Information For

Student Organizations

Officially recognized student organizations may reserve conference rooms and outdoor meeting spaces at The Clarke. Requests must be submitted at least 3 weeks in advance for events, and a minimum of 2 working days for regular meetings that do not require an Event Advising Check List or that will not incur any charges. Request for Facilities Use requests (eRFUs) that do not follow this timeline MAY not be approved.

  • "Event" is defined as a request for The Clarke space that includes a speaker, performer, needs special set up, or will incur any charges.
  • "Regular Meeting" is defined as a request for The Clarke space with no additional needs, just the room and your people.

Student Organizations

  1. Recognized student organizations have the access to submit an electronic Request for Facility Use (eRFU) after both the President and Treasurer complete eRFU Training.
  2. Student organizations are trained on the E-RFU submission and event planning process annually by Student Life & Leadership (SLL).  Organization officers interested in making a space reservation for a meeting or event should request E-RFU log-in access by visiting SLL in Craven 3400.  Once the organization's E-RFU account is set up, the officer can request space, per the guidelines outlined in the E-RFU tutorial on the ECS website.  SLL staff advisors will follow up with student organization officers and identified event planners (from ECS and The Clarke) to provide support in planning a successful on-campus event.  For additional event planning information, student organization members can also attend the SLL ALFB Event Planning workshops, offered regularly throughout the semester.
  • If you plan on having an off-campus speaker: The speaker needs to have an Indemnification Form filled out by the speaker and submitted to The Clarke's Event Cordinator - Jamie Rose. (Please note: The Clarke needs the Indemnification Form with ORIGINAL Signatures for their records.
  • Please notify The Clarke as soon as possible if you need to cancel your room reservation, so it can be made available for others. If a group is found to be reserving multiple blocks of time and not using them, their reservation may be canceled and they will only be allowed to make single date reservations for the rest of the semester.
  • Facility Services requests a 48-hour cancellation notice for any special event set-up. A 24-hour notification is acceptable for smaller events.
  • Any incurred cost due to a late cancellation will be the responsibility of the organization.


Associated Students, Inc.

  1. Students who are putting on an event for ASI need to fill out an RFU or eRFU depending on the organizations access. The necessary forms are available in the ASI Offices.
  2. Indicate any audio/video equipment needs on the RFU/eRFU form, including use of Smart Technology.
  3. Submit form to any ASI professional staff for processing. Please make sure your information is specific and complete, or it will be returned to you.
  4. The eRFU or RFU will be processed by The Clarke and forwarded to the appropriate departments as needed, including Risk Management, Facility Services and Parking and Commuter Services. Please note that an email confirmation will be sent from The Clarke to the email unless a specific individual email is included.
  5. Requestor is responsible for following up with with Jamie Rose, The Clarke's Student Event Coordinator at 760-750-7404 regarding any setup requirements and additional documents as pertinent to the event.
  • If you plan on having an off-campus speaker: The speaker needs to have an Indemnification Form filled out by the speaker and submitted to The Clarke's Event Cordinator. (Please note: The Clarke needs the Indemnification Form with ORIGINAL Signatures for their records.
  • Please notify The Clarke as soon as possible if you need to cancel your room reservation, so it can be made available for others. If a group is found to be reserving multiple blocks of time and not using them, their reservation may be canceled and they will only be allowed to make single date reservations for the rest of the semester.
  • Facility Services requests a 48-hour cancellation notice for any special event set-up. A 24-hour notification is acceptable for smaller events.
  • Any incurred cost due to a late cancellation will be the responsibility of the organization.