s may be suggested.


Include specific buildings/areas on campus or online mode of delivery.

If your event is being held online, please provide the Zoom link so that we can include it on all applicable calendars.


If you are selecting the MCFPA, our performing arts center, be intentional about the requested areas (Auditorium, Courtyard, Lobby, Gallery, Greenroom, Concessions).


Please heed the following requirements for program-led events at the MCFPA:

For community-facing events at the MCFPA, programs must arrange for student volunteers to assist with cleanup, particularly in the aisles and common areas.


For student-facing events such as high school invitationals, an announcement must be made during the event reminding attendees to clean up after themselves.

Response REQUIRED if food is involved.

If purchasing food with District funds, you are required to adhere to Food Guidelines 7.1 and the Meal Rates outlined in Appendix 7A. These guidelines ensure that public funds are spent responsibly and in compliance with federal cost regulations, state laws, and District policies.


Reedley College Food Services has the first right of refusal for all catering needs. While meal costs may slightly exceed standard reimbursement rates when using their services, all other District food guidelines must still be followed.


If outsourcing food services, meal costs must not exceed the District’s established reimbursement rates as outlined in Appendix 7A. External vendors must be pre-approved by the Food Service manager (first right of refusal), and all purchases must follow the official requisition process.


Failure to comply with these guidelines may result in non-reimbursement and may impact future purchasing privileges.


Click here to review Food Guidelines 7.1 and review Appendix 7A before making any food purchases.

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Music camp, soccer camp, etc.

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Please describe how you will make sure your event is accessible to those attending with disabilities. Here is the link to the interpreter request form. (This link MIGHT take you away from this page if you click it. Instead, right click the form and select "Open in another window").

Facility Use Request:

You have the option to complete and attach the Use of Facilities form at this stage. Doing so does not indicate approval, but it may help expedite the process.

  • Please note: if this pre-event form is approved, we will forward the form for signatures if needed on your behalf.
  • A link to the Facility Use Request form is provided below these instructions.
  • IMPORTANT: Clicking the link directly will navigate you away from this page and may cause you to lose any unsaved information. To avoid this, right-click the link and choose “Open in a new window” or “Open in a new tab.”
  • FACILITY USE REQUEST FORM
  • NOTE: the Facility Use Request Form is shared with service departments like Custodial and Computer Services to coordinate support and equipment setup for your event. To ensure we’re prepared, please list everything you need and include layouts when setups are required.
  • Include quantities of items:
  • Tables 6ft or 8ft.; chairs, canopies (max: 10), etc.
  • Provide layouts for all setups
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