Resources
Here you can find all of the information that will help your student org create and execute the perfect event!
Our Event Planning Checklist provides students with a simple to-do list on how to create, fund, and market their events.
Visit the Event Registration (EvR) / Room Reservation (EMS) guide to learn how to register your club’s events. All student orgs must complete the Student Org Event Planner Training before getting access to EMS.
Please visit the Event Registration page to learn more about how to register your on or off-campus event.
The Student Org Events Panel is a weekly meeting that brings campus partners and students together to brainstorm and receive the approvals needed to have their events. Click here for more information!
The Associated Student Government Budget Committee (ASGBC) Funding Guide and Purchasing Guide provides students with the required information they need to make purchases and receive funding from ASG.
Please visit the Fundraising for Student Organizations guide for descriptions on what fundraising is and the different ways a student org can create one.
Review USD’s Food and Beverage policies to ensure you are in compliance for your events.
Please login to EMS to find the Service Agreement as well as the Performance Agreement.
Directions to campus:
To be sure that event attendees arrive on time, please provide them with the following link for directions to the USD campus.Reserving a parking spot/parking lot:
If you are interested in reserving a parking spot/lot for a special event of the university, visit EMS. Your request for a parking spot/lot must include the guest’s name, the requested location, date, and time (at least five working days in advance).Reserving a tram:
Trams can be reserved by calling x4599 . Your request must include the number of people, the tram destination, and the departmental charge number or other payment method. Reserve your tram a minimum of 14 days in advance. Trams cost $80/hour and must be reserved for a minimum of 2 hours. For more information on reserving a tram click here.Getting the word out on your event is crucial. In doing so, one must adhere to the following campus posting protocols:
- Adhering anything to walls, doors and/or floors in any way is strictly prohibited.
- Blue tape must be used to hang posters & banners.
- No flyers are to be posted on the ground.
- Banners may be hung by Missions Crossroads, Parking Structure, SLP Courtyard, and Maher Hall. Blue tape must be used to hang the banner. Take down your banner immediately following the event.
- Read below regarding the number of posters and locations for UC/SLP and Residence Halls (160).
- You must supply your own blue tape. You can purchase it at the Torero Bookstore.
- To post on the Kiosks or bulletin boards, your flyers must be approved by the UC Operations.
The following options should be considered for marketing your event:
Posters (Residence Halls and UC/SLP)
You can post up to five (5) posters in the UC and three (3) flyers on Kiosks. Flyers around campus are subject to each building’s policy. Post only where other posters are.
- Posting in the Residence Halls: Take posters to Residential Life, Missions Crossroads. Bring posters at least 4 days prior to the date you want them posted
- Be sure to review the flyer distribution guidelines for residence halls.
Marketing Supplies
Marketing supplies are available in the Creative Zone (SLP-302).
- Free Graphic Design Services: Request graphic design services.
- Banner Making Supplies (Paper and Markers). You will need to have your Campus ID available to use the supplies.
- Other services include: die cuts, self-service computer, copier services, balloons & helium, laminator, poster plotter, glue, exact knives, paper, and sandwich boards.
- Market your event on the Blue Buzz/ToreroLife: https://www.sandiego.edu/mypostings/.
- Add your event to the electronic signage in the SLP by emailing UCSLPdisplays@sandiego.edu.
- Get an article in The Vista student newspaper by calling x4714 or emailing Vista Publications at vista@sandiego.edu.
- Send a flyer of your organization's event with a description of the details of the event to usdinvolvement@gmail.com. An involvement consultant will be sure to add it to the Student Orgs Newsletter which is sent to all undergraduate students here at USD.
- Table Stand and Coffee Sleeves in dining areas.
- Social Media: Use Instagram and Twitter. The following organizations have accounts: ASG, Torero Program Board, Panhellenic, IFC, and the Creative Zone. Ask to post your event on their page.
Off Campus Publicity
- Call Public Relations at x4681 to notify them of the event and discuss the best method for publicizing
- Issue a press release, contact Public Relations at x4681 (public events only)
- Advertise in the Alcala View or in USD Magazine, call Publications at x4684
- Use Facebook and/or Twitter
- Use San Diego Reader free online postings
Refrain from hosting vendor/information tables on campus except in front of the UC/SLP and the KIPJ. Any fundraiser that involves an off-campus business or organization must be approved through Student Life Facilities (UC 210). Fees may apply.
Additional Marketing Ideas- Blue Buzz/Torero Life posting
- Consider marketing on Aromas Coffee Cups
- Use give-a-ways like candy, pens, toys with your event information
- Create a foam board
- Flyers, posters, 1/4 sheets
- Electronic Signage in the UC/SLP, School of Business, SOLES
- Contacting Professors or classes if the event relates
- Die Cuts
- Dining Services Table Stands
- Student Orgs Newsletter
Have the following information ready:
- Name of Event
- Date
- Time
- Location
- Sponsor
- Cost
- Target Customers
- On Sale Date
- Legacy Code
Ticket Options
Create your own and sell in the UC Box OfficeCreate a ticket with your event information (Who, What, Where, When, Why). Tickets should be copied on a bright color that cannot be copied and individually numbered. You should specify undergrad, graduate, law, faculty/staff and selling amount. To sell in the UC Box Office, you will need to have a detailed memo with the Ticket sale information, POETS (for the revenue), and length of sale. Contact the UC Ticket Office by calling x2727.
Learn how to sell tickets in the UC and the UC ticket office contract.
Jenny Craig Pavilion Creates Ticket and sells in the UC Box Office
The Jenny Craig Pavilion (JCP) can print tickets through its ticket program at a fee per ticket. In order to create the tickets, contact the JCP Ticket Office x7550. To sell in the UC Box Office, you will need to have a detailed memo with the ticket sale information, POETS Code (for the revenue), and length of sale.
Learn what services are offered by the JCP and the JCP Ticket Creation Form.
Learn about what films can and cannot be shown at USD in the Movie Viewings on Campus guide.
For non-Fraternity and Sorority Life (FSL) clubs, visit the Social Event Paperwork guide for details on submitting social event paperwork. For all FSL chapters, visit FSL’s Chapter Planning website for more details.
Have additional questions? Visit our FAQ's page.