• Event Scheduling
• USF Student Organization Event Guidelines
• Marketing
• Catering
• Contracts
• Event Management
• Fundraising on Campus
• Additional Services
• Contact Information

Event Scheduling
The university offers a variety of facilities for your event and meeting needs. The Event Scheduling and Services (ESS) office assists ASUSF registered student organizations with scheduling meeting and event sites. They process and approve scheduling requests, set up event spaces, ensure facility use guidelines are understood and adhered to, coordinate equipment loans, sound amplification and serve as a general information desk for students and visitors.

• Be sure to have a room confirmation report from ESS prior to moving forward with all other event services.
• Be sure to review all pertinent policies in the Fogcutter and on your ESS confirmation report.
• When placing your room reservation, be sure to order all necessary tables, chairs, sound equipment, easels, podiums and any other equipment you may need.
• Make sure ESS has received specific instructions on how you would like the room set up using the furniture and equipment you ordered.
• Once you have received your room confirmation report, check that the start time and end time are correct and take into account any additional time at the start and end of your event that you and your group may need for set up or tear down.

The Event Scheduling and Services staff looks forward to assisting you with this first essential step of securing event space for your upcoming special program.

USF Student Organization Event Guidelines
Now that you've reserved your location for your program you've taken the first step to ensuring an organized event. Here are more steps or guidelines to consider as you continue planning that successful on campus program. These guidelines are especially useful for guest speaker lectures, concerts, special performances, protests, and other crowd-drawing events.

Marketing
Marketing is the key for boosting your event's attendance. Marketing and promoting your program effectively will more than likely draw that crowd you've dreamed of. To do so on campus, follow these guidelines:

· The ASUSF Graphics Center is the first place to go when it comes to marketing. They are responsible for all posting on campus and must approve all of your fliers, posters, or banners. They also handle all space assignment for banners and fliers.
· Promoting an event prior to approval is strictly prohibited and will result in the removal of un-authorized posting and may result in fines.
· In addition, they may also design and post your advertising free of charge if you are a registered club or organization.
· You cannot "chalk" any University of San Francisco property, including walkways, posts, walls, or waste receptacles.
· All printed materials shall indicate the name of the sponsoring individual or registered student organization.
· Individual students and registered student organizations shall be granted equal access to publicity announcements in the student media (such as the San Francisco Foghorn), subject to the official publicity regulations of those media.

Catering
In addition to marketing, nothing draws a crowd quite like food. For on campus events, your stop is the USF Catering Services office.

· That office can provide you with ideas from morning breakfast baskets and freshly brewed coffee to casual feasts, and elegant hors d'oeuvres.
· Their catering guides are filled with fresh and contemporary menus to entice and attract students to your program.
· In addition you will find that they offer fresh ingredients, creative preparations, elegant presentation, and thoughtful service.

For more information on how to get catering service for your program contact Bon Appetit Catering.

If you decide to provide food from an,off-campus location, approval must be obtained from the Bon Appetit General Manager.

Contracts
Even before marketing and food, contracted artists or speakers are tried and true means of attracting high numbers and large crowds to your program. As appealing as they may be, the following are tips on how to contract your guest:

· All performers (comedians, musicians, speakers, etc.) coming to campus must sign a contract and a W-9 form prior to the date of the performance.. A signature from a professional staff member from the Department of Student Activities must also be provided, prior to the date of performance.
· It takes 10-15 business days to process a check payment for any performer. For more information on how to contract a performer and for contract and W-9 forms, visit the Department of Student Activities, located in the University Center on the 4th floor.

Event Management
When planning protests or open forum events, the following guidelines can help ensure a successful and effective program:

· Set aside enough time for your speaker to express his or her views and at the same time provide opportunities for individuals and groups who disagree with the speaker to register their opposition. The rights of both parties should be respected in terms of effectively communicating their ideas. Having a neutral moderator can help foster discussion between opposing viewpoints.
· If the topic at hand may offend any groups on campus, inform them of the nature of the event so as to ensure an exchange of ideas.
· If your program is likely to draw 100 or more participants, you must notify and hire USF Public Safety officers to provide for adequate security.
· Please note that if previously established time, place, and manner regulations are not followed, or if speech or expression violates the Institutional Policy on Freedom of Expression or any of its supporting regulations or procedures, appropriate action will be taken by an authorized University official or law enforcement officer.
· In order to provide a positive and supportive learning environment for the USF Community, and protect the rights of our residential neighbors, sound equipment may only be used 12-1 p.m. on Tuesdays and Thursdays.
· You may wish to collaborate with the Department of Student Activities in terms of fine-tuning the details of your event.
· For more information on how to plan your protest or open-forum event, please refer to the Fogcutter Student Handbook or contact the Department of Student Activities.

Fundraising on Campus
Fundraisers cannot only help raise funds for your own or another organization, but they're potentially great events waiting to happen. To fundraise on campus take these guidelines into account:

· The Department of Student Activities must approve any on-campus fundraising. If the fundraiser includes off-campus foods such as homemade goods, it must also be approved by the Central Manager of Sodexho Dining Services, located on the 2nd floor of the University Center.
· Student Activities can provide you with cash boxes for your fundraiser if you are a registered club or organization.
· For more information or questions on how to effectively fundraise on campus contact the Department of Student Activities.

Additional Services
The following services may be needed for your event:

If your program is likely to draw 100 or more participants, you must notify and hire USF Public Safety officers to provide for adequate security.
· Parking requests for guests are available also through Public Safety.
· A.B.L.E. may be needed to clean up after an event, provide extra trash bins, or any additional custodial services.
· If you haven't already done so, you can reserve sound equipment through UC Services located on the 3rd floor of the University Center.
· The USF Copy Center can provide copying services for you marketing or program literature.

Contact Information
In following these guidelines you'll more than likely need to contact the following departments, centers, or offices.