Coordinating Your Event

Student Groups and Organizations

Cancellations without notice will be considered a No Show. The first No Show will result in a written warning against the club/organization, with one written warning allowed per semester. The second No Show will result in (a) the cancellation of all remaining reservations for the club/organization and (b) the denial of any new reservations for the club/organization for four (4) academic year weeks (i.e. school in session).

Departments and Centers

Cancellations without notice will be considered a No Show and a fee ranging from $25 - $150 will be billed, depending on the space or resources reserved (i.e. small meeting, large multipurpose room).

External

1. If the cancellation notice is received by the University more than 90 calendar days in advance of the first date of the Event, the University will refund 100% of the Deposit and any other prepayments made by the Group for the Event.
2. If the cancellation notice is received by the University between 30-90 calendar days in advance of the first date of the Event, the University will retain 25% of the Deposit and 25% of any other pre-payments made by the Group for the Event. If the Deposit has not yet been paid to the University, the Group agrees to pay and will be charged for 25% of the Subtotal for Event as indicated in this Agreement below.
3. If the cancellation notice is received by the University between 14-29 calendar days in advance of the first date of the Event, the University will retain 50% of the Deposit and 50% of any other pre-payments made by the Group for the Event. If the Deposit has not yet been paid to the University, the Group agrees to pay and will be charged for 50% of the Subtotal for Event as indicated in this Agreement below.
4. If the cancellation notice is received by the University fewer than 14 calendar days in advance of the first date of the Event, the University will retain 100% of the Deposit and 100% of any other pre-payments made by the Group for the Event. If the Deposit has not yet been paid to the University, the Group agrees to pay and will be charged for 100% of the Subtotal for Event as indicated in this Agreement below.

External Groups

Non-USD groups and organizations outside the University can request to rent space on campus by submitting an External Guest Form

What is Co-sponsorship?

Co-sponsorship is funding for a specific event where the University of San Diego receives a benefit as well as recognition for the co-sponsorship. Co-Sponsorship is a means by which an officially recognized USD student organization, department or school enters into an agreement with an off-campus group or organization for the purpose of offering a program jointly. Co-sponsorship is appropriate when there is a clear connection with, or a contribution to the university. It is intended that the educational mission of the co-sponsoring university department or university organization will be enhanced by the event. The university constituents value the opportunity for programming a co-sponsored event. The event must be open to the university faculty, staff and/or student.

Co-Sponsorship Application

The following six Co-Sponsorship Criteria and Guidelines must be met prior to submitting the online form:

1. The university constituents must have significant participation in the activity or event. Examples include: being onsite the entire time the co-sponsored group is on campus for their event and being the sole point of contact on event day between the University and the co-sponsored group.
2. All event publicity must list USD's sponsoring department in comparable size and status as the outside organization. USD logo must be approved in advance of printing and marketing the materials. Please contact University Publications for more details.
3. The sponsoring organization/department become the sole university contact for the group. All requests of the University (e.g. scheduling, facility set-up, catering contract, Department of Public Safety, Parking Services, etc…) must be made and approved by the University scheduler.
4. For all co-sponsored events where the university is collecting funds: all money to be collected (through ticket sales) is to be collected by approved cash handling venues in the University (UC Ticket Office, JCP Ticket Office) at pre-established costs. The University will disperse the collected funds to the co-sponsored group. Department POETS code must be submitted to the University scheduler prior to the date of the event.
5. Any exceptions to the above items must be approved in writing by the designated University authority.
6. Co-sponsorship forms must be submitted and approved no less than 30 business days prior to the scheduled event date, or prior to the event being booked.

View Online Form

Policy for Faculty

As an academic institution of higher education, the University of San Diego is committed to creating and maintaining an environment in which a variety of ideas can be reasonably expressed, discussed and critically examined. To that end, students and employees may engage in assembly on campus in a peaceful manner, in accordance with the requirements set forth in this policy.

Policy for Students

Student Organization Event Planners must refer to the Student Organization Handbook (page 15) for the process of requesting an assembly. Access the assembly request form here.

Catering Procedures & Policies Summary

For complete menu offerings and package details, please view the Official USD Catering Menu.

1. Ordering & Timelines

• Late Fees & Changes: Orders submitted under 3 business days incur a $75 late fee and potential menu substitutions.

• Cancellations:

  • 5+ business days notice: No charge.

  • 3 business days notice: 50% charge.

  • Less than 72 hours notice: 100% charge.

2. Outside Food Vendor Rules

USD Catering is the campus exclusive caterer. Unapproved outside catering is prohibited.

• Approved Vendors & Spending Limits:

  • University Departments: Orders must be $300 or less (total including tax/tip).

  • Student Groups: Orders must be $1,000 or less (total including tax/tip).

  • Events exceeding these limits must use USD Catering.

• Beverage Restrictions: All canned or bottled beverages must be Coca-Cola products.

• Perishable Food Safety: Perishable/raw items may require a Health Compliance Officer ($30/hr) and vendor health permits submitted via the Request to Vend Food Form.

• New Vendor Requests: Submit requests at least 14 business days in advance for Director of USD Dining approval.

3. Alcohol Policy & Service

All events serving alcohol must complete the USD Event Alcohol Request Form (and Student Alcohol Request Form if applicable) and require advance written approval.

• Required Food Service: Any event serving alcohol—whether via USD Catering or an approved outside vendor—must provide food supplied through USD Catering.

• Licensed Vendors: Outside licensed vendors are required if alcohol is sold or open to the general public, subject to advance approval by USD Catering.

• General Guidelines:

  • ID verification is strictly enforced (21+ only).

  • Non-alcoholic beverages must be available.

  • Alcohol cannot be brought in by attendees or removed from the designated event area.

  • Additional security may be required at the sponsor’s expense based on event scope.

4. General Exclusions

USD Catering does not provide services for private parties, wedding receptions, or funerals. USD reserves the right to deny facility/catering use for events inconsistent with university mission and values.

Using Approved Vendors (Catering, Film & Media)

To ensure quality, compliance, and safety, event organizers hiring third-party vendors must follow specific procurement guidelines:

• Catering Vendors:

  • Outside food vendors must be selected from the Approved Off-Campus Food Vendor List.

  • Order caps apply ($300 department / $1,000 student groups). Any order above these amounts must use USD Catering.

  • New vendors require approval via the Request to Vend Food Form at least 14 business days in advance.

• Photographers, Videographers & Media Vendors:

  • University Marketing and Communications maintains a list of USD Preferred Vendors for photography and videography.

  • Contracted external media crews must carry liability insurance ($1M minimum) and follow campus Media Relations rules.

• Branding & Merchandise (Apparel/Promos):

  • Any vendor producing USD-branded apparel, giveaway items, or merchandise must be licensed through the Collegiate Licensing Company (CLC).

Media & Technology Support Policy

All event space reservations must account for necessary Audio/Visual (AV) and technical support during the planning phase to ensure seamless execution and compliance with campus procedures.

1. Ordering & Timelines

• Advance Request Requirement: All AV equipment and technical support requests must be submitted in EMS at least 10 business days prior to your event.

• Setup & Testing Window: Schedulers must include adequate setup and breakdown time in their room reservations to allow AV staff to install and test equipment before attendees arrive.

2. Dedicated AV Tech Requirements

An On-Site AV Technician fee will apply under the following circumstances:

• Venue Restrictions: The event takes place in a designated space with fees (ask your building scheduler for more information) or high-impact performance venues<.

• Event Complexity: The event requires live technician monitoring, audio or video recording, complex multi-microphone management, or hybrid video conferencing setups.

• External Speakers/Dignitaries: High-profile events with outside guests or external media presence.

3. Equipment Care & Vendor Guidelines

• Built-in Room Specs: Review what standard AV equipment (projector, podium mic, screen) is already built into your reserved room before requesting supplementary items.

• Outside AV Vendors: Engaging third-party AV/media providers requires advance review and approval by University Scheduling and the venue manager.

All amplified sound must be approved first by University Scheduling. Scheduled academic classes take priority over amplified sound requests. Please email us at @scheduling@sandiego.edu.

Operational Guidelines:

1. Volume Control: Sound levels must be kept at a "conversational plus" level, intended only for those interacting directly with the table/event.
2. Academic Priority: If a Building Manager or Faculty member determines that sound is disrupting a scheduled class, the user must reduce the volume or cease amplification immediately upon request.
3. Time Constraints: Amplified sound at the volume described in #1 is allowed throughout the day. Sound above this volume must be approved by University Scheduling.
4. Enforcement: Building managers will monitor sound reserve the right to revoke sound privileges for the remainder of an event or future events if these guidelines are not met.

Filming, Photography & External Vendor Guidelines

All commercial filming, professional photography, and contracted event vendors must adhere to University of San Diego protocols to protect campus safety, brand standards, and operational flow.

1. Filming & Photography Policy

• Commercial & External Shoots: External production companies or independent entities must submit a Filming on Campus Request Form and signed guidelines prior to filming.

• Script Review & Ratings: The university reserves the right to review full shooting scripts. Projects with NC-17, X, or other unacceptable ratings will be denied.

• Insurance Requirements: External entities must provide a Certificate of Insurance (COI) with a minimum of $1,000,000 general liability insurance, naming the University of San Diego as an additional insured.

• Location Fees & Production Plans: Fees are determined by Media Relations based on scope and duration. A detailed production plan—including dates, crew size, vehicle parking, security, power, and meal needs—must be submitted in advance.

• Logos & Branding: USD logos, trademarks, and identifying signage cannot be used without explicit, advance written permission.

• Personal & Student Use: Personal photo/video projects that do not disrupt academic or campus operations do not require media approval.

2. Use Approved Vendors (Film & Media)

• Photographers, Videographers & Media Vendors:

  • University Marketing and Communications maintains a list of USD Preferred Vendors for photography and videography.

  • Contracted external media crews must carry liability insurance ($1M minimum) and follow campus Media Relations rules.

• Branding & Merchandise (Apparel/Promos):

  • Any vendor producing USD-branded apparel, giveaway items, or merchandise must be licensed through the Collegiate Licensing Company (CLC).

3. Photo & Video Consent

• Students & Campus Community: Enrolled students grant USD the right to use photos/videos taken in public campus settings for university publications, publicity, and marketing.

• Minors & Guest Speakers: Written signed consent using the official Photo Consent and Release Form should be collected from guest speakers, non-USD participants, and minors prior to recording.