Cal Poly Clubs must file an E-Plan when planning club events and activities. An E-Plan is a process that assists in event coordination, serves as a tool for campus entities to coordinate and accommodate multiple campus events and assesses each event for risk. The E-Plan process allows campus service providers to be electronically informed about club events.
Filing an E-Plan in the UU Epicenter is necessary for every chartered club that plans to hold an activity on or off campus. In order to ensure completion of the E-Plan process, please initiate the E-Plan(s) at least 7 days prior to the event date for small-scale events (meetings, sandwich boards, etc.) or at least 14 days prior to the event date for larger events (any events with a large headcount, events with food, events requiring contracts, off campus events, etc.).
The E-Plan process helps clubs by providing the following:
Before beginning an E-Plan, it is important to know the following details regarding an event:
Check the availability of campus facilities/locations at www.events.calpoly.edu
As soon as a club has made a final decision about what type of activity it will be sponsoring, as well as the details of the event, the student responsible for coordinating the activity should initiate an E-Plan by filling out an E-Plan form.
Once the form has been filled out, it must be printed, signed by a student club officer and the club's advisor, and brought to the UU Epicenter. UU Epicenter staff members will then enter the information into the campus' scheduling system. Once all necessary approvals have been made, a confirmation notice will be emailed to the student coordinator and advisor. The student coordinator may also call 756-5807 or stop by the UU Epicenter for questions regarding the E-Plan process.
If you need to request a room, please use the following room request forms.
Annual Room Request for 2007-08 (PDF)
UU Epicenter staff are available for event planning consultations. To schedule a consultation, call the UU Epicenter at 756-5807.