Frequently Asked Questions

How do I find information about a person on campus?
What are the hours of operation?
How do I find out information about an event?
How do I hang a sign on certain campus locations?
How do I arrange catering for my event?
When should I fill out my request form?
My event is less than a year away, but Scheduling told me they can't book it yet. What does that mean?
When is it "too late" to submit a request for a space?
Do I have to fill out an online request form to book an event on campus?
Are there dates/times when Classrooms are not available to be booked?
When can I book classroom spaces during these restricted weeks?
How much time needs to pass between events in the same room?
Can I book an event over a University Holiday?
When should I send out invitations to my event?
How do I order food for my event?
Is someone available to run the audio visual equipment for the entirety of my event?
What if I need AV help, but not for my whole event?

How do I find information about a person on campus?

Find People: This search engine allows you to search faculty/staff and students by name, email, extension or department. It will give you the person's full name, email address, extension, location of office and position.

What are the hours of operation?

Offices are generally open 8:30 a.m. - 5 p.m., Monday through Friday, with the exception of holiday breaks. Each department, store, dining area, and athletic facility has its own specific hours of operation; call Information for details (619) 260-8888. The Sports Center offers an up-to-date hotline for open pool and gym hours (619) 260-4601.

How do I find out information about an event?

Campus Scheduling has information for all scheduled campus events regarding time, location, event name and sponsoring department. For an agenda, event detail, ticket information and questions or comments, contact the sponsoring department directly.

How do I hang a sign on certain campus locations?

All signs must be approved in the University Center Operations & Special Events office located behind the Information Desk in UC210. You are allowed 5 stamped and approved signs. Restrictions apply; call 619-260-8888 for details.

How do I arrange catering for my event?

First, you must reserve space for your event. Banquets & Catering department, as well as Dining Services, are the exclusive caterers of the University. If you are an on-campus group or your event is being sponsored by an on-campus group, complete a request form or have your liaison complete a request form well ahead of time by visiting Banquets & Catering . If you are an off-campus group, contact your event coordinator to make arrangements. Completed orders are due no less than 10 working days before your event.

When should I fill out my request form?

University Scheduling never books more than a year in advance and does not keep a waiting list. Generally, the calendar for the upcoming academic year opens the first week in May the spring prior. Classrooms are booked one semester in advance. No waiting list will be kept and early requests will not be accepted. Dates to reserve a classroom are as follows: fall reservations can be requested the first week in April prior, spring reservations December 1 prior, Intersession August 1 prior and summer February 1 prior.

My event is less than a year away, but Scheduling told me they can't book it yet. What does that mean?

For scheduling purposes, the calendar year is split in two: the regular school year (fall and spring semesters) and summer. Events for summer cannot be booked until the Summer Conferences office has finalized all of their contracts. Bookings for summer events typically begin around February 1st.

All paperwork is processed on a first come first serve basis, so please submit paperwork as soon as you have a date in mind. If the University Scheduling Office is unable to process your request at the time you submit it, we will hold onto it in our pending folder and let you know when we are able to book it.

When is it "too late" to submit a request for a space?

Generally, 72 hours in advance is the required amount of time to reserve space on campus. This allows our office time to process your request and book the appropriate setup for the space. For larger events, please contact University Scheduling, as large events will need more than 30 days to plan and execute.

Do I have to fill out an online request form to book an event on campus?

Yes, all space and equipment requests must be submitted via an online request form. Email and phone call requests will not be accepted. Please complete the Virtual EMS online form.

Are there dates/times when Classrooms are not available to be booked?

The Registrar's Office places a hold on all classroom spaces during the first two weeks of the fall and spring semesters as well as the first week of each summer session (I and II). Classrooms may not be booked during regular class hours (M-TH 8 a.m. - 10 p.m., Fri 8 a.m. - 5 p.m.) for any date until the semester has progressed beyond these initial weeks.

When can I book classroom spaces during these restricted weeks?

  • Tuesday/Thursday from 12:15 p.m. - 1:25 p.m. (Dead Hours when no classes are in session)
  • Saturday/Sunday
  • Monday-Thursday after 10 p.m.
  • Friday after 5 p.m.

How much time needs to pass between events in the same room?

In a meeting room where setup styles can be rearranged (i.e. there is more than one type of arrangement that can be setup in the space), we require a minimum of two hours in between events. In a meeting room with an "as-is" setup, meaning furniture/equipment can not be rearranged, a minimum of 30 minutes in between events is required.

In a classroom space, a minimum of 10 minutes in between events is required.

Can I book an event over a University Holiday?

Typically, no. The only events that can be scheduled over a University Holiday are Religious Services and University Athletic Games. Because the University is closed due to the holiday, no events can be supported on campus.

When should I send out invitations to my event?

No event is confirmed until you receive an email confirmation from the event scheduler with an event confirmation number (example: 2012-AAABCD). The confirmation will come as an attachment from the University Scheduling Office and will list out all confirmed space and equipment for your requested event. Do not send out invitations until you receive this confirmation as spaces that you request may not be available. The confirmation ensures that space is booked for you.

How do I order food for my event?

All food for catered events on campus must be booked through USDCatering. Please email, call or stop by their office:

E-mail: USDcatering@sandiego.edu
Phone:(619) 260-4560
Fax:(619) 260-4741
Hahn University Center 137
Office Hours: Monday - Friday 8:30 a.m. - 5 p.m.

Is someone available to run the audio visual equipment for the entirety of my event?

Yes, please contact the event scheduler you will be working with. There may be a cost per hour associated with this request. Please note on your form if you would like a technician present. The Event Scheduler will email you the confirmation of your event and will include the amount to be charged. A request for your department's budget will be needed upon booking.

What if I need AV help, but not for my whole event?

If you would like help with an audio visual setup, but do not need a tech for the entirety of your event, one can be scheduled for you, free of charge, for the first 15 minutes of your setup. Please note on your online form if you would like a Technician present at your event. If you need emergency assistance at your event because AV equipment is not working, please call us at x82878 and we will send someone over immediately.