For those who are planning an event that falls outside of our purview, we have compiled a helpful list of resources that will help make your event a resounding success. The following are all important components to hosting an event at the University of San Diego and should be used as a point of reference.
Event Planning Resources
Specific guidelines for scheduling and use of campus facilities are available through University Scheduling. Find campus calendars, information about various USD venues, guidelines and procedures, and more on the University Scheduling website.
University of San Diego faculty and staff must use Virtual EMS to check on location availability and to request a room location or resources such as parking, tables/chairs and other equipment. All faculty/staff are encouraged to attend training for Virtual EMS.
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. The event must be open to the university faculty, staff and/or student. Co-Sponsorship Criteria and Guidelines must be met prior to submitting the online form.
If you are an external guest and you wish to hold an event or conference at the University of San Diego, please complete an external guest form.
USD Venues:
- In addition to classrooms, lecture halls and auditoriums, USD offers several attractive and versatile meeting venues that are available on a rental basis.
- For internal requests, please visit Virtual EMS Webapp.
- For external guests, please complete the External Guest Form.
- Campus Map
If you would like to request President Harris, the provost, deans or top administrators to attend your event, contact their office directly. All contact information can be found using the campus directory. Exception: If you are in the University Advancement Division, please submit a President Participation From to Lisa Fernandes at lisaf@sandiego.edu.
If President James Harris is attending your event and you would like the Alcalá Club students to assist, please fill out the Request Form.
All University facilities are generally available to all segments of the University community for University-related uses. In some cases, the university leases its facilities to outside organizations and groups. See policy information online.
USD Facilities Management (FM) has a limited supply of resources (tables, chairs, trash cans, etc.) for event use. These resources are reserved through the Event Management System (EMS) WebApp and can be scheduled for delivery/pick-up during Facilities Management's normal operating hours 6 a.m.-2:30 p.m.
USD Catering is proud to be the exclusive caterer for the university community and its guests. Please visit the catering website for current menu offerings and pricing.
The use of outside caterers is permitted only upon approval. You may submit such requests to the catering office: Hahn University Center 137. USD departments may pick-up food from an off-campus store or restaurant for an event within the following guidelines.
- All outside catering should be procured using a Purchasing Card or T&E Card. Save all receipts and submit a Purchasing Card Log or Employee Expense report directly to Accounts Payable. The cost of external food is $300 or less. No raw or unprocessed foods. No foods requiring refrigeration or heating to maintain proper food safety temperatures.
For additional assistance, please call (619) 260-8811 or email usdcatering@sandiego.edu.
Parking Services offers a variety of parking options for on-campus events. To check, parking availability, please visit the EMS website. For your convenience, parking reservations and signage requests can be attached to an existing event reservation.
For additional information about parking options and fees, contact Parking Services at (619) 260-4518.
If you think your event will require public safety personnel, please contact the Department of Public Safety at (619) 260-2222.
If your event requires tram services from a parking structure on campus or to assist with transportation between multiple venues, tram(s) can be reserved by following the special event tram request procedures.
The marquees are to be used for event promotion, community awareness, and parking management. Only USD Departments and registered student organizations may submit requests to post information on the marquees.
For more information regarding signs and postings, please read the Protocols and Standards for Campus Signs and Postings. To post information regarding your event, please fill out the Marquee Request Form.
Digital Media: Video publishing options, video conversion request, video editing request, video production request, Media Lab information and computer station reservations.
Equipment Checkout: Reservations, guidelines, and pricing guide for equipment checkouts for academic and non-academic needs.
Graphic Design and Printing: General Information on Graphic Design services.
University Copy: can assist with the creation of name tags that provide the information necessary for your event while maintaining the university’s branding practices. Name tags should be ordered through Office Depot, which provides all stationary products for the campus community. Name tags should provide the information necessary for your event while maintaining the university’s visual identity.
Signage: University Copy can assist you with the creation of indoor/outdoor signage for your event that meet your specific needs while upholding the university’s branding practices.
Contact the University Marketing and Communications team to learn ways to promote and publicize your event such a social media, videography, photography, media release, publications, etc.
The MyPostings System is a database that contains news and events that are displayed throughout the USD website. Log into the MyPostings system to post your event.
University Marketing and Communications Creative Services team for assistance in creating your printed event collateral such as postcards, save the date, invitations, posters, email marketing, and programs. Submit a Project Request Form (PRF) for all new projects.
Vendors and Contractors On Campus: Prior to commencing any work, a vendor or contractor who performs work on campus shall provide proof of insurance coverage in the amounts and types required by the University. Current requirements are available through the Risk Management web site (see Vendor Insurance Requirements). Any vendor or contractor who performs work on campus is expected to comply with all University policies and procedures that apply to outside vendors or contractors, as well as all University policies and procedures that apply to the specific work performed.
The Procurement Services department is to establish and administer purchasing practices and procedures, institute necessary reports, arrange and approve term contracts, consolidate purchases of like or common items, and generally obtain savings for goods and services for the campus community. The University of San Diego is subject to and complies with all applicable laws and regulations governing purchasing practices. Procurement Services has the final responsibility for obtaining prices and conditions of the sale for all purchases and contemplated purchases by the University of San Diego. See Procurement Procedures for further information and direction.
Sponsorship:
- Learn more about USD’s Corporate Partnerships program and our many partners.
- For assistance on creating a sponsorship package, reach out to Derek Legg, Corporate Partnerships Manager, at dlegg@sandiego.edu
USD Branding Standards:
- Contact the University Marketing and Communications team for any questions regarding USD brand standards. Review USD’s guidelines for all USD communications.
Weddings and Memorials:
If your guest list includes out-of-town guests who require hotel reservations, please be aware that the University of San Diego has a partnership with Bartell Hotels. For information about this partnership or a list of options outside of San Diego, visit bartellhotels.com/usd.
Protocols and Procedures
The USD Policy Manual is intended to provide students, faculty, administrators, staff, and any other members of the University community with the University’s current policies.
Office of Accounts Payable is responsible for processing and distributing payments for university business-related services and expenses such as issuing invoice payments to vendors/suppliers, reimbursements, one card, and per diem rates.
Cashiers Office responsibilities include accepting and depositing all payments made to the university, cashing checks, distribution of payroll checks and processing petty cash requests.
The Risk Management unit is responsible for protecting people, the environment, property, financial and other resources in support of the University of San Diego’s teaching, research, outreach and student services. USD organizations do not need proof of insurance to host events on campus. They are covered by the university. The one exception to this is the Greek Organizations who are insured through their national chapters.
When USD co-hosts events or allows outside organizations to host events on campus, the outside organization is required to provide a certificate of insurance for commercial general liability insurance naming USD as an additional insured. In a co-host situation, the outside organization usually will require the same from USD. Visit the risk management page for more information on acquiring certificates of Insurance.
USD Catering is the exclusive caterer for the university community and its guests. USD Catering provides service at all indoor and outdoor locations throughout USD, including conference rooms, foyers, classrooms, offices, lawn areas and athletic fields. Learn more about their menus, services, and more on their website, meetatusd.com. You can also find produces governing the service of alcoholic beverages at events on campus.
Procurement Services provides guidance for the purchase of goods and services to ensure the appropriate use of University resources to further the University's mission. The office promotes supplier diversity and sustainable business practices that limit our environmental carbon footprint.
For information on USD contracts and vendors, how to set up a supplier, competitive bid policy, sole source justification, please visit the Procurement Services website.