Planning an Event
Please view the Graduate Student Organization Event Checklist to help you get organized and plan your 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. To register a new organization, so the Graduate Student Organization Registration Guide. We also encourage you to visit the Graduate Student Organization Resources page.
Tips for Graduate Organization Events
All events and meetings must be registered through VirtualEMS.
- First, be sure to check the Online Campus Calendar* to see when/where the most convenient time/place is for your event – Scheduling Calender. 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 the process of reserving a space. All registered Graduate Student Organization 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.
You can confirm the status of your On-Campus EvR or change an existing EvR’s content by logging back into VirtualEMS. If you face technical difficulties or have questions, you can contact gradlife@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.**
Graduate Student Organizations can request funding from the Graduate Student Government (GSG) for events. Please submit your request form to the GSG at least 30 days in advance.
Learn more about the full GSG funding request process and how to submit a request form on the funding request page.
If you are having USD Catering at your event, you will need to submit a Catering Request Form (you must submit your VirtualEMS form first). A final completed work order form is due to the Catering Office a minimum of 10 business days prior to your event date.
The Alcohol Request Form is required for any event on campus where alcohol will be served and a targeted audience is students.
- 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 thr date of event. You may intercampus this form to UC 232, or you may fax to 619-260-4610 or email deanofstudents@sandiego.edu.
If you are hosting an event off-campus or an event that may have some risk (i.e. a bonfire, hike, etc.), please ensure that all participants complete a liability waiver. If you have questions about when it is appropriate to use a liability waiver, please reach out to gradlife@sandiego.edu.
Common Marketing Platforms
- Flyers
- Social Media
- Grad Life Connect
- MyPostings
- Personal Emails
- Word-of-Mouth
- TVs in UC/SLP
- Tabling
Marketing How-To
The Grad Org Resource page has information on how to market your event, including steps for submitting your event to Grad Life Connect and MyPostings (the event marketing platform for USD websites).
Additional tools you may want to consider are:
- Canva for creating flyers and other graphics and docs
- befunky for photo editing
- The 7 Best Free Social Media Management Tools
- Graphic Design 101
Once your organization is fully registered, you can also watch the Grad Org Training video (located in the Shared Google Drive that all executive grad org members receive access to once they are a registered organization) to learn more about marketing tips.
Posting Flyers/Banners/A-frames
- To submit a posting for the digital displays located throughout the UC and the SLP, please fill out the appropriate information to the left. Please note that all student groups MUST complete an Event Registration and Approval Form found on the Student Leadership and Involvement Center website if you are planning on hosting an event that is approved by USD. Please review our posting policy for more details.
- Check out this webpage for more information: sandiego.edu/ucslp/displays