Planning an event can be complicated and arduous. The information on this page is designed to make the event planning process as easy as possible. Student organizations are encouraged to check out the Tips for Planning an Event student page for student organization-specific planning tips.
Identifying the Appropriate University Partner
All events associated with an organization outside the USD School of Law must be coordinated with University Events and Partnerships, not with the USD Law event services team. This includes co-sponsored events, events that include outside groups or organizations, and any non-USD Law affiliated events. Information to get your event approved with the university can be found here.
Selecting a Date
Well-attended events add value in terms of money spent and development of favorable impressions of the law school and law school community. Prior to planning any event, you should check the law school calendar and consult with the Program Manager about potential date(s) for your event.
Factors to consider:
- Avoiding/minimizing conflict with:
- Other law school events
- Academic calendar
- University holidays (no campus resources will be available to support your event)
- University events (which may limit availability of parking and campus resources)
- San Diego legal community events (large conferences, events, awards dinners, etc.)
- Availability of the target audience
- Availability of the dean, if desired
Parking
The Main Parking Structure is the closest publicly available parking option for Warren Hall, the Pardee Legal Research Center and Guadalupe Hall. The West Parking Lot is the closest publicly available parking option for the USD Legal Clinics. Event organizers may offer to cover the parking fees for select guests, and in some instances, all guests.
Catering
The University of San Diego provides catering services for events. Event organizers should work directly with Catering to submit their order and to ensure the order arrives. The requester is responsible for "day of" supervision (calling Catering if the order does not arrive, is incorrect, etc.). If event is on the weekend, the requester will also have to remove food waste/trash to an outside trash can outside of the building after the event (for small events only) or arrange in advance for a custodian/contract worker to work that day.
Booking a Space
Event organizers are responsible for booking their own event spaces. All room reservation requests must be made through the university's Event Scheduling System (EMS). Reservation requests must be made at least 72 hours in advance of the event. Additionally, if your event will involve alcohol, the Alcohol Request Form must be submitted 14 days before the event.
Request MCLE Credit
The USD School of Law is a State Bar of California approved MCLE provider. You may not publicize that your event qualifies for MCLE credit prior to receiving approval from the MCLE coordinator. To request MCLE credit for your event, please submit the following to the MCLE coordinator as soon as possible and in no later than two weeks prior to your event:
- Title and brief summary of each session for which you are requesting MCLE credit.
- Event agenda, including start and end times for each session. Include specific start and end times for any introductions, Q&A sessions and breaks.
- Name of and biography/resume for each speaker. Please also include contact information for all speakers.
- Copies of any planned promotional materials. If the event includes PowerPoint presentations, please also include those.
- Copies of any written materials to be provided to participants. The State Bar of California requires that relevant and substantive written materials be made available for all sessions lasting 60 minutes or longer. You may provide the materials to participants either in advance of or during the program. Any materials made available online must continue to be available online for at least 30 calendar days following the event. Materials provided to request credit may be in draft form.
If your event qualifies for MCLE credit, the MCLE coordinator will provide you with the specific language to be used in your promotional materials and the required forms you will need for the day of your event.
Request Dean's Participation
If you would like the dean to speak or be a guest at your event, contact the Program Manager. Be as specific as possible in terms of talking points, times needed and event logistics.
Promotion
Printed Pieces
If your budget allows for design fees, printing costs, postage and mail house fees, the Office of Communications can assist you with printed save-the-date cards, invitations and programs. Significant lead time is required for printed pieces. You may also print more simple and inexpensive programs using University Copy.
The Docket
To streamline communications to our law school alumni, the Office of Development and Alumni Relations requests that you market your event to alumni primarily through the monthly newsletter, The Docket.
Sidebar
Sidebar is a weekly e-newsletter sent to all students every Monday morning during the academic year to promote events for the upcoming two weeks. Submissions must not exceed 55 words and must include a contact name and email address. Submissions must be emailed by noon Thursday for inclusion in the following week's newsletter.
Events calendar
Use the MyPostings system to post your event to the applicable law school website calendars. You will need to log in with your MySanDiego username and password to access the form to post an event. Event postings submitted through MyPostings will have to be approved by the School of Law Office of Communications.
Legal Community Calendars
The San Diego County Bar Association (SDCBA) maintains a legal community calendar on its website. You may submit an online request to post a non-MCLE event to the calendar. Postings are made at the discretion of SDCBA.
Other Campus Services
Printing
The University of San Diego’s University Copy provides printing services on-site. Printing services include poster printing, pamphlets and brochures, bound booklets and more. Contact University Copy to place an order for any printed materials that your event may require.
Assets
The School of Law has a limited number of tables and chairs available for use at law school events. Assets include:
- 8 large round tables that seat 8
- 8 belly bars
- 30 matching chairs
Request additional assets through the USD event reservation site.
Tech Support
The University of San Diego’s IT support staff provides free tech support for the university. Contact Media Services for all of your event’s technology needs.