myCSUSM
Event FAQs
Please utilize this list below to find the quickest answer to your question(s).
- Q: When can I submit my reservation request?
A: Student Reservation: Student Events include student organizations and student-focused events. These groups may reserve spaces up to 14 months before their event.
Campus Departments: Campus Departments include CSUSM offices, departments, colleges, administrative units, and affiliated groups. Reservations up to 13 months before the event.
External Organizations include off-campus groups and community members. Reservations may be made 12 months before the event or meeting.
- Q: How do I submit a reservation for the USU?
A: Space reservations can be submitted through 25Live. External clients, please reach out to Event & Conference Services.
Student Organizations
- Q: Where can I find more information about hosting an event?
A: Student Leadership & Involvement Center has created a dedicated page on how to plan an event successfully.
- Q: How do I pay my final invoice?
A: Student Organizations can fill out the ASI Campus Sponsored Student Organizations Expenditure Request Form (ERF) to initiate payment of event bills through ASI (USU 3700) with the Final Event Estimate (provided by the USU within 15 days of completion of the event). The official University Invoice (invoice number begins with the letters "RA") will be generated 30 days after the event. ASI will process the payment once the final invoice has been received. Student organizations with credit cards can pay for their invoices through our secure payment portal. If you have any questions about student organization accounts, please contact ASI via email at asi@csusm.edu or by phone at 760-750-4990.
- Q: What is my student organization's fund number?
A: Your fund number is listed in your recognition letter sent by Student Leadership & Involvement Center (SLIC). You can also get your student organization's fund number by emailing ASI at asi@csusm.edu or visiting the ASI Front Desk at USU 3700.
Approved Vendors
- Q: Can anyone cater an event at the USU?
A: No, an approved cater, including the campus partner Sodexo, must be used for all catered events. Caterers can be added before your event with approval. Please allow eight weeks for an outside vendor to be approved by the university.
Alcohol
- Q: Can my event have alcohol?
A: Yes, only with a completed Alcohol Approval Form and California Alcoholic Beverage Control license. Please refer to the CSUSM Alcoholic Beverage Use on Campus policy. Your Event Planner will assist throughout the process and obtain the necessary signatures.
- Q: Do I need to get the liquor license for my event?
A: Yes, the client is responsible for completing the Alcohol Approval Form promptly and ensuring that their contracted bar service has obtained the license from California ABC. A member(s) of your party will need to be designated as the responsible host for the event (1 host per 50 people expected).
- Q: Can I bring in my own beer and/or wine?
A: No, alcohol is only approved for on-campus use when provided by a licensed bar service. A current list of approved providers is available.
Cancellations/No Shows
- Q: Will there be any penalties if I cancel my reservation?
A: Yes, a cancellation fee will be applied to your event that is canceled within 48 hours or less.
- Q: Will there be any penalties if I do not show up for my reservation?
A: Yes, a no-show fee will apply to your event billing. Multiple no-shows will result in a cancellation of all future reservations.
Deposits and Payments
- Q: Are deposits required for events/conferences?
A: Deposits are not required for student and campus department events. For external group organizations, a 25% deposit of total estimated charges is required within 10 days of Event Estimate receipt. Within ten business days of your event, 50% of the total estimated charges are due.
- Q: Can I pay with a credit card?
A: Yes, in order to keep your credit card safe, we ask you to make all credit card payments through our secure payment portal.
Directions/Parking
- Q: How do I get to the University Student Union?
A: CSU San Marcos is conveniently located in North San Diego County - only a short drive from the City of San Diego, Riverside County, and Orange County. The campus is located off Highway 78, which is easily accessed off of Interstate 5 or 15. The CSUSM University Student Union (USU) is located at Chavez Circle off of Campus Way. Visit the directions page for how to get to CSUSM.
- Q: Where should guest park?
A: If you will be visiting the USU, the best place to park is Parking Structure 1 (PS1) on Campus View Dr. Parking fees apply 24/7. A short walk from PS1 toward Chavez Circle will bring you to the USU (Building 25).
Internet Access
- Q: Is there wireless access at the University Student Union?
A: Wireless access is available at the University Student Union and throughout campus.
- Q: What fees are associated with using the internet?
A: Internet access service is complimentary. Extensive use may result in additional administrative technology support and/or bandwidth. Additional fees may apply to accommodate group usage.
Streaming Movies & Shows
- Q: Can I stream movies and shows at the USU?
A: In compliance with the Federal Copyright Act (Title 17 of the United States Code) regarding film and video piracy, anyone requesting to show a film or view other copyrighted materials (i.e., movies or TV shows via DVD, a streaming platform, personal property, checked out from a library, etc.) on the California State University San Marcos campus must obtain the appropriate Public Performance License providing permission to show copyrighted materials in public settings. Neither the rental nor the purchase of a DVD or online streaming service carries the right to show the material outside the home.
If your organization/department wants to stream a movie or TV show at a meeting or event, you may need to obtain rights to the media. Please review the information below about some options for streaming media.
Before working to obtain rights to a movie, TV show, or documentary, please try to find your media on the CSUSM Library page. They provide many titles that you can stream or rent for free: https://biblio.csusm.edu/content/media-collection
Some streaming companies may offer documentaries to be screened for educational purposes. For example, Netflix has a one-time educational screening policy and has opened up select documentaries for free on their YouTube page during COVID-19.
If these options do not work, obtaining permission can be done one of two ways:
- Contact the company directly who owns the movie rights. This is a popular option for independent films and documentary films.
- Contact the USU Events team via email at usuevents@csusm.edu. Movie and TV shows can range from $300-$1,000. Charges will be added to your final event invoice.
In both cases, the company will send you a copy of the rights to display the materials.
**Failure to obtain the copyrights is breaking Federal Law and may result in disciplinary action against your student organization.**