Tips for Planning an Event

Steps for Planning Your Event

  1. Outline your concept (date, time, and program). Plan out your budget and make sure you have enough money in your account to put on the event. This should be done at least 30 days before your desired event date.
  2. If you require additional funding, request it from the SBA, Office for Law Student Affairs, Office of the Provost, and outside sources.
  3. Check all calendars for any conflicts. Keep in mind that there are certain dates which student organizations cannot schedule against. Please consult with Irene Meloney if you have questions about these dates.
  4. Reserve a room. All room reservation requests must be made through the university's Event Scheduling System (EMS). Please follow these instructions on how to reserve rooms at the law school and in other university buildings. Law student organizations do not need to submit an Event Registration (EvR). However, undergraduate and graduate student organizations must submit an EvR. You must submit the reservation request at least 72 hours in advance of the event. However, if your event requires more set-up and furniture, you must submit your request at least a week in advance. Additionally, if your event will involve alcohol, the Alcohol Request Form must be submitted 14 days before the event (see Step 7 below).
  5. If you need parking for your guest speakers or program attendees, you can request it through EMS when you submit your room reservation. Free reserved parking is available in the Mission Parking Structure on a first come, first served basis.
    • Keep in mind that metered parking is in effect in the Mission Parking Structure, 7:00 a.m.-9:00 p.m., Monday through Friday for those without a valid USD parking permit. Please point your guests to the Parking Services website for more information on metered parking.
  6. Serving food? In your room reservation request, you must indicate whether you will use USD Catering. Once you have received a Room Reservation confirmation, contact USD Catering to set-up the menu for your event. Catering typically needs 14 days notice for an event.
  7. Serving alcohol? You must fill out an Alcohol Request Form. This form must be signed by the organization’s faculty advisor and then brought to Irene Meloney, Director for Law Student Affairs, for approval. This form must be submitted 14 days before the event. All advertising for the event must refer to such drinks as "graduate level beverages."
  8. Does your event involve alumni? Email the Office of Development and Alumni Relations or call (619) 260-4692 to let them know about your event.
  9. USD School of Law is a State Bar of California approved MCLE provider. You must request MCLE credit for your event no later than two weeks prior to the event. Please provide all of the information requested on the MCLE website.
  10. Advertise your event. Submit your event via email to be included in Sidebar, the weekly e-newsletter for USD law. Sidebar submissions are due every Thursday at noon and will be advertised for two weeks before the event. You may also post flyers in approved areas. If you would like to submit an announcement for the electronic boards, email a PowerPoint slide (18.5 x 9.5) advertising the event details to Irene Meloney.
  11. End your event on time. Many classes start at the top of the hour. Be sure to end your event with enough time so that the next class can start on time.
  12. Clean up. Please be courteous of the students and professors who may use the room after your event.
    • If you moved any furniture, place it back where you found it.
    • Go around the room and pick up any trash that may have been left behind.
    • It is best to take the trash, especially any trash left from serving food, out of the room and throw it away into one of the larger garbage cans outside of the classroom.
  13. As always, you may email Irene Meloney about your event to receive tips and assistance.


Law Student Affairs
Warren Hall, Room 218
Phone: (619) 260-4651
Fax: (619) 260-7715


M,T,Th,F: 8:30 a.m. - 5 p.m.
W: 9:30 a.m. - 6 p.m.