Event Tips & Best Practices

How do I request an event?  

Faculty, staff, or student workers can request an event through the Event Request Form. Please be sure to have the event information ready to go to request.   

Also note, we recommend using “attendee” for those attending, and “guest” for those you  are coordinating to join from outside of USC to be part of your event.  

How far in advance should I submit an event request?  

To put on high quality and well attended events it is recommended to follow these timelines: 

2 weeks for small events (example: 10-12 people for lunch in a conference room)
6–8 weeks for larger events (example: 20+ people, including 1-2 meals, guests or visitors)
6+ months for conferences or high-profile speakers (example: full day of 100+ attendees with presentations and several guests)

Examples of information I may need before submitting a request: 

Event title 
Date/time preferences 
Expected attendance 
Any guests
Travel dates/needs
Funding source 
Catering needs 
AV requirements 
Accessibility accommodations 
Faculty point of contact 

What types of support does the Hub provide?  

Room reservations and venue coordination
Communications and promotion
RSVPs
Event logistics 
Catering coordination 
AV/Tech coordination
Liaise with Business Office 
Vendor coordination
Support with guest travel, coordination, and presentation intake
This includes producing and sharing guest information itinerary
Parking for guests
Day of support

I am a faculty member, what is my role as the faculty host? 

Pre-approval form
Approve invitations and marketing 
Approve budget
Provide guest and speaker information 
Confirm final agenda 
Attend the event 
Serve as the primary contact 
Help recruit other faculty when needed

What types of spaces can we reserve?  

There are several types of spaces to reserve at USC and it is important to note that policies and procedures to reserve them may vary. Options are, but not limited to: 

Department managed spaces (example: department conference room) Usually free and booked within department by a Hub staff member. Please contact your Hub for a list of department managed spaces.
Classroom Scheduling managed spaces 
USC spaces
Outside of USC Venues 

For a list of options and information please visit the Venue Info page under Planning Resources on this site

How are events paid for? 

Work with your Hub to determine each payment as the processes can vary depending on the good or service. The Hub team processes payments and coordinates with the greater Administration and Finance team of Dornsife. 
 

How are events promoted?  

Department newsletters 
Digital signage 
Social media 
Calendar listings 
Email announcements 
Physical flyers

What if I need to change or cancel my event?  

Let your Hub team know as soon as possible so they can coordinate and assist as needed. 

Best Practices for Day of an Event 

What may the Hub do on the day of an event?

This depends on the size and needs of the event. Here are some examples of what Hub staff may help with the day of an event:

Room set-up
Check-in
Greet guests and direct as needed
Meeting and coordinating with vendors
Technology set-up (including streamlining any guest presentations and hold slides)
Receive and set-up catering, maintain food areas when needed
Put in requests for any issues including temperature control, technology assistance
Catering breakdown
Room breakdown

What may be expected of the event requester on the day of an event? 

Please coordinate with Hub staff the time of your arrival, and check-in with any agenda or “run of show” plans the Hub team may have. Other items that may be expected: 

Coordinate with any of the guests to ensure they know where to go
Commence event and/or conclude event
Help make announcements when needed (example: “lunch will be served at 12:00 and there are vegan options available”)
Keep any receipts that you may incur for any out-of-pocket expenses

Tips for making sure the event runs smoothly: 

Follow the Pre-event Checklist (template provided on site under Event Intake Form & Templates)
Test out the room technology before the event
Make sure proposed room set-up is feasible (example: if you are wanting a dynamic event with chairs that move ensure you did not book a room with fixed chairs)
Check with event space coordinator operating hours (example: Doheny Library requires special key access before 9am)
If your guests have presentations, ask for these at least 2 days prior to the event to Hub staff can download and format properly
When ordering catering, it always best to order a delivery window with minimum 30 minutes earlier for buffer time as delays do happen
Check dietary restrictions of attendees and work with Hub staff to accommodate
Check any accessibility needs and work with Hub staff to accommodate