Event Tips and Best Practices

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.  

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)

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

• Room reservations and venue coordination
• Communications and promotion
• RSVPs
• Event logistics 
• Catering coordination
• AV and technology coordination
• Liaise with the Office of Administration and Finance
• Vendor coordination
• Support with guest travel, coordination, and presentation intake
• This includes producing and sharing guest information itinerary
• Parking for guests
• Day-of support

• 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

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 an Academic Services Hub staff member. Please contact your hub for a list of department managed spaces.
• Classroom Scheduling managed spaces 
• USC spaces
• Outside of USC Venues 

Learn more

Work with your Academic Services 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.

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

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

What may the Academic Services 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 Academic Services 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

• Follow the pre-event checklists provided
• 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