Part 1: Event Organizer Timeline & Planning Checklist
Planning a successful campus event requires advance preparation and adherence to university policies. For large-scale events (over 75 attendees), co-sponsored programs, or external guests, please start your planning early to connect with your designated Tier 1 Campus Scheduler:
Tier 1 Scheduling Contacts by Campus Zone
- West Campus Events: Jeff Hugger (jhugger@sandiego.edu)
- East Campus Events: Manija Raofi (mraofi@sandiego.edu)
- Athletics Venues & Facilities: Josh Lewis (joshlewis@sandiego.edu)
1. Conceptualization & Initial Setup
- Define Your Core Details: Identify your event’s purpose, title, and target audience (Undergraduates, Grad/Law, or Residents).
- Select Dates & Times: Pick a primary date/time along with an alternate option in case your first-choice space is unavailable.
- Determine Space Needs: Estimate total attendees, ticket costs (if any), program activities (speakers, video, live band), and desired room setup (tables, chairs, stage, podium).
- Submit Your Request: Submit an Event Reservation (EvR) form early. Larger or more complex events require extra lead time for review.
2. Logistics, Food & Rules to Know
- Catering Cutoff: All campus catering or external food vendor requests must be finalized at least 14 business days prior to your event.
- Food in Classrooms: If serving food in an academic classroom, you must declare it on your reservation. All trash must be carried out to hallway or outdoor dumpsters to avoid venue suspension.
- Amplified Sound Policy: Keep music and speakers at a conversational volume. Sound must be turned down immediately if neighboring academic classes or activities are disrupted.
- Facilities & Setup: Equipment like extra tables, chairs, staging, Public Safety, or parking access must be requested in advance through your booking form.
3. Marketing & Promotion
- Print & Design: Request promotional graphics via the Free Graphic Design Request Form and adhere to on-campus signs and posting protocols before distributing posters and flyers.
- Digital & Campus Media Channels:
- UC/SLP Electronic Signage: Submit the UC/SLP Digital Request.
- Student Orgs Newsletter: Email usdinvolvement@gmail.com.
- The Vista Newspaper: Email vista@sandiego.edu.
- Entrance Electronic Marquees: Submit the Marquee Request Form.
- Outreach & Engagement: Ensure your marketing promo matches the information on your reservation for transparency.
4. Weekend Event Reminders & Emergencies
- Friday 4:00 PM Cutoff: All resource, custodial, and room temperature control requests for Saturday or Sunday events must be finalized in the system before 4:00 PM on Friday.
- Weekend Support: Online request portals are not monitored over the weekend. For immediate facility emergencies (such as leaks or lock issues) during a weekend event, contact Public Safety directly at (619) 260-2222.