Plan an Event

Before you plan an event, meet with your SOMeCA advisor as early as possible. They will help you navigate requirements, determine your event scale, and provide support with logistics and campus procedures.

Important reminders:

• All events hosted by RSOs must be sponsored by a UCSC campus unit. SOMeCA is the sponsor for SOMeCA-registered orgs.
• You must submit an event proposal for all on-campus events, regardless of size.
• Your organization must be fully registered before submitting proposals or hosting events.
• Venue managers may have their own rules—never assume a space is available or at full capacity.

The SOMeCA vendor list includes vendors frequently used by student orgs that accept purchase orders. It’s not comprehensive—contact your SOMeCA office or soar@ucsc.edu about vendors not listed. While these vendors have accepted POs in the past, please confirm payment method when ordering. See UCSC’s Approved Caterer List for approved food vendors.

• SOMeCA does not sponsor international travel
• Travel must follow UCSC and UCOP policies
• RSOs must have completed two successful mid-scale events before requesting large-scale travel.
• Mid-scale travel: Up to 2 out-of-state or 10 in-state students
• Large-scale travel: Up to 10 out-of-state or 24 in-state students
• Planning timeline
  • Meet with your SOMeCA advisor at least 5 weeks before to address planning, logistics, and risk management

For questions, contact your SOMeCA advisor early in the planning process.

All events hosted by registered student organizations must be sponsored by a UCSC campus unit. For SOMeCA-registered organizations, SOMeCA is the official sponsor. You must meet with your advisor to get event approval.

Important reminders:

• Your organization must be fully registered before submitting event proposals or hosting events.
• Keep an attendance log for every meeting/event, including:
  • Event name, date, location
  • Attendee name and email (cell number optional)
• Path C orgs: drop in to meet with a Peer Advisor during SOAR office hours
• Path A & B Organizations:
  • Meetings/small events: Drop in to see a Peer Advisor.
  • Mid/large/major events: Schedule a meeting with your SOMeCA advisor.

Event proposal forms

For events or meetings that will be held in venues located within the UCSC campus (eg. Baytree Conference Rooms, Redwood Lounge, Stevenson Event Center).

Event Proposal Form

• Small-scale:
  • Recommended: 10 business days before
  • Official: 5 business days before
• Mid-scale:
  • Recommended: 4 weeks before
  • Official: 2 weeks before
• Large-scale:
  • Recommended: 6 weeks before
  • Official: Up to 6 weeks before
• Major-scale:
  • Recommended: 8 weeks before
  • Official: Up to 8 weeks before

Note: Deadlines vary by venue due to insurance, capacity, costs, and policies. Plan early with your SOMeCA advisor.

Resources, rights & responsibilities

RSOs have the freedom and support to create meaningful educational experiences for the campus. This includes access to campus services, funding sources, trainings, and guidance from SOMeCA advisors.

With access comes responsibility: RSO members must understand how to navigate university systems, collaborate respectfully with staff, faculty, and peers, and follow all applicable laws, policies, and procedures. Expectations are covered in Fall Orientations, trainings, and are available online.

Amplified sound

Outdoor amplified sound requires advance approval to avoid disrupting classes or other activities. Meet with your SOMeCA advisor 4–6 weeks in advance to discuss your plans. Note: For indoor amplified sound, see “Audio/Visual Equipment” below.

Authorized Representatives (ARs)

Enrolled UCSC students who accept legal and financial responsibility for a Registered Student Organization during the academic year. ARs are selected by the organization according to its constitution and must sign the Application to Register. They hold signature authority for the organization’s campus accounts and Event Proposals. To add or remove an AR, a current AR must meet with SOAR or a SOMeCA advisor to begin the Change of AR process. Please note that Path A and B organizations require additional AR training.

Banners

Banners advertising events must be approved by the facility’s staff coordinator.

At a college: Request approval from the College Programs Office

Redwood Building balcony: Get written approval from the Student Union Governance Board by email (sugbatucsc@gmail.com). Then follow the process with the Student Union Front Desk (1st floor or call 831-459-3167). Reminder: Unapproved banners will be removed and could result in a fee.

Catering

All caterers must be pre-approved by the University for safety compliance. Find the list of approved vendors on the UCSC Financial Affairs website.

Chalking

Chalking on sidewalks, buildings, or other surfaces is not allowed under University policy. Violations may result in fines or judicial action.

Commercial vendors

If you plan to invite a business to sell, advertise, or distribute on campus, advance approval is required—including insurance review. Meet with your SOMeCA advisor at least 6 weeks in advance.

Conflict resolution

Conflict is natural and can be addressed. Contact your SOMeCA advisor for support through advising, mediation, or training. You can also reach out to the UCSC Office of Conflict Resolution.

Constitutions

To register as a student organization within the UC system, a constitution is required. This document outlines your organization’s purpose, structure, and decision-making processes. Visit the Register your Organization page for a Constitution Guideline or a Fill-in-the-Blank Form that includes all required elements. Once your organization adopts any amendments, email the updated constitution to SOAR at soar@ucsc.edu or to Student Media at studentmedia@ucsc.edu for approval.

Contracts

Do not sign contracts with performers, vendors, or businesses. Only authorized University staff may sign contracts to protect you and your organization from liability.

Dances

Dances require advance planning and campus security. You must meet with your SOMeCA advisor prior to the six-week deadline and submit a completed Event Proposal form at least six weeks before the event.

Demonstrations or rallies

Demonstrations and rallies are considered events. If your student organization is registered with SOMeCA, schedule a meeting with your advisor early, especially if your plans include outdoor amplified sound. 

Event approval

SOMeCA serves as the official sponsor for all events hosted by organizations registered with SOMeCA.

Path C organizations can drop in Monday–Friday to meet with a Peer Advisor.

Path A and B organizations planning general body meetings or small-scale events may also drop in Monday–Friday to meet with a Peer Advisor.

For mid, large, and major-scale events, all SOMeCA organizations must schedule a meeting with their SOMeCA advisor in advance.

For more information, review the Pathway Guidelines and Event Guidelines (at the top of this page).

Film or video screening

Film or video screenings hosted by student organizations must comply with copyright laws. Screenings are only permitted if the film is rented directly from the distributor and the public performance fee is paid, or if the copyright holder provides a written waiver of fees and grants permission for the screening on the specified date and time.

Free speech

The Student Handbook states that the University is committed to ensuring all individuals can exercise their constitutionally protected rights of free expression, speech, assembly, and worship. The time, place, and manner of these activities are subject to campus regulations designed to prevent interference with university functions and to protect individuals from becoming involuntary audiences or experiencing reasonable fear for their personal safety, as determined by the University. If you have any concerns or questions, you are encouraged to meet with your SOMeCA advisor. 

Fundraising

Fundraisers require a meeting with a Peer Advisor and/or SOMeCA Advisor to review availability, event conditions, fiscal processes, and to obtain food permit approval. Advance planning is essential; small-scale event proposals must be submitted at least one week in advance.

Note: Submitting a proposal does not guarantee your requested date.

Fund sources

Student organizations can apply for funding through various campus committees, offices, and funds. It’s important to review each fund source’s specific guidelines and deadlines before submitting a proposal. For a list of available options, visit the Get Funding page. 

Hazing

Hazing, according to UC Santa Cruz Policy, is defined as any intentional, knowing, or reckless act committed by a person (whether individually or in concert with other persons) against another person or persons regardless of the willingness of such other person or persons to participate, that:

• Is committed in the course of an initiation into, an affiliation with, or the maintenance of membership in, a student organization; and
• Causes or creates a risk, above the reasonable risk encountered in the course of participation in the institution of higher education or the organization (such as the physical preparation necessary for participation in an athletic team), of physical or psychological Injury.

Hazing does not include customary athletic events or school-sanctioned events.

To report hazing, please reach out to the SOAR office at 831-459-2934 or soar@ucsc.edu. You can also contact your SOMeCA advisor directly.

Learn more about Hazing

Media Equipment

1. Email help@ucsc.edu with the subject line: SOMeCA event registration
2. Include the following in your email:
   • Event name, date, time, and duration
   • Brief event description
   • Requesting student’s name, CruzID, and student ID number
   • Name of your organization
   • CC: soar@ucsc.edu
3. ITS will review your request and reply to the ticket. If information is missing, they will request it.
4. Once the request is complete, ITS will ask SOAR to verify the student and event.
5. ITS will prepare a quote and notify SOAR via the ticket.
6. SOAR will sign the quote, add the FOAPAL, and return the form via email.

Note: Media equipment installed in classrooms or other spaces is locked and must be rented through this process.

Off-campus events and activities

Registered student organizations may only hold official events on campus. If members participate in off-campus events or activities, all publicity or announcements must include the statement: “This is not a UCSC-sponsored activity.”

Outdoor events

Outdoor events on campus must be officially sponsored and the space reserved—just like with indoor events. Spaces may already be booked or your event could impact nearby classes, activities, or residential areas. Make an appointment with your SOMeCA advisor to review your plans and secure approval.

Parking

Parking for events can be reserved for special guests or all participants. There is a cost associated with University signage and the number of reserved spaces. Depending on the lot and time of day, guests may also need to purchase a parking permit. Make an appointment with your SOMeCA advisor to discuss your parking needs.

Note: Reserved parking may be required for major events, depending on the location and size.

Posting flyers/posters

Student organizations may post noncommercial materials at designated campus posting sites, in accordance with University policy. All materials must include the sponsoring organization’s name and a removal date. Only one flyer or poster is allowed per location, and you may not post over current materials. Flyers and posters must not exceed 17” x 22” in size.

If you wish to post on a board or site that is not designated for public use, you must first get approval from the facility staff or the College Programs Office. Do not post on buildings, trees, benches, or any other undesignated areas.

Publicity

Design promotional materials, flyers, ect, and distribute at least 2 weeks before the event.

Raffles

Raffles are illegal in California. However, it is legal to hold a drawing for a prize as long as there is no requirement to pay for a chance to win. It must be clearly stated—either in publicity or on the ticket—that any payment is voluntary. If someone requests a free chance to participate, one must be provided.

Registration of Student Organizations Account Procedures

Registration of Student Organizations Account Procedures 

SOMeCA event and production sponsorship

All events, productions, and activities hosted by Registered Student Organizations (RSOs) must be sponsored by a University office. SOMeCA serves as the official sponsor for RSOs.

To qualify for sponsorship, events must:

• Take place on campus
• Not pose a risk to individual or campus safety
• Have sufficient funds in the RSO account to cover all costs
• Comply with campus policies, including the Interim Major Events Policy and Time, Place, and Manner regulations.
• Allow enough planning time for insurance, security, finances, and facility arrangements
• Fit within SOMeCA’s event schedule (max of 3 large-scale and 4 mid-scale events per week)
• Be led by the RSO and have enough volunteer support to carry out the project
• Have a record of completing 2 successful mid-scale events before requesting a large-scale event

To begin the sponsorship process:

• Complete registration for your organization
• Submit an Event Proposal and meet with SOMeCA staff
• Obtain facility approval
• Return the completed Event Proposal to SOMeCA for final sponsorship

Students gain valuable experience and skills through this process. Learn more by watching Students with Agency on YouTube and reviewing the SOMeCA Leadership Toolkit.

Use of University Name or Logo

Registered student organizations may not use “University of California” or any abbreviation (such as “UCSC”) as part of their organization’s name. However, the phrase “at UC Santa Cruz” may be used. For example: The Alphabet Club at UC Santa Cruz is permitted, but UCSC Alphabet Club is not.

The name, insignia, seal, or address of the University, campus, or any college may not be used in any way that suggests the University, campus, or college endorses the activities, positions, purposes, or goals of a student organization.

Time, Place and Manner

At UC Santa Cruz, we affirm the right to free expression and recognize its vital role in student life, learning, and advocacy. To help maintain a safe and respectful campus environment, the university provides clear guidelines known as Conduct Regulations (Time, Place, and Manner). These outline when, where, and how expressive activities can take place. The goal is to support your rights while also honoring the university’s educational mission and daily operations.

Learn about Time, Place and Manner

Vehicles (University)

University vehicles may be rented by registered Path A or Path B organizations for travel to pre-approved, organization-related conferences. Make an appointment with your SOMeCA advisor as early as possible to begin the request process.

For more information on any of the above protocols or policies, please contact the SOMeCA Office or review the UCSC Policies & Regulations Student Handbook.