• Guidelines for Planning an Event or Meeting
• Event Planning Guidelines for Individual Students
• Event Planning Guidelines for Personal Events

Guidelines for Planning an Event or Meeting
There are several things students and departments need to know before planning a meeting or event on campus. A request to reserve a room should be submitted at the earliest possible date. Rooms are scheduled on a first-come, first-serve basis. Depending on the nature of your event, special services and staff may need to be ordered. The more time you allow between the planning and actual date of your event, the more likely you will be able to secure the exact date, space and all the services you desire. If you are requesting rooms and services on short notice, all university staff will work to accommodate you as best they can, but it is possible some or all of the services you desire will not be available.

The nature of the request (type of event) must be an efficient and appropriate use of campus facilities. Priority in reserving facilities is given to academic classes and related events in all areas with the exception of the University Center, Memorial Gymnasium, McLaren Complex, Lone Mountain Conference Center, Koret Health and Recreation Center, and the residence halls. Requests for facilities not primarily for events (such as classrooms and World Fare) will be processed according to availability and compliance with policies established for those facilities. An activity sponsored by a student organization and/or university department, whose primary attendance is by individuals from outside the University community, will be considered an "external (off-campus) organization" and subject to the fees and regulations pertaining to such groups.

In order to provide a positive and supportive learning environment for the USF community and protect the rights of our residential neighbors sound amplification equipment may only be used in outdoor public areas under the following conditions:

a) in Harney Plaza on the Tuesday and Thursday dead hour of 12.15pm-1.15pm during the academic year.
b) if you wish to use sound equipment during other times and locations, please contact Event Scheduling and Services to request an exception.

Please be aware that due to the primary mission of maintaining a learning environment and protecting our residential neighbors, exceptions may often not be approved. The Event Scheduling and Services office is responsible for assessing and approving all requests for outside sound amplification. The use of amplified sound equipment is subject to the laws of the City of San Francisco, and the sponsoring organization may be required to obtain a City permit. Sound amplification can be used in meeting rooms, and must not interfere with other offices, meetings and residential activities also occurring in the same building.

Student organizations and university departments should cancel their reservations at the earliest possible time. This will allow other members of the USF community access to facilities for their events and functions. Failure to cancel a reservation as soon as possible may cause unnecessary university labor and operation expenses. If a student organization or university department seems to be, on a regular basis, making last minute cancellations, or no-showing for reserved meeting facilities, they may need to meet with the appropriate Scheduling Manager to discuss the situation and may face penalties.

Registered student organizations and university departments assume responsibility for all members of their group and any violations of University regulations that may occur in connection with their event and facility use. Once a facility is reserved no student organization, individual or university department may transfer control of the event for which the facilities were reserved, to any other group or individual.

There are many university clients, and often another client may have already reserved a space you want. In this case scheduling staff can assist you in finding another date when space is available. For this reason do not notify attendees of the meeting or event room until you have received your confirmation form.

All registered student groups are granted equal access to:

a) the use of information tables in designated common areas,
b) access to designated bulletin boards,
c) scheduled use of meeting rooms, and
d) access to publicity announcements in the student media (subject to the official publicity regulations of those media).

Requests for event space by student groups will be considered for approval based on the following criteria:

a) the student organization is a registered student group and in good standing with the University. Please refer to the section titled Registration of a Student Group in the Fogcutter Student Handbook for details and procedures for registering a student group.
b) the request is in compliance with all guidelines outlined in the Fogcutter Student Handbook section titled Institutional Policy on Freedom of Expression.
c) the proposed activity in no way poses a clear and present danger of injury to persons, damage to property, or to the orderly operation of the University.
d) if space is available, and the requested event is an appropriate use of a particular facility.
e) the event meets all applicable policies.

Once all criteria have been met, please submit your request to Event Scheduling & Services (ESS) for final authorization. ESS will work with you to ensure you have met all necessary policies. If a request is not approved, ESS staff is available to assist you in modifying your event to meet necessary guidelines for approval.

A Public Safety officer must be present at any event with over 50 people. It is the responsibility of the sponsoring organization to work with Public Safety completing all necessary applications and ensuring an adequate number of Public Safety officers have been ordered to provide security for any event or activity. ESS will also notify Public Safety when it determines that the staging of the event is likely to cause some sort of disruption. This will enable Public Safety to plan the campus security response and to assign responsibility for carrying out this response.

All food and beverage for events must be arranged through the contracted USF food service provider, Bon Appetit. If you wish to serve food and/or beverages from an outside source, please submit a written request to the USF Dining Services, Bon Appetit General Manager. Please include the following information in your request:

a) name of your student organization or university department
b) date, location and time of your event
c)   description of the event
d) food and beverage details (include menu, vendors and services)

Bon Appetit will work with all student organizations and departments to ensure all policies and regulations regarding food service and preparation are adhered to.

Fundraising and other noncommercial activity must be approved in accordance with the Policy on Fundraising and Other Noncommercial Activity (included in the Fogcutter Student Handbook). Such activity usually occurs on the University Center first floor and Harney Plaza.

Event Planning Guidelines for Individual Students
Individual students may only reserve facilities to conduct pre-organizational meetings (the intent being to organize and complete the registration process for the formation of a new student organization) and for study groups (two or more people). Three pre-organizational meetings will be allowed per semester. Priority for use of meeting room space is given to administrative and academic departments and to registered student organizations. The following criteria apply to these types of meetings:

a)  study groups may schedule meeting rooms one working day prior to the meeting. If you would like to request an exception to this policy please submit your request to the UC Event Manager for consideration.
b)  all participants are students, staff, or faculty of the University.
c)  meeting rooms will be provided on an "as is" basis. No special set up services are provided. If the facilities are not left in the same condition they were prior to your meeting, privileges for meetings of this kind may be revoked.
d)  individual students may borrow equipment (e.g. tables, chairs). Upon collecting the equipment, they will be required to leave their USF ID with the UC Information Desk. Once the equipment has been returned, their USF ID will be returned to them.

Individual students may not invite non-University speakers to campus, except under the sponsorship of a University administrative or academic department or a registered student organization. (Please refer to Regulations on Guest Speakers and Presentations included in the Fogcutter Student Handbook.)

Individual students at the University of San Francisco are granted:

a)  equal access to information tables in designated common areas,
b) designated bulletin boards, and
c)  publicity announcements in the student media (subject to the official publicity regulations of those media).

Event Planning Guidelines for Personal Events
Students, faculty and staff, on a space available basis can use the McLaren Complex, Maraschi and Faculty Lounge for personal and social events during evenings and weekends, at the discretion of the UC Events Manager. At all times university academic, administrative and registered student organizations have priority in reserving facilities.

The event must be for a member of the USF community or their immediate family. USF community members may not schedule rooms, as a USF client, for an external (off-campus) organization they are affiliated with. All external organizations requesting to use university meeting facilities must make these requests with the Conference Center at 422-6166.

All requests for use of facilities for a personal event must be submitted in writing to Events Scheduling and Services. Wedding receptions, baptismals, memorial services and graduation reception are examples of applicable events. Facility fees are applicable, but at a significant discount of 50% off external rates. Clients are required to carry general liability insurance, and all food and beverage must be arranged through the contracted USF food service provider (Bon Appetit). All pertinent USF and Public Safety regulations are applicable to the event.