Event Management & Reservations
Page Admin Access
As the President or Treasurer of your student organization, you will have Page Administrator access which allows you to create and submit event requests for your organization. All events hosted by your student organization must be submitted in BaySync. This includes on-campus, off-campus, and online events and events that are open to the public and member only events.
Submitting events in BaySync allows SLIC to know if you need reservations, resources (tables, chairs, tech, etc.), finances, vendors, liability, etc. in addition to promoting your event and organization to all of campus!
Page Administrators (Page Admins) are the only roles that are allowed to submit events and edit organization details. If your organization wishes to add more page admins, the President will need to request access for these officers by emailing studentorgs@csueastbay.edu with their position, first and last name, net id, and horizon email.
The organization is responsible for checking and replying to any communication in case your SLIC needs additional information and/or clarification on your event. This is usually sent to your horizon email. Additionally, the organization is responsible for scheduling any necessary meetings with SLIC depending on the event.
Event Request Timeline
Basic Events
Only requesting a meeting space or online (event does not include food, purchases, or off-campus request)
Timeline
10 business days in advanced
Planning Process
None. Once a request is submitted via BaySync, SLIC will review and submit the reservation request. Advance planning is always encouraged.
Basic+ Events
Events including food, any purchases under $500, attendance under 50 people, resources (tables, chairs, waste bins, etc.)
Timeline
20 business days in advanced
Planning Process
Once the request is submitted via BaySync, the RSO must schedule a meeting with the RSO CIA to review event plans/purchasing.
Complex Events
Events that include vendors, travel/off-campus, attendance over 50 people, purchases over $500, events with minors, fire marshal layout, etc.
Timeline
40-50 business days in advance (about 8 - 10 weeks depending on the complexity of the event)
Planning Process
Once the request is submitted via BaySync, the RSO must schedule a meeting with SLIC Pro-Staff with event details ready to review.
Why do we need to submit events so far in advance?
We need ample notification to accommodate any purchases requested by the organization(s). In addition, there may be items we need to check and work with other campus partners/departments.
- University resources request
- Liability Waivers
- Items that require vendors and/or contracts/agreements/paperwork
- Police presence
- Fire Marshall requiring law enforcement presence
- CA Fire Code requires trained staff for crowd control
- University Alcohol Policy
- Risk Assessment from Risk Management
How to Submit Events on BaySync
THIS IS ALWAYS THE FIRST STEP!
Any event submitted late is subject to automatic denial.
- Log into BaySync and navigate to your organization's landing page.
- Find the dropdown arrow next to your organization’s name and select Create Event.
- A form will popup and you will need to complete the information on the Create Event and Hosts form.
NOTE: The information on this form will be the information displayed on BaySync!
**Event Visibility “Organization” means ONLY to the Organization Members and “Institution” is public for ALL campus to see. - After you complete the form, make sure you click Next and you will be directed to an external Event Submission Process form for your organization event/reservation details. The information submitted on this form will not be displayed on BaySync.
NOTE: This form is to collect anything the organization needs for reservations such as room reservations, resources, finances, vendors, liability, travel, etc.
**The questions on this form depend on answers you provide and the type of event you will be hosting or taking part in. - After you complete the form, make sure you click Submit at the very end.
Once your event has been submitted it will be routed to SLIC to review, process, and approve. Your event is approved once you receive an email with Official Approval from SLIC Staff.