Go to the Request Forms (PCC Staff, Faculty, & Students) webpage and choose the request form that best fits the type of reservation you need to make.  

• Request an Event – Staff & Faculty is for all reservations of space EXCEPT student clubs, CRN related reservations, and tennis court reservations.   
• Reserve a Conference Room – Staff & Faculty is for simple, quick reservations of small conference room spaces (C217, G1, LL306) 
• Request a CRN-related Academic Ad Hoc Event – Faculty is for reservations related to a CRN.  
• Request a Tennis Court Permit – Staff, Faculty & PCC Students is for reservations of the tennis courts for recreational use only. 
• PCC Student Filming Request – Students (For PCC course-related filming only) is for requests to film on campus as part of a PCC assignment.

Did you answer all the questions?  

If you are receiving an error code that says *Please enter a value for required custom attributes* it means you have not answered every question listed under the “Additional Event Information” section.

Scroll back through the questions, and make sure every box has a value entered, and every No/Yes question has been marked with an answer. 

Is your location available on all of your dates? 

If you have included dates in which campus is closed, or there is a conflicting event, you will not be able to save the event. Go back to the calendar icon and click “Manage Occurrences” 

Then click “Remove” from the date you need to remove from the reservation. 

Are you starting your event too early or too close to another event?

There are automatic buffers built in to Creveling & Circadian events, which may put you in conflict with the open/closed hours of the space or with another event. Creveling has a 1 ½ hour buffer added at the beginning and end of events. Circadian has a 45-minute buffer added on to the beginning and end of events. Campus opens at 6am, so the earliest you can start your Pre-Event time for your event is 7:30am for Creveling and 6:45am for Circadian.  

As a Staff or Faculty member, you have access to 25Live. You can launch 25Live from the Campus Use website.

On the left side of your Home screen, there is a Quick Search section. Type in the name of the room you want to check availability on the Locations section and hit Enter or Search.

Change the view from “List” to “Availability” and choose the date you want to view. 

• Event Time: the event starts and guests arrive, and the end time is when guests leave.  
• Pre-Event Time and Post Event Time is listed under "Additional Time" in the event form. This is the time when you will need access to the location and the time you need to clean up. Please include enough time for food and other vendors, decorating, rental equipment delivery and pick-up, etc.
  • Please note: you cannot reserve venues overnight. If you have a rental company that will be dropping off the day prior, you will need to make a separate reservation for that drop off time (and repeat it for the pick-up date/time). Please be sure to reserve the location for the entire time the rentals will be there so Campus Use is aware.  

Training is not necessary to schedule events. You can simply fill out the Request an Event forms on our website, or follow the directions listed in the “How do I check availability of a location” question. However, if you schedule a lot of complex events, or need a little more personal assistance, contact campususe@hrfjk.com.

• If you are using Primo Nosh campus catering, there are no requirements. 
• If you are using an outside food vendor, the following may apply (do NOT assume because a vendor has served on campus before that they are currently approved!!!):
  • Insurance from the vendor
  • Food Handler’s Permits 
  • City of Pasadena Environmental Health Permit (for Food trucks)
  • TFF Permit (Temporary Food Facility Permit) from the City of Pasadena Environmental Health Department (for food service outside of a truck or cart)
  • Event Organizer Application completed from the City of Pasadena Environmental Health Department
  • Please have your food vendor complete our Vendor Request Form to start their approval process.  

• If you plan on serving food to the public, or the general PCC student population, you will need TFF (Temporary Food Facility Permit) from the City of Pasadena Environmental Health Department.  
• If you are having a large-scale outdoor event with open flame, heaters, vehicles on display, cooking, portable generators, bounce houses/jumpers, or more than 400sq feet of tents you will need a Special Event Permit from the Pasadena Fire Department. 
• If you will have an event with more that 400sq ft of tents you will need a Tent Permit AND a Special Event Permit from the Pasadena Fire Department. 

Techs are only required in Creveling, Westerbeck, and Sexson. The techs are all part-time employees, and must be scheduled at least 3-4 weeks in advance. When you are completing the “Request an Event” form, click “Yes” to the question asking if you need a Staging Services Technician. In addition, you MUST complete the Staging Technician Request Form. Please be sure to include a Cost Center number, or the request will be rejected.  

• Walk throughs are required for every event requested in Sexson and Westerbeck. This is for Staging Services to go through the technical requirements for the event with the event organizer so they can properly plan and staff the event. 
• Walk throughs are needed for Athletic facilities, as we need to determine if the event is an appropriate use of the space and what staffing will be needed to support the event.  
• Walk throughs are also occasionally requested by Campus Use for large outdoor events. This helps us to understand all of the event details in a way that can be hard to capture in 25Live. We want to make sure your event needs are met! 

When you first schedule your event, the event is placed in a Tentative state. The Tentative state means the room has been reserved, and unless you hear from Campus Use – you can assume you are all set to move forward. After you schedule your event, you can start your planning. Campus Use reviews events and waits for Staging Services & Facilities approvals before changing the event state to Confirmed.

Creveling, Circadian, G1, C217, Piazza, Cap & Gown, and all outdoor spaces.

• Yes, but there are only a few spaces on campus that can fit food trucks. The Quad, Lancers Pass, Alumni Drive (the IT bldg. loading zone), the Bus Parking lot, and the Mirror Pools are the only spaces that food trucks can access.  
• If you are serving only invited guests, you may choose to bring any food truck with an LA County or Pasadena Health permit. 
• If you are serving walk-ups, you must use a food truck that has been permitted through the City of Pasadena. 
• All food trucks must complete our Vendor Request Form to go through the required insurance and application process. 

Use the Primo Nosh Catering Request Form found on the Campus Use webpage.

Please contact the Purchasing and Contracts office to go through their approval process.

• Sample floor plans and blank floor plans can be found on the Venues at PCC webpage.  
• Your floor plan should include the following:
  • Tables and where the tables should be located (please note the # of chairs per table)
  • Rental equipment should be distinguished and clearly labeled. 
  • Food placement
  • Vehicles on display or food trucks
  • EZ-Ups/Tents – please include the size of the tents.
  • Umbrellas
  • Walk-ways & fire lanes must be left clear 

Beginning January 6th, 2025, the following fees will be charged for equipment as listed below.

Table:  $5 

Table size options:

• 72" indoor table
• 60" outdoor table
• 30" indoor/outdoor cocktail table
• 6' rectangular indoor/outdoor table
• 8' rectangular indoor table

Chair: $0.50

Tablecloth: $8

Tablecloth color options:

• Black 
• White
• Red

Umbrella: $20

Umbrella color options:

• Red
• Yellow

Tent/EZ Up: $40

2 Stantions + 6ft chain: $3

Events should not take place on campus closed dates unless necessary. If you must have an event on a campus closed date, you will need to complete the Campus Closed Event Request Form on our website. Click on the Special Request Forms page, login, and complete the form. Civic organizations are not eligible to apply for a campus closed date exception.

Your first step is to reach out to your Athletic Director to:

• Discuss your event and share all relevant information about your request.
• Complete the Athletic Fundraiser Request Form.

Once you have obtained the Athletic Director's approval, they can refer you to the next steps. Contact Campus Use if you have any additional questions.

If you are partnering with an outside organization/individual, advanced planning is required! Please refer to the Venue Rental Inquiry webpage for the most current civic use request timelines.

Sponsored events complete the same process as all other Civic Event Requests. Please direct the outside organization facilitating the event to complete the Venue Rental Inquiry web form on the Campus Use website. As the PCC sponsor, your only responsibility is to complete the Rental Fee Waiver Request Form and send it to Campus Use. You can find the fee waiver form on the Special Request Forms page. Please do not reserve space in 25Live for the event, as our office will work directly with the Civic organization to make their reservation. Please wait to send the Rental Fee Waiver until the Civic user has sent in their Facility Use Application.

CRN related reservations are managed by the Academic Scheduling office. Please either submit a request using the Request a CRN-related Academic Ad Hoc Event – Staff & Faculty on our Request Forms page, or email academicscheduling@hrfjk.com.

• We accept rental requests for non-PCC events based on availability after our academic classes and PCC events have been scheduled.  
• Rental events cannot be of a personal nature (weddings, funerals, birthday parties, etc). 
• To make a request, please start by completing the Venue Rental Inquiry Form. 
• Campus Use will evaluate your inquiry to see if we can accommodate your event.  
• If we determine we can accommodate your event, we will send you our Facility Use Application and the Insurance Requirements to book a facility. 
• Once we receive your completed Facility Use Application, we will reserve the venue and send you a Confirmation & Fee Estimate. No fees are due at the time of the estimate. 
• You will submit your insurance and any remaining items we need to ensure your event is a success. 
• When you insurance is approved to have met the requirements, we will issue you a Permit to Use District Property and your Final Invoice at which time you will pay your event fees. 

Currently, we are only accepting rentals for the current semester and/or the following semester. Please reference the dates listed in the box at the top of the Venue Rental Inquiry page.

The staffing fees vary per event, based on the # of attendees, the nature of the event, and the location you plan to use. The typical staffing fees you might see applied are the following: 

• Tech Fee – required for any space you plan to use Audio/Visual equipment 
• Custodial Fee – required for all events for tables/chairs/etc., trash, and restroom maintenance. 
• Cadet Fee – Campus Police cadets may be assigned due to the # of people or for building/restroom access based on the date of the event. 
• Officer Fee – Campus Police officers may be assigned due to the # of people or due to the nature of the event.

Beginning February 20th, 2024, the following fees will be charged for equipment as listed below.

Table:  $15 

Table size options:

• 72" indoor table
• 60" outdoor table
• 30" indoor/outdoor cocktail table
• 6' rectangular indoor/outdoor table
• 8' rectangular indoor table

Chair: $1

Tablecloth: $12

Tablecloth color options:

• Black 
• White
• Red

Umbrella: $35

Umbrella color options:

• Red
• Yellow

Tent/EZ Up: $60

2 Stantions + 6ft chain: $5

Outdoor Trash Recepticle: $1

Yes, the rental fees for the room are less for 501(c)3 organizations. Organizations must provide their 501(c)3 letter from the IRS in order to receive the non-profit rate. 501(c)3 applications or filing statements will not be accepted.

Use the Primo Nosh Catering Request Form found on the Campus Use webpage.

These permits are your responsibility to obtain from the City of Pasadena. We are happy to provide contact information, but you must work with the City directly to obtain the permits.  

• If you plan on serving food to the public, you will need TFF (Temporary Food Facility Permit) from the City of Pasadena Environmental Health Department.  
• If you are having a large-scale outdoor event with open flame, heaters, vehicles on display, cooking, portable generators, bounce houses/jumpers, or more than 400sq feet of tents you will need a Special Event Permit from the Pasadena Fire Department. 
• If you will have an event with more that 400sq ft of tents you will need a Tent Permit AND a Special Event Permit from the Pasadena Fire Department. 

Yes, please make sure to let us know the name of the food vendor and where they will be serving food.

Yes, you will be assigned a Staging Services Technician for your event who will assist you with the Audio/Visual equipment.

Yes, you can request to use the tennis courts for recreational use only. The tennis courts are $10 per hour/per court. You must make your request using the Tennis Court Request Form and come in person to the Campus Use office to pay the permit fee prior to your reservation date.

No, unfortunately, this is not allowed.

When your insurance has been received and approved, we will issue your Permit as long as there is no other outstanding information we need to confirm with you. Your permit will be sent with your final invoice, which is to be paid upon receipt.

We will send your final invoice with your Permit to Use District Property. Payment instructions will be provided at that time. Your invoice must be paid at least 10 business days prior to your first date on your permit. At this time, we can only accept checks and money orders. You may mail your check or money order to our office, or come in person to pay during business hours.

We require the following documents: 

• Certificate of Insurance 
• Additional Insured Endorsement naming Pasadena Area Community College District as an additionally insured.  
• Waiver of Subrogation 
• Insurance Requirements Checklist – completed in order to verify you have met the requirements

We cannot recommend any specific insurance providers, however, if you do not carry a policy for event liability insurance there are many companies that provide 1-day policies. You can find these companies with a simple internet search.

• We do not need anything from your vendors, however, we ask that you clearly label where any vendor setups might be on your Floorplan, and we would like to know the name of the vendors you plan to use.  
• You are responsible for your vendors and the equipment they bring on to campus from the time they drop off until they pick up. You must be present on campus if your vendor is dropping off equipment, and you are responsible for calling Campus Police to guide the vendor in and out of campus.  
• Vendor equipment CANNOT be left overnight. 

Sample floor plans and blank floor plans can be found on the Venues at PCC webpage.  

Your floor plan should include the following: 

•  Tables and where the tables should be located (please note the # of chairs per table) 
• Rental equipment should be distinguished and clearly labeled.  
• Food placement 
• Vehicles on display or food trucks 
• EZ-Ups/Tents – please include the size of the tents. 
• Umbrellas  
• Walk-ways & fire lanes must be left clear 

No, alcohol cannot be served at events.

Your guests may park in any of the lots labeled Student Parking Lot (Lot 3, 4, & 5) with purchase of a $2 parking permit. Parking permits are available for purchase on every level of every lot.

No, you can use a designated drop-off zone only. There is a drop-off area in the Lot 1 turnaround, and Lot 8 off of Colorado Blvd. Cars cannot be left in the drop-off zones.

You may only advertise your event to students if your event has been sponsored by a PCC program, department, or division. Please use the PCC website to find the area that would potentially be interested in working with you as a sponsor.

You may only use the PCC logo with permission from the Office of Strategic Communications and Marketing. Please use their contact form on the website. 

There is not a venue coordinator or a Campus Use department representative at events. However, your event will be staffed with a technician, and Campus Police is available via the dispatch line if you need any assistance during your event.

• Filming is only allowed on Saturdays, Sundays, school breaks, and campus closed dates. 
• Filming fees start at $5,000 per day. Staffing fees will be assessed and included in the total.  
• Please complete the Venue Rental Inquiry form to inquire.