Planning Resources
Planning a successful event requires coordination across a variety of university services and operational processes. This Planning Resources hub brings together the essential information, contacts, and guidelines needed to navigate business office procedures, catering and rental services, communications and marketing, technology and audiovisual support, guest registration and management, permits and facilities requests, and venue selection. Whether you’re organizing a lecture, conference, reception, or special event, these resources will help you streamline planning, ensure compliance with university policies, and deliver a seamless experience for speakers, guests, and attendees.
Administration and Finance Guidelines
Required Event Information (5 Ws)
- Who: Department/host and attendees. Include the total number of attendees; if 10 attendees or fewer, include first and last names of all attendees
- What: Meeting, seminar, receptions, etc.
- Where: Location
- When: Date and time
- Why: Clear business or academic purpose
Before You Buy
Obtain Expenditure Approval before any event or catering purchase, unless funded by a sponsored project (GR account).
Payment Methods
| Payment method | Use for | Do not use for |
| Procurement Card | Food delivery to campus; Costco, Ralphs, Instacart; small event purchases; catering under $4,500 | Hotels, off-campus venues, catering over $4,500 |
| Travel Card | Hotels, conference centers, off-campus catered events, bundled venue/catering | Non-travel/non-event retail purchases |
| Internal Service Delivery (ISD) | USC Hospitality vendors (Catering 2Go, Coffee Bean, The Lab, etc.) | External suppliers |
| Purchase Order (PO) | Approved USC suppliers and catering of any amount | Non-USC suppliers |
Approved Caterers
Whenever possible, use a USC-approved caterer: events.usc.edu/permit/vendors
Do’s
- Include all 5 Ws
- Clearly explain the business or academic purpose
- Use the correct payment method
- Save invoices, receipts, and supporting documentation
- Route contracts and agreements to Central Procurement or your Dornsife Procurement Specialist for review and signature
Don’ts
- Don’t make purchases without going through the pre-approval process
- Don’t submit incomplete event requests
- Don’t purchase alcohol with grant funds
- Don’t sign contracts or agreements
- Don’t guess – ask first
Key Contacts
| Contact | Purpose |
| Department Deputy Director | For budget availability and funding questions |
| USC Procurement Services | For general procurement questions |
| USC Procurement – Catered Events | For review and signature of catering agreements and contracts, including restaurant catering agreements, catered reception agreements, and event service agreements |
| USC Travel Manager | For review and signature of hotel agreements and contracts, including group lodging agreements, room block reservation agreements, and hotel catering event agreements |
| Dornsife Procurement Specialists | For invoice payments, purchasing questions, procurement guidance, contract routing assistance, and payment method questions |
| Academic Service Hubs (ASH) | For invoice payments, reimbursements, travel arrangements, honorarium payments, and travel card settlement questions |
Catering and Event Services
Catering and Event Services
Explore resources for catering and event rental services at USC, including the current list of University-approved outside caterers and food trucks.
You’ll also find information on in-house catering options from USC Hospitality and USC Private Events, recommendations for local restaurants frequently used to host university guests, and rental companies that provide event equipment such as tables, chairs, tents, linens, staging, and other event essentials.
Vendors interested in becoming an approved supplier can apply through the USC Supplier Portal.
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USC maintains an extensive list of approved external caterers and food trucks available for campus events. These vendors have met University requirements and are authorized to provide food services at USC. Companies interested in becoming an approved vendor must apply through the USC Supplier Portal for consideration by USC Business Services.
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USC offers a variety of approved food truck options for campus events. To book a food truck at the University of Southern California, event organizers must follow the guidelines established by Trojan Event Services and USC Hospitality. All food trucks serving on campus must be approved by the University and coordinated through the appropriate USC processes to ensure compliance with campus policies and event requirements.
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USC Hospitality offers two convenient catering options for campus events.
Private Events & Conferences provides full-service catering for conferences, receptions, and special occasions. For personalized service, please contact them (213) 740-5956 or by email at private.events@usc.edu.
Catering2Go offers drop-off catering from some of USC’s most popular on-campus dining venues: the Amy King Dundon-Berchtold University Club, Panda Express, Seeds Marketplace, and Taco Taco. Menus are available at hospitality.usc.edu/catering2go. Order online at catering2go.usc.edu.
Both options deliver exceptional quality and offer tax savings for USC schools and departments when paying with ISD or PPGG.
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USC is located in the heart of Los Angeles, offering access to a wide variety of dining experiences. This page features a small selection of restaurants near campus and throughout Los Angeles that have become USC favorites for hosting guests, business meals, donor events, and special occasions. These recommendations provide event planners with convenient and well-regarded options for off-campus dining and entertainment.
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While USC Facilities Management Services (FMS) no longer provides event rental equipment such as tables, chairs, or tents, they continue to support campus events through cleaning services and waste management resources, including trash and recycling collection. Event planners are encouraged to review FMS guidelines and event planning resources to help ensure a clean, safe, and successful event on the USC campus.
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USC Facilities Management Services (FMS) no longer provides rentals of tables, chairs, tents, or other event equipment. Event planners should work directly with approved rental vendors to secure the furnishings and equipment needed for their events. Bright Event Rentals and Town & Country Event Rentals are the two vendors most commonly used for USC events, offering a wide range of rental items including tables, chairs, tents, linens, staging, décor, and other event essentials.
Communication
Examples and Templates
All templates can be found within Dornsife Website Resources & Support under Content, as well as in myDornsife. Here are a few common templates:
- USC Dornsife Event Flyer Templates
- USC Dornsife Powerpoint Templates
- Find easy-to-use Dornsife-branded templates for class and event flyers and PowerPoint decks with a number of layout and color options in myDornsife. In MyDornsife go to Dornsife Applications > USC Dornsife Graphic Identity Downloads > USC Dornsife Files
- Signage Examples and Templates
Event Technology Support
A successful event depends on reliable technology and AV support. USC Dornsife Technology Services (DTS) provides a range of resources to help ensure your event runs smoothly, from equipment reservations and multimedia support to event filming and presentation recording. Whether you’re hosting a lecture, conference, classroom event, or hybrid program, DTS can assist with technical planning, live event support, and digital media services. Use the resources below to request support, reserve equipment, connect with the appropriate DTS team, and access the services needed to deliver a professional and seamless experience for your presenters and attendees.
Filming and Event Support
- Request support for standard filming of events/classes/conferences etc.
- This service provides remote support from a DTS during the event.
- If needed, the presentation can be recorded by DTS.
Guest Management
Managing RSVPs efficiently is essential to delivering a well-organized event and creating a positive guest experience. This guide provides step-by-step instructions for using Google Forms and Google Sheets to collect registrations, track responses, manage attendee lists, and prepare for event check-in. Whether you’re hosting a small lecture or a large conference, these tools offer a simple, collaborative way to organize guest information, monitor attendance, and keep your event planning on track from registration through arrival.
Permits & FPM Requests
Submit an Event Request
Planning an event at USC? Review and submit the appropriate requests below to help ensure your event meets university requirements. Depending on your event’s location, size, and activities, additional permits or departmental approvals may be required.
Departmental Event Approvals
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Contact Information
Lt. Mark Cervenak, mcervenak@dps.usc.eduSecurity, high-profile guests, alcohol, ticket or merchandise sales, external advertising, restricted access, or crowd control.
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Contact Information
firesafety@usc.eduStages, structures, tents over 400 sq. ft., special effects, generators, fencing, inflatables, outdoor cooking, vehicles, or large crowds
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Contact Information
Jaime Aquino
(213) 740-6203
aquinosu@usc.edu or uscrisk@usc.eduLarge outdoor events, animals, minors, weapons, inflatables, temporary structures, or special effects
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Required for all events, including outdoor events, electrical or custodial support, landscaping, irrigation, waste management, event diagrams, and equipment rentals such as tables, chairs, tents, and trash cans.
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Contact Information
Erika Chesley
(213) 821-5707
erika.chesley@usc.eduOn-campus catering; outside caterers and food trucks may require additional authorization
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Vehicles entering campus, parking, street closures, loading zones, and oversized vehicles.
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Contact Information
Fabian Garcia
(213) 740-4317
fabianga@usc.eduApproval required for any merchandise sales; use of USC trademarked or licensed materials.
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Contact Information
Torie Daves
(213-713-3767)
daves@usc.eduAny event filming, including content intended for social media or online platforms.
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Contact Information
Adam Rosen
(213) 740-1745
adamr@usc.eduEvents involving celebrities, political leaders, or dignitaries
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Contact Information
(213) 740-5649
stuacts@usc.eduOffice that oversees USC recognized student organizations (RSOs)
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Contact Information
John Hunter
(213) 740-9533Lyon Center
recsched@usc.eduEvents held in recreational sports facilities
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Contact Information
(213) 764-4943
odprod@usc.eduOutdoor events involving amplified sound
Venue Information
USC Private Events provides full-service catering for conferences, receptions, and special occasions. They have a range of spaces designed to meet the needs of any University gathering. Perfect settings for conferences, seminars, retreats, and executive meetings.
213-740-5956
private.events@usc.edu
Trojan Event Services manages reservations for a variety of indoor and outdoor event spaces across the USC campus, including venues in the Tutor Campus Center, Tommy’s Place, Traditions, and select outdoor locations. Trojan Event Services provides venue reservations only and does not offer full-service catering, rental equipment, or event furnishings. Event organizers are responsible for arranging catering, rentals, and other event services separately through approved campus resources and vendors.
USC Libraries offers a limited number of unique event spaces for meetings, receptions, lectures, and special gatherings. Due to high demand and limited availability, reservations should be made as early as possible, as spaces tend to book quickly throughout the year.
Classrooms may be reserved for eligible on-campus events through designated USC staff.
To request a classroom reservation, please contact the appropriate hub staff member responsible for scheduling event space.
Please note that classroom space is always subject to availability, and submitting a request does not guarantee a reservation.
You may view a list of general-use classrooms managed by Classroom Scheduling through the ITS Room Finder: ITS Room Finder.
The Los Angeles Memorial Coliseum offers a variety of event spaces that can accommodate different types and sizes of events. Available areas include indoor and outdoor spaces suitable for meetings, receptions, meals, ceremonies, and larger gatherings. Space configurations and capacities vary depending on the event setup and requirements.
Located in Pasadena, the USC Pacific Asia Museum offers a unique and culturally rich venue for meetings, receptions, dinners, and special events. Featuring historic architecture, beautiful courtyards, and museum galleries, the venue provides an elegant setting for hosting guests in one of Southern California’s most distinctive event spaces.
Academic Services Contacts for Events
For questions and additional guidance, please contact the following staff according to your department’s Academic Service Hub division.
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Emma Watson
Academic Program Specialist
Email emmawats@usc.edu -
Tracye Marshall
Email 
Brandon Martinez