Event Preparation Checklist

• Submit an Event Request through the Facilities Service Request portal on Caltech Access. This will initiate custodial and grounds support for your event.
• Please also contact Campus Security at x4701 / [email protected] to let them know the time, date, and location of your event.
• Planning, Design & Construction can assist in the preparation and submission of any required documents. We will help identify what is needed to meet all of the necessary regulations. For assistance, please contact Ron Shanks, Senior Campus Building Inspector, ext. 1747, email [email protected].

We will discuss your event and determine what permits and plans you need, if any. We can also schedule a pre-event inspection for compliance with state and local regulations and requirements. Planning, Design & Construction is equipped to help you (at no additional cost). We are focused on making sure the event is safe for everyone.

If you answer yes to any of the following questions, you will need to go through the City of Pasadena permitting process:

If you need a city permit, the special event permit application, along with any required permit fee, needs to be submitted to the Pasadena Permit Center at least two weeks in advance of the event date. It is the event planner / coordinator's responsibility to submit any permit fees directly to the City.

If you will have a temporary tent larger than 120 square feet, you will need engineered plans, which the tent company will be able to supply. You will also need building department and fire department approval for a temporary tent. Please complete a tent permit application, and take it, along with the engineered plans, to the building department, who will direct you also to the fire department's window:

If you are preparing food at the event, you will also need fire department approval for any heat emitting appliances through your special event permit application. When you take your application to the building department for approval, they will also direct you to the fire department for approval of any food preparation plans.

If you have any questions of the Pasadena Fire Department about any of your plans, please contact them directly at: