Spring 2022 On-Campus Events Planning Guidelines


Are you planning an on-campus event in Spring 2022?  Below are some guidelines and suggestions to help you.  Please submit all requests at least 14 days in advance to allow time to prepare for a successful event. 

What is an event?  An event is any occurrence that is outside of the published academic class schedule.  Examples of events: conferences, celebrations, job fairs, movie nights, science nights, open houses, join-a-club day, campus tours, or any requests for microphones/speakers, tables, chairs, or canopies or the rearrangement of any classrooms, conference rooms, common areas, banquet rooms, or event areas.  A small, internal staff-only meeting in a conference room is not an event; however, if accessibility accommodations are needed, please plan ahead.

Inquiries and questions relating to events should be directed to Chris Baker and Joanna Smith. If the event is already entered in 25Live, reference the 25Live event code in the e-mail subject line.

If you know of an external group that would like to hold an event on campus, please refer them to LBCC Facilities Rental Services.

Spring 2022 Event Guidelines

  • COVID-19 Protocols (subject to change due to the current conditions)
    • All LBCC employees and students: Prior to visiting campus, all LBCC employees and students must upload their vaccination verification to the Viking Portal. Employees and students must display their authorization to be on campus via the Viking Portal.
    • Indoor events: all people aged 5 years old or older must present proof of vaccination and wear a mask to enter.  Please consider whether people will need to come indoors for restrooms or other reasons.
    • Outdoor events: all vendors, visitors, or guests aged 5 years old or older must present proof of vaccination or a negative result from a COVID-19 test administered within the prior two days.
    • Cleared4 app: LBCC will be using this app for event attendees to display their proof of vaccination (or negative test if the event is 100% outdoors).  Each event can be separately configured with its own link/QR code.  More information on using the Cleared4 app will be available soon.
    • Face masks: Currently, LBCC requires face masks indoors and outdoors. Beginning on February 7, 2022, face masks will comply with the current City of Long Beach health order
  • Location: As soon as possible, begin with reserving the location in 25Live.
    • Questions about how to use 25Live?  Review the 25Live Event Reservation Tutorial Video and 25Live Quick Guide on the following web page: https://www.lbcc.edu/calendars.  Additional training and Q&A sessions will be announced in “In the Loop.”
    • Contact 25Live@lbcc.edu for support or questions.
    • Requests should have attached approval from the VP, Dean, or Director of the area requesting the event.  Attach a confirmation e-mail to the 25Live reservation with the subject line “Event Title Approval, Date of Event” (example: Job Fair Approval, 2/25/2022).
  • Set-up (requests for tables, chairs, tents, or other Facilities support)
    • Download the Facilities Set-up Request form from the LBCC Forms database.  It is under the “Facilities, Maintenance and Operations” department.  Also indicate any additional doors or spaces you may need to access or to have unlocked.
    • Complete the form and upload it to the location reservation in 25Live.
  • Multimedia: Submit an IITS ticket for support from Multimedia staff on the day of your event.  Or, if you are handling the audio/visual equipment yourself, submit an IITS ticket to request training at least 14 days in advance.
    • Please be advised that IITS does not have staff available on weekends or Friday evenings.  Also, IITS has recently upgraded equipment in some locations.
  • Parking: If your attendees will be arriving by vehicle, contact Lubert Iglesia to confirm the available lot/garage with Parking Services. 
    • If your attendees are not LBCC employees or students, you may wish to pre-purchase parking passes for them or to inform them to purchase a day pass upon arrival.
  • Catering: If you will be serving refreshments, contact S&B Catering for a quote.
    • Consider offering single-serve portions rather than buffet-style to minimize contact.
    • If you are not using S&B Catering, make sure:
      • The cost is under $200 or S&B Catering has approved using an outside caterer.
      • They are aware of COVID-19 protocols.
      • They have provided insurance and a City of Long Beach health department permit to the Facilities Events office. 
  • Registration/RSVPs: It is strongly recommended that you collect RSVPs from attendees using a system such as Microsoft/Google Forms or Eventbrite.  This will allow you to:
    • Send them information on COVID-19 protocols
    • Send them updates if there are any changes to the event (for instance, if the City of Long Beach health order is updated)
    • Track and limit attendance based on your location
  • Check-in Table: Please plan to staff a check-in table for those who RSVP-ed for the event.
    • Check-in staff should be prepared to check vaccination records via the Viking Portal and Cleared4 app.
    • Maintain a list of those who attend, in case it is needed for contact tracing.
  • Signage: The District has posted general signage with information about COVID-19 protocols, such as not coming to campus if you have COVID-19 symptoms.  You may wish to create additional signage specifically for your event, such as directions from the parking lot, to identify the check-in table, or how to access the Cleared4 app. 
  • Accessibility:
    • Distribute your event announcement in advance to ensure enough time to request accommodations.
    • Registration information should include the following:
      • If you require accommodations, please contact (Your event contact name; contact info) AND the Disabled Students Programs & Services (DSPS) at least 72 hours prior to the event at (562) 938-4558 or (562) 938-4833 (TTY) or dsps-staff@lbcc.edu. If you require sign language interpreting services, or Communication Access Realtime Translation services, please contact (Your event contact name; contact info) and Stephanie Bonales at sbonales@lbcc.edu or (562) 938-4918 at least 5 business days prior to the event. Please note requests are based on provider availability, the more advance notice the better.
    • All audio/video materials must be accurately captioned.
    • Please be advised that accommodation providers work in teams of two and plan accordingly for indoor events with limited space.
  • For Support on the Day of Your Event:
    • Monday-Friday, 8:00 a.m.-5:00 p.m., call (562) 938-4040.
    • Evenings and weekends, call the Facilities Duty Manager at (562) 618-3982.
    • To contact the LBPD non-emergency line, dial (562) 938-4910.
    • For emergencies, dial 911.