Guidelines and Resources

Scheduling Guidelines

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.

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

Scheduling Protocol for Paseo de Colachis

Reservation requests for Student Commons lawn may be made by emailing universityscheduling@sandiego.edu. Once a Student Commons lawn request is approved, University Centers will assist with scheduling and campus coordination.

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.

Planning and Booking Your Event

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.

STEP 1: 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?

STEP 2: Request 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.

Based on available locations from your EMS WebApp search, select the space that best fit your needs.

Features, setup types, and images of individual spaces is 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.

STEP 3: 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 at https://www.meetatusd.com/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.

STEP 4: 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 the list of USD Building Schedulers.

Campus Signs and Postings

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.

Filming and Photography

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.

Electronic Marquee Guidelines

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 the Protocols and Standards for Electronic Marquees.

Co-Sponsorship Guidelines

Co-Sponsorship Form and Approval Process

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.

Continue to Online Form

Catering Guidelines

Catering

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.

Facilities Management Resources

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. Facilities Management Resources Guidelines

Set-up Styles

Available Room Set-ups
Auditorium Style	Conference Table	Open Square

Classroom Style	U-Shape	Banquet/Rounds

Weddings and Memorial Services on Campus

It is the policy of the University of San Diego not to allow private parties and/or wedding receptions on-campus.

Wedding Celebrations

Bride and Groom

Wedding ceremonies are only held on campus at Founders Chapel and The Immaculata. Founders Chapel may be scheduled for weddings by students, faculty, staff, alumni and trustees according to the norms of the Catholic Diocese of San Diego. Weddings are held on most Saturdays at 11 a.m., 2 p.m. and 5 p.m. Full guidelines may be found on the University Ministry website.

For ceremonies in the Immaculata Parish, visit:
http://www.sandiego.edu/immaculata/weddings/

For Weddings in Founders Chapel:
http://www.sandiego.edu/um/worship/sacraments.php

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 offered for the deceased.

Those in the campus community wishing to hold a funeral in the Immaculata may schedule in conjunction with the parish/diocesan guidelines and the approval of the Vice President for Mission and Ministry. 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. These are to be arranged through Campus Scheduling for a time at the close of the work day, generally open to USD community, in an appropriate setting, and usually within an hour time-frame. Costs assumed by the University for these events should be modest. These receptions are not meant to be the formal public funeral or memorial service, but rather to help our USD family remember the deceased and to support the family. Human Resources, Counseling Center and University Ministry will also be available for grief counseling as needed

Amplified Sound Policy

Amplified Sound

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.

Popular USD Searches: