The information on this page will guide you through USD scheduling guidelines including filming and photography on campus, our electronic message board (Marquee), signs and protocols for marketing your event as well as service provider guidelines (catering, facilities management). Through these resources, we hope your meeting and/or event will be remarkable.
All University facilities are generally available to all segments of the University community for University-related uses. The University likewise leases its facilities at times to outside organizations and groups.
Academic uses take precedence over all other uses of campus spaces which are traditionally used for academic classes. These spaces are defined as lecture rooms, laboratories, sports fields, theatre stages, etc. Spaces for academic use are scheduled yearly during two major periods. The first of these is mid-Fall semester for Spring classes. The second is during late Spring and early Summer for Fall classes. For additional information on academic scheduling, visit the Campus Space web page.
Scheduling of non-academic events in classrooms begins December 1 for the following Spring and May 1 for the following Summer/Fall.
Priority in the event of a scheduling conflict is as follows:
- Academic use
- Administration, faculty and student sponsored events
- University-sponsored events involving outside persons
- Rental of facilities to outside organizations
Paseo de Colachis Student Commons Lawn: Event Request Protocol
The Paseo de Colachis Student Commons Lawn is a shared community space dedicated to events that serve the entire student body. Approval is contingent on event suitability, alignment with lawn use guidelines, and campus operational considerations. To ensure appropriate use and campus coordination, all event requests must follow the guidelines below:
- External guest events are not permitted on this lawn.
- Requests must be submitted at least 30 days in advance.
- The lawn is closed May through August.
- All requests will be reviewed collaboratively by University Scheduling, Facilities Management, and the event planner.
- After the Paseo de Colachis lawn request is approved, the Hahn University Center Scheduling office will coordinate event details and support.
Student organizations must first submit an Event Request (EvR) for their event. Once completed, students may email universityscheduling@sandiego.edu with their EvR reservation number for approval. Once a Student Commons lawn request is approved, University Centers will assist with scheduling and campus coordination.
University departments may request the Student Commons lawn by emailing universityscheduling@sandiego.edu. Once a Student Commons lawn request is approved, University Centers will assist with scheduling and campus coordination.
Other Outdoor Spaces
Patio spaces on Paseo de Colachis may be requested for events Monday-Friday 12pm-2pm, through the Event Management System (EMS) WebApp, by logging in with your USD login. Limited resources may be added to these locations.
Academic classes may be scheduled in the Colachis classroom on a first come first serve reservation by emailing nkuelbs@sandiego.edu. Maximum capacity for the outdoor classroom is 25. No resources can be added to this space.
The University of San Diego is committed to advancing customer service by providing faculty, staff, and students a central place to request spaces on the USD campus. The following steps will help to guide you through the process of planning for your event and using the EMS WebApp, the Event Management System, where you will find everything you need to make your event a success.
Determine When and Where You Want to Have Your Event
- What date and what time?
- How many attendees?
- Do you have a preferred location?
- What room setup are you envisioning?
- Do you need catering?
- Do you need other resources such as a projector, podium, or a specific type of table?
- Do you need parking or tram service?
Select Your Desired Space via the EMS WebApp
- All faculty and staff and approved student leaders of recognized student organizations have access to the EMS WebApp to request space for meetings and events.
- EMS Web App Quick-Reference Guide
- Based on available locations from your EMS WebApp search, select the space that best fits your needs.
- Features, setup types, and images of individual spaces are available on the EMS WebApp by clicking on the name of a location. Some of the university’s larger event spaces can be viewed by visiting our Gallery of Venues web page.
- For training or assistance with the EMS WebApp, please contact University Scheduling at universityscheduling@sandiego.edu.
Input Details Regarding Your Event & Submit
Complete necessary details and communicate all your event needs via the EMS WebApp and submit the form once it is completed.
- Catering is available for some spaces. Select this resource in EMS and also contact USD Hospitality Services online or by calling (619) 260-8811.
- Facilities Management can provide furniture and setup for many spaces.
- Public Safety is available to unlock spaces as needed.
- Tram Requests can be made through a separate EMS template.
- Parking reservations for invited guests are requested through Parking Services' Reserved Parking Space Request Form. Contact parking@sandiego.edu with questions.
Look for Event Confirmation Via E-mail
The appropriate building scheduler will contact you by e-mail within 72 (business) hours upon receiving/reviewing your request.
Please note that some spaces have special rules/operational costs. You will be notified if the space you selected falls into this category. A request for a particular space does not guarantee a reservation for that space. Reservations will be based on availability and set-up needs. If you have questions about specific locations or set-ups, you can contact the appropriate building scheduler from this list of USD Building Schedulers.
Policy for Faculty
As an academic institution of higher education, the University of San Diego is committed to creating and maintaining an environment in which a variety of ideas can be reasonably expressed, discussed and critically examined. To that end, students and employees may engage in assembly on campus in a peaceful manner, in accordance with the requirements set forth in this policy.
Policy for Students
Student Organization Event Planners must refer to the Student Organization Handbook (page 15) for the process of requesting an assembly. Access the assembly request form here.
The university takes pride in its Spanish Renaissance architectural heritage and beautiful grounds, which reflect campus tradition and values. Flyers, posters, and signs are frequently used to publicize events, but their proliferation can negatively impact the environment as well as detract from the beauty of our campus landscape. Individuals are urged to use sustainable materials and consider electronic media to reduce these impacts. The following protocols are intended to establish a balance between desire for publicity and USD’s commitment to a sustainable environment.
These protocols apply to all student, faculty, and staff postings on the USD campus. Promotional materials are allowed only for events which have been approved by Associated Students or a recognized student organization, Student Affairs, or USD administrative office. Postings within the college or a school must be approved by the appropriate dean’s office or an appointed advisor.
Outside organizations or parties that host events on campus may post printed material relating to the event on university property only if doing so is permitted in the party’s contract with USD or is otherwise approved in writing by the appropriate university liaison to the outside organization or party. Any such posting must comply with these protocols. All other postings by outside organizations or parties must be submitted to Student Affairs for approval and permitted locations.
For more information regarding signs and postings, please read the Protocols and Standards for Campus Signs and Postings.
The University of San Diego's stunning campus makes it an ideal location for spectacular photography and video. The University Communications office can help facilitate and manage those interested in coming to campus to film or photograph.
You can find more information by visiting the University Communications page on Filming and Photography on Campus.
The electronic marquees located at the Main and West entrances to campus 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.
A request to post information on a marquee must be made in connection with an event that has a planned attendance of at least 50 people. In addition, the request to post information on a marquee must be made in connection with an event that is open to the entire USD community or an event that is co- sponsored by USD. A department or registered student organization may request the posting of general USD community information on a marquee; however, such information will be posted only on a space-available basis.
To post information regarding your event, please fill out the Marquee Request Form.
Note: You must be logged into the USD local network to fill out the request form above.
For more information regarding the marquees please read University Design's Protocols and Standards for Electronic Marquees.
For information on other methods of marketing your event visit, the USD Marketing and Promotional Channels webpage.
What is 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. Co-sponsorship is appropriate when there is a clear connection with, or a contribution to the university. It is intended that the educational mission of the co-sponsoring university department or university organization will be enhanced by the event. The university constituents value the opportunity for programming a co-sponsored event. The event must be open to the university faculty, staff and/or student.
Co-Sponsorship Application
The following six Co-Sponsorship Criteria and Guidelines must be met prior to submitting the online form:
- The university constituents must have significant participation in the activity or event. Examples include: being onsite the entire time the co-sponsored group is on campus for their event and being the sole point of contact on event day between the University and the co-sponsored group.
- All event publicity must list USD's sponsoring department in comparable size and status as the outside organization. USD logo must be approved in advance of printing and marketing the materials. Please contact University Publications for more details.
- The sponsoring organization/department become the sole university contact for the group. All requests of the University (e.g. scheduling, facility set-up, catering contract, Department of Public Safety, Parking Services, etc…) must be made and approved by the University scheduler.
- For all co-sponsored events where the university is collecting funds: all money to be collected (through ticket sales) is to be collected by approved cash handling venues in the University (UC Ticket Office, JCP Ticket Office) at pre-established costs. The University will disperse the collected funds to the co-sponsored group. Department POETS code must be submitted to the University scheduler prior to the date of the event.
- Any exceptions to the above items must be approved in writing by the designated University authority.
- Co-sponsorship forms must be submitted and approved no less than 30 business days prior to the scheduled event date, or prior to the event being booked.
All USD-catered services will be provided by the University's Hospitality Services Department. Exceptions for outside caterers must be approved by the Director of Dining Services.
Contact Dining Services for a complete policy statement.
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 6:00am-2:30pm.
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Classroom Style |
Conference Table |
Open Square |
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Auditorium Style |
U-Shape |
Banquet/Rounds |
It is the policy of the University of San Diego not to allow private parties and/or wedding receptions on-campus.
Wedding Celebrations
Wedding ceremonies are only held on campus at Founders Chapel and The Immaculata. Founders Chapel may be scheduled for weddings by students, faculty, staff, administrators,alumni and trustees according to the norms of the Catholic Diocese of San Diego. Weddings can be scheduled on most Saturdays at 11 a.m., 2 p.m. and 5 p.m. Members of the clergy presiding at weddings and other Sacraments in Founders Chapel must be registered with the Diocese. Full guidelines are available on the University Ministry website. The Immaculata is also available for weddings in accord with Diocesan and Immaculata guidelines that can be found on their website.
The University does not host wedding receptions on campus.
For ceremonies in the Immaculata Parish, visit:
https://www.theimmaculata.org/weddings
For Weddings in Founders Chapel:
http://www.sandiego.edu/ministry/worship/sacraments.php
Baptisms
The Catholic Sacrament of Baptism can be scheduled in Founders Chapel by students, faculty, staff, administrators, alumni and trustees. These are scheduled based on the availability of the Chapel.
Memorial Tributes for Deceased Members of the USD Community
Funeral or memorial services are not held in Founders Chapel. When a student, faculty, staff, trustee or member of their family dies, a regularly scheduled weekday Mass may be designated for the deceased.
Those in the university community wishing to hold a funeral in The Immaculata may schedule in conjunction with the parish and according to the Diocesan guidelines with the approval of the Vice President of Mission Integration. Generally, funeral rites are held in the parish or faith community of the deceased.
The university does not host private funeral receptions on campus.
When a student, faculty, staff member or trustee dies, the practice of holding a non-liturgical tribute and reception in memory of the deceased is recommended. The primary purpose of these gatherings is to support our USD community members who are grieving and to support the family; they are not intended to be the formal public funeral or memorial service for the deceased.
These tributes are to be arranged through Campus Scheduling, typically toward the end of the work day. Hay are generally open to USD community, held in an appropriate setting, and usually last from 60-90 minutes. Costs assumed by the University for these events should be modest. The Counseling Center and other wellness professionals, the University Ministry team and Human Resources can be available to provide support and counseling as needed.
Amplified sound is only allowed on campus in limited locations and with prior approval for organized events. No amplified sound is allowed in the UC/SLP area Monday-Friday except between 12pm-1pm. Please contact the appropriate building coordinator/scheduler to make advance arrangements. During finals week and law school finals, no amplified sound is allowed outside on campus. The policies of the City of San Diego on disturbing the peace are in effect 24 hours a day, with lower thresholds for police enforcement 10PM–6AM. Please contact the USD office of Community & Government Relations for more details on these local laws.