USD SOLES BUILDING REOPENED

Mother Rosalie Hill Hall is operational
Yes

Graduate Student Event Registration

Graduate Student Event Resources

Please view Graduate Student Organization Event Checklist to help you get organized and plan your Event

 

Planning an Event

All graduate student organizations must register their event in order to reserve any space on campus. In order to reserve space and be approved for an event on campus, the student organization must be registered as a current graduate student organization. See Student Organization Registration Guide at http://www.sandiego.edu/grad-life/events/registration-guide.php

 

Reserving Space through Virtual EMS

Every on-campus event or meeting space (indoor or outdoor) must be reserved through Virtual EMS through www.sandiego.edu/scheduling

  • First, be sure to check the Online Campus Calendar* to see when/where the most convenient time/place is for your event – https://reservations.sandiego.edu/VirtualEms/BrowseForSpace.aspx. It’s helpful to determine multiple dates (a preferred date and back-up dates) on which your event can take place in case the space you want is not available initially. Also, take into consideration other events that are occurring simultaneously.

  • Second, fill out Event Details in Virtual EMS to begin process of reserving a space. All registrered Graduate Student Orgnizaion members are imported into the system and able to reserve space.

  • Third, after receiving approval from Graduate Student Life, the building/area scheduler will confirm your reservation. You may be required to provide more information, conduct a walk-through, or otherwise change some event details per the building/area scheduler's request.

To confirm the status of your On-Campus EvR or change an existing

 

EvR’s content, please contact us at GSC@sandiego.edu

**ALL EMS FORMS SHOULD BE SUBMITTED AT LEAST 2 WEEKS PRIOR TO YOUR EVENT DATE. PROCESSING/CORRESPONDENCE TAKES AT LEAST 5 BUSINESS DAYS AND IS SUBJECT TO CHANGE.**

Catering

If you are having USD Catering at your event, you will need to submit a Catering Request Form (after submitting the EMS Forms.  final completed work order form is due to the Catering Office a minimum of 10 business days prior to your event date.

Alcohol Request Form

  • This form is required for any event on campus where alcohol will be served and a targeted audience is students.

  • Undergraduate student organizations cannot sponsor or fund alcohol or the provision of alcohol on campus.

  • It is REQUIRED that USD Catering provide the alcohol service for all on-campus events.

  • USD Catering requires Alcohol Request Forms be approved prior to scheduling the alcohol service.

  • Please be sure to contact USD Catering at (619) 260-4560 for pricing info and to schedule alcohol service.

  • This form must be submitted to the Dean of Students, UC 232 at least 14 days prior to date of event. You may intercampus this form to UC 232, or you may fax to 619-260-4610 or email deanofstudents@sandiego.edu


Marketing Checklist

Basic Ways to Market

  • Flyers

  • Social Media

  • Banners

  • Marquee

  • TVs in UC/SLP

  • Email

  • Dead Hour Tabling

Procedures

MyPostings

Flyers

  • Canva.com is a great place to create free flyers

Facebook

  • Create an event page for events (2 weeks in advance & needs flyer or image)

  • Invite all of your friends to events

  • Cross share events to other grad pages and GSC

Instagram/Twitter

  • Post often about events and programs leading up to the date

Posting flyers/banners/a-frames

Contact Information

Graduate Student Life
Student Life Pavilion 401
5998 Alcalá Park
San Diego, CA 92110

Phone: (619) 260-2227