Step-by-Step Guide:

Reserving Facilities for the First Time

 

1. Submit Your Request

Start by using the  online application form to submit your event reservation. This places a temporary hold on your requested date.

• Submit at least 30 days in advance to give enough buffer for approvals and coordination. Please allow 7-10 days for processing.
  
• Internal events have a higher scheduling priority; co-sponsored or external events may require longer lead time or additional paperwork.
• For availability and updates, visit 25Live

Make sure your application mentions any of the following, if they apply:

 

1. Charging admission
   
2. Handling funds
   
3. On-site vendors
   
4. Paid volunteers
   
5. Minors attending
   
6. Existing partnerships
   
7. Catering services
   
8. Alcohol service
   

These conditions may trigger extra policies or approvals.

 

2. Complete Required Documentation

Please submit the following:

• Civic Center Theatre Use Agreement (for theater events)
• w9 Form 
• Non-profit Letter (if applicable)

You can submit these along with your resrvation form or attach them later by sending them to: salma.apple@gcccd.edu.

 

3. Provide Your Insurance Information

You must supply a Certificate of Insurance. This needs to be approved, so plan ahead to allow for processing time.

Insurance requirements are reviewed on a case-by-case basis by the district’s Risk Management team. Contact Francys Ropohl, Health and Safety Specialist, for guidance.

 

4. Go Through the Approval Process

Your request and paperwork will be reviewed by designated administrators, President's Cabinet, and may even require the Chancellor’s approval for events during campus closures or sundays.

 

5. Confirmation & Payment Handling

Once your documentation is approved, the administration and accounting teams coordinate to finalize the booking (and process any necessary payments). Once your deposit has been paid, your event is officially confirmed. Please submit your payment no later than 1 week before your event date.

 Ready to Submit a Request?

 

Submit a Reservation Here

 

 Need Help?

If you’d like clarity on policies, cancellation rules, or fee structures, contact:

• Salma Apple, Administrative Assistant III, Facilities, Maintenance & Operations
  
• Email: salma.apple@gcccd.edu  Phone: (619) 660‑4347
  
  

  For parking, event set ups, staffing, and pricing:

   

  Parking Services

  Office: (619) 644-7654 / district.parking@gcccd.edu

  Cuyamaca College - Building A, Room 101

  Office Hours: Monday - Friday: 8:00am-3:00pm

   

  For AV needs and staffing for your event setup:

   

  Instructional Media Services (IMS)

  Office: 619-660-4395 / cuyamaca.ims@gcccd.edu

  Cuyamaca College - Building C (LRC), Room C-132

  Andrew Al-Shamas, (619) 660-4415 - andrew.al-shamas@gcccd.edu

   

  For custodial resources, setups, and staffing:

   

  Custodial Operations

  Custodial Supervisor - George Attar

  Office: (619) 660-4251 / george.attar@gcccd.edu 

  Cuyamaca College - Building J-100

  Monday - Friday: 5:00pm-1:30am (Fridays 3:00pm-11:30pm)

  *If you need any setup, a Diagram is required
   
  For Productions in the Ciciatti Theatre (B-117):
   
  Theatre Production Design
  Specialty Lab Technician III - Luis Gomez
  Office: (619) 644-7419 / luis_gomez@gcccd.edu
  Cuyamaca College - Building B (Theatre), Room B-117

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 Tips for Smooth Processing

• Apply early, especially for events with special needs or involving external parties.
  
• Be transparent on your application, flagging details like minors, funds, or vendors avoids surprises later.
  
• Double-check documentation, agreements must be signed and insurance properly submitted to avoid delays.
  
• Stay in touch! If there's anything unique about your event, consider reaching out proactively to clarify needs or policies.