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EVENT MANAGEMENT

General Information

Planning an event on campus requires extensive planning and preparation. Start planning early as it will take at least four weeks to process paperwork for many aspects of planning an event. The earlier an organization starts the planning process, the more likely an event will be approved and encounter fewer problems. The following sections walk through the general guidelines for event planning, such as funding and scheduling; when planning smaller events use these guidelines to help you start the planning process.

When planning larger events on campus, however, organizations must always complete the Event Permit online. When submitted, this form, found at http://capsnet.usc.edu/events/EventPlanning/index.cfm, will be directly sent to the various departments on campus that must approve these events (Department of Public Safety, Hospitality, Transportation, etc). Submit the form early for approval; then you will be able to work with the necessary and appropriate departments on campus to ensure a safe and well-planned event.

General questions about planning an event on campus should be directed to the Peer Leadership Consultants (stuacts@usc.edu, 213.740.5341); specific questions can be directed to the appropriate department.

Event Co-Sponsorship

With over 600 student organizations and numerous academic departments on campus, there are plenty of opportunities for program co-sponsorship. Co-sponsorship is an excellent way to produce more effective programming, and when used appropriately decreases the stress of event planning. The key is to start looking for co-sponsors early and to enthusiastically "sell" the program or idea to potential co-sponsors.

Once an organization(s) or department(s) has agreed to be a co-sponsor, it is critical to have in writing the terms of the co-sponsorship. Both parties should agree to the terms and the president's of both organizations should sign the letter. This will specifically define what is expected from each co-sponsor, reduce confusion, and help keep the experience positive.

Off-campus sponsorship can also be a successful way to produce an event. In this case, the student organization is still ultimately responsible for the event. Usually, this type of co-sponsorship is in the form on money or products. Again, a letter defining the terms of the co-sponsorship should be drafted and signed by the parties involved. Please speak with your advisor prior to accepting co-sponsorship with an outside organization.

In considering co-sponsorship, ask your organization the following questions:

Does the program meet the goals/mission of your organization or the campus?
Do you have the time, money, energy to put into making this a successful event?
What is this other group really looking for from us? Is it financial support? Time? People?
How will our student organization benefit from this program?

Do not feel obligated to accept co-sponsorship. If the program does not meet the needs of the organization or is too time-consuming, politely decline the offer in a timely manner. If you were seeking co-sponsorship you would want the same respect.

Funding

NOTE: The following are general guidelines to answer funding questions. Check with each funding source before applying for funds to verify additional regulations or policies. Applications to the Academic Research Fund and Purchases at the Last Minute (PALM) follow different guidelines. For applications to the Academic Research Fund contact the Director of Academic Affairs (Undergraduate Student Government, 213.740.5620); for PALM contact the Peer Leadership Consultants (Center for Student Involvement, 213.740.5341).

All recognized student organizations have the ability to apply for funding from various funding boards. Money is set aside specifically for student organizations and their programming needs. Campus Activities has information describing all of the various funding sources on campus for student organizations.

There are four programming fee supported funding boards to which undergraduate student organizations can apply: Discretionary Board, Leadership Fund, Philanthropy Fund, and Professional Fund. Organizations that are part of a Program Board Assembly apply for funds through their respective Assembly. Undergraduate students can also apply to the Academic Research Fund to support academic research needs. Recognized graduate student organizations apply for funding through the Graduate and Professional Student Senate (GPSS). Student organizations may not receive money from more than one funding board for an event; when co-sponsoring an event, student organizations may apply to no more than two (2) funding boards.

Carefully read the following Office of Campus Activities Overall Funding Policies and each board's guidelines that are included with their funding applications. All funding information, including funding board applications, are available on the student organization funding website www.usc.edu/ca/funding.

Deadlines

Applications must be submitted by 12:00 noon at least two business days prior to the funding board’s meeting at which the organization will present its proposal. (i.e., meeting is Friday, completed proposal must be submitted by Wednesday)
Organizations must present the funding proposal to the board at least four weeks prior to the date when the first payment is due.
All applications must be typed. Handwritten or late applications will not be accepted.
Please speak with the director of each funding board for funding for events occurring in September.

Eligibility

Only those undergraduate, student-run student organizations recognized through the Office of Campus Activities or the Office for Residential and Greek Life are eligible for funding. Graduate student-run organizations apply for funding through GPSS. Organizations are not entitled to funding just because they receive university recognition.
Undergraduate students who have paid the Student Programming Fee may receive funds even if they are not part of an organization if an organization sponsors the individual for a specific event. (This money would count towards the organization’s funding limit.)
Students must complete the application, communicate with the director, and attend meetings. No advisors, faculty, or staff members are permitted to be involved in this process.
Individual organizations/applicants cannot receive funding for the same event from any other programming fee monies (i.e. Discretionary Board, Leadership Fund, Philanthropy Fund, Professional Fund and all assemblies). Please see the Co-sponsorship section for additional considerations (page 29)
Proposals received from organizations with access to other university mandated fees must disclose this information on the application.

Eligible Events

Conferences, seminars, retreats, workshops, recognition, community service and other events at the discretion of the applicable funding board.
Events open to the entire student community. Closed programs are not eligible for funding. A closed program is one that is not open to the student community, in general, but only to members or invitees of the organization, or an event not held in university facilities. An exception may be considered if the board determines the program substantially benefits the USC student community.
Only planned programs with detailed cost breakdowns and vendor quotes will be considered.
An organization may resubmit a previously 100% rejected funding application to another funding board if the organization can meet the required deadlines.
Fundraising events are prohibited.

Support

Full funding is never guaranteed. No student organization is entitled to funding by virtue of being recognized. Please do not assume your organization will get funding.
Funds do run out as the year progresses. It is in your best interest to apply for funds as early as possible.
Student organizations may apply for funding until they receive the maximum funding allowance for a student organization. This limit is generally 5% of the board’s total funding for the year. 2007-2008 funding limits are $3,500 for Leadership Fund, $4,500 for Philanthropy Fund, $2,500 for Discretionary Board, $1,500 for Professional Fund, and $500/student for Academic Research Fund (maximum $1,500 for three students).
Organizations that attend an Undergraduate Student Government Funding Workshop in the fall and submit an error-free funding application may be eligible for a $100 increase in their funding cap.
Organizations under extenuating circumstances may be permitted to request up to 10% of the funding board’s total annual allocation. These requests must be approved by the funding board director prior to being submitted. The funding board will make the final decision on the allocation amount.
Additional funds for the same event may not be received from any other programming fee funding sources (i.e. Discretionary Board, Leadership Fund, Philanthropy Fund, and all assemblies).
An organization may resubmit a previously 100% rejected funding application to another funding board if the organization can meet the required deadlines.
No reimbursements will be accepted or supported.

Co-sponsorship

If more than one recognized organization sponsors an event, the entire event may only receive monies from a maximum of two funding sources that originated from the USC Student Program Fee.
Additional funding is not guaranteed.
Money received will be applied to the applying organization’s yearly maximum funding allowance.

Items That Will Not Be Funded

Alcoholic beverages
Food, except when it is a necessary and vital part of the program
T-shirts, unless necessary and vital to the program
Any amounts labeled “miscellaneous”
Reimbursements
Airfare for non-USC students

Obligations of the Organization/Applicant

Communicate all pertinent information from the board to the organization and/or other applicants.
Check email on a regular basis; most, if not all, correspondence with be done via email.
All correspondence between the organization and the funding board must be communicated by a student member. Advisors, faculty, or staff members cannot be the primary communicator.
Collect and disseminate all paperwork, methods of payment, and any other important materials for the organization or applicants.
A student representative from the organization applying for funds must present to the funding board prior to the review of the application. This person must have prior approval from the director of the board to speak at the meeting. Persons who show up at a meeting without an appointment will be denied the opportunity to speak.
Contact the funding board director to pick up the funding results the day after proposing to the board.
Ensure that the logos of all funding sources are prominently displayed on all publications and promotional materials printed after the funding is approved. Logos can be found at http://www.usc.edu/ca
Submit all original receipts and invoices no later than two (2) weeks after the event occurs. Receipts and invoices received after this deadline may not be funded. Additionally, receipts and invoices not received will result in the immediate, yet temporary, suspension of all student organization privileges until either the receipts/invoices are received or the student organization reimburses the fund for the monies spent.
Complete and turn in an evaluation form for the funded event within the board’s guidelines.

Any unused funds must be returned to the funding board. No money may be carried forward by the organization for use in future events.
Understand that failure to act responsibly and timely on behalf of the organization and/or applicants will result in all parties being held accountable to the board.
If an organization fails to fulfill any of the responsibilities, money approved to the organization for the event by any of the funding boards is not promised or owed to the organization or the vendors. Additionally, the organization may have its access to funding revoked for the next two academic years.
In the event a student organization exceeds the requested amount on a Purchase Order and/or Internal Requisition, the organization will receive a temporary suspension of all student organization privileges until the student organization reimburses the fund for the unauthorized monies spent.

Rights and Obligations of the Funding Boards

Communicate with the organization in a timely manner.
Make the student organization aware of its funding status as soon as possible, but no later than one day after it has made its proposal.
Complete all necessary paperwork on time and in accordance with university policies.
All funding boards will meet at least twice a month until the fund is depleted. They may meet more frequently if needed.
All funding boards reserve the right to conduct closed meetings.
Funding boards can vote on proposals as long as they have quorum.
Boards will not judge the validity of a program solely based on its size or number of people that could realistically be expected to attend the program.
All funding boards reserve the right to reject, fully fund, or partially fund any application. Upon request, an explanation will be provided to all student organizations not receiving the amount requested.

Required Documentation

Completed application
Line item budget
Vendor quotes including vendor codes
Original invoices and receipts (no faxes or copies)
Evaluation form

Undergraduate Student Government (USG) Funding Sources

All Undergraduate Student Government funding boards are located in the USG office, STU 106 (between the Ticket Office and the Mail Stop); 213.740.5620. All applying organizations must be an officially recognized, undergraduate student organization.

Discretionary Board: The Discretionary Board funds programming events by recognized student organizations which do not fall under a student assembly. It is the board's goal to sponsor events which are entertaining, cultural, and/or educational, and which cater to the entire student body. Student organizations may apply for up to $2500 per semester, and the proposed event must occur on campus. All applications for funding are due by 5:00 pm two days prior to the board's meeting, at least four weeks in advance of the proposed event. A line item budget must also be included with the application. Fundraisers will not receive funding.
Leadership Fund: The Leadership Fund provides support for student organizations engaging in leadership development and recognition. Among the items funded in past years are attendance at conferences, seminars, and workshops; fees for professional speakers at a conference; organization of leadership retreats; and awards for leadership. Airfare and food are approved only if necessary for the event. They are considered luxury items and are not funded unless vital to the situation. Student organizations may apply for up to $3,500 of funding in a single academic year, although funding is never guaranteed. It is recommended that organizations apply for funding early, especially for conferences and other events occurring during the summer, as funds often do run out early.
Philanthropy Fund: The Philanthropy Fund seeks to sponsor hands-on community service projects, giving preference to projects directly servicing the local community around the University Park or Health Sciences Campuses. Student organizations are eligible to receive up to $4,350 per academic year for their projects.
Professional Fund: The Professional Fund supports student organizations seeking to develop professional opportunities for undergraduate students. Events funded include networking events, career nights, and resume workshops. Student organizations may apply for up to $1500 in funding each academic year.
Academic Research Fund: The Academic Research Fund seeks to fund academic research projects conducted by either a USC undergraduate student, or a group of USC students of which at least the majority must have undergraduate status. Applicants to whom funds are awarded are obliged to present a summary of their project in some form to the greater USC community in order to contribute to campus academic culture. Each project is eligible to receive up to $500 per student with a cap of $1,500 for three (3) students. Funds may only be used for items directly related to the academic research, or expenses directly related to attending an academic conference.

Any organization that attends a USG funding workshop in the fall and submits an error-free funding application will be eligible to receive a $100 funding cap increase, except for the Academic Research Fund.

Additionally, undergraduate student organizations that are part of a Program Board student assembly can apply for funding through their respective assemblies. Program Board, a branch of the Undergraduate Student Government, supervises eight (8) assemblies. These assemblies include:

Academic Honors Assembly
Asian Pacific American Student Assembly
Black Student Assembly
Gay, Lesbian, & Bi Transgender Assembly
International Student Assembly
Latino Student Assembly
Political Student Assembly
Women's Student Assembly

If an organization has received funding from any other program fee supported funding board, an assembly cannot co-sponsor or fund the same event. Assemblies are located in the USG Program Board office, STU B7 (below the Pharmacy); 213.740.5656.

Graduate & Professional Student Senate (GPSS) Funding Sources

The Graduate & Professional Student Senate oversees funding for graduate student organizations. Organizations must be officially recognized and have a representative at all GPSS meetings to be considered for funding. Most funding is based upon the number of graduate students enrolled in a particular academic program. However, graduate student organizations may apply for additional funding by contacting the GPSS office in the Student Union 106 (across from USCard Services); 213.740.5649. Student organizations need to apply at least three weeks prior to the proposed event if the funding request is less than $1000 and five weeks prior to the proposed event if the request is for more than $1000.

GPSS offers the following three ways for graduate student organizations to apply for funding:

Joint Programming: An undergraduate academic organization may partner with a graduate academic organization to jointly hold an event or program. Student organizations can receive a maximum of $2500 per event from joint programming. In order to receive funding the student organization must be officially recognized, it must be affiliated with an academic major or department, and the organization must have sponsorship from a graduate student organization. A GPSS Budget Proposal Form must be submitted at least two weeks in advance of the proposed event. A line item budget must also be included with the budget form.
Volunteer: These funds are available to individuals and organizations organizing community-oriented, volunteer, and philanthropic events and programs. These funds cannot be used as a contribution to fundraising campaigns or events. In order to receive funding, the individual or student organization must have sponsorship from a graduate student organization. A GPSS Budget Proposal Form must be submitted at least two weeks in advance of the proposed event. A line item budget must also be included with the budget form.
Discretionary: These funds are available for events which do not fall into the other two categories. Organizations seeking funds are required to justify expenditures according to the relevance for graduate and professional students on a case by case basis. In order to receive funding the student organization must be officially recognized and the organization must have sponsorship from a graduate student organization. A GPSS Budget Proposal Form must be submitted at least two weeks in advance of the proposed event. A line item budget must also be included with the budget form.

Undergraduate organizations may also apply to GPSS for funding if their activity/event directly impacts graduate students.

Additional Funding Sources

In addition to the undergraduate and graduate-specific funding boards, all recognized student organizations are able to apply for funding from Purchases at the Last Minute, or the PALM funding board. PALM allows recognized student organizations to apply for funds to cover last minute or smaller expenses. The purpose of this fund is to help with random expenditures, equipment rental, AV costs, publicity, or food. Organizations can apply for up to $500 in one semester. As with all funding boards, however, PALM funds are not guaranteed and are limited.

This funding board receives money through vendor fees and is not associated with the university programming fee. PALM is located in the Peer Leadership Consultant office in the Center for Student Involvement, Topping Student Center lower level, and can be contacted at stuacts@usc.edu or 213.740.5341.

Funding Tips

Use the following tips to help ensure a positive and effective process for both the organization and funding board:

Start early! The funding process takes at least four weeks; the earlier you start the process, the more likely you will receive funding and experience few, if any, problems along the way.
Meet with the director or chair of the board to discuss your program. Find out then if the program may need some modification in order to receive funding before spending your time on an application.
Understand that once an organization is approved for funding, that that does not mean that the organization will receive a check for the amount requested. Rather the funding organization will assist with the completion of the appropriate paperwork to use the allotted monies. Most payments from the university come in the form of Purchase Orders for off-campus vendors and Internal Requisitions for on campus departments.
Once funding is received, be responsible. Turn in requests in a timely manner. Take the time to understand the funding system and the time needed to get requests completed and paid. Missing any deadlines may disqualify an organization’s ability to receive further funding for the year.
No reimbursements! Do not spend your own money unless you are willing to make it a donation.
Make sure to get all the quotes needed to complete your funding proposal.

Things to Understand

It takes a minimum of 10 business days to process check requests.
When paying people for services rendered that are already on university payroll, they must advise the funding board chair. A timesheet must be submitted instead of a check request.
Student organizations must use university approved vendors for goods and services. For a complete list contact Purchasing, 213.740.9405.
On-campus services must be paid with a university internal requisition.

Suggested Approved Vendors

For a list of commonly used vendors, click here.

Tax ID Numbers

No student organization is permitted to use the university's tax identification number. If your organization is receiving tax deductible donations from individuals or business you can do one of two things:

Establish a University Gift Account: All donations will go to this account and the individual or business will receive the proper documentation of their donation. The University may take up to 15% from every donation deposited to this account. More information about this policy will be provided when your organization establishes an account.
Apply for a Tax ID: Student organizations can apply for their own non-profit tax identification number. To find the appropriate forms and procedure, please visit the IRS web page at www.irs.gov. Remember that you will need to apply on both the federal and state level.

Scheduling

All recognized student organizations may reserve space on campus for events. The Scheduling Office, located in Topping Student Center, handles all reservation requests online at http://www.usc.edu/campuscenter/. For further scheduling information, see pages 13-23, 29 of the handbook.

Contracts & Letters of Agreement

Many student organizations sponsor events that include disc jockeys, speakers, rental equipment, and other supplies/performers that require the organization to enter a contract of have an official letter of agreement. Students are not permitted to sign any contracts or enter any official agreements without receiving approval first from the Director of Campus Activities, 213.740.5693, and then from the Vice President for Student Affairs. Any contracts/agreements signed by a student will be the responsibility of that student individually; the university cannot be held liable. The approval process takes at least two weeks; please allow adequate time to process contract approvals.

Publicity

Publicity is crucial to the success of a program. How can people attend your event if they do not know about it? Putting flyers up on campus the week of the event is not an effective way to publicize an event. You need to have a well planned and executed publicity plan. The key to a great publicity campaign is to start early and to use as many forms of media as possible to constantly be in the sight of your potential customers.

Ways to Publicize

Daily Trojan Ads
Posters/flyers
Kiosks
Residence Halls (through Resident Advisors)
Student organization mailboxes in the Center for Student Involvement
Postcards
Press releases to local media
Banners
Notify appropriate academic departments, if applicable
Let faculty know about your programs - they are in contact with hundreds of students daily; however, do not pass out any flyers in class without prior approval from a professor
Student Organization Listserv
Facebook messages, ads, and invites
University Calendar (*.pdf) on USC homepage
Transportation Kiosk
Trojan Info Center forms, available at Topping Student Center

Insurance

Only recognized student organizations are covered by the university’s insurance. If an organization is planning an approved off-campus event, however, take the following steps to ensure proper coverage of participants:

Complete a request for general liability insurance coverage. This form can be picked up at Topping Student Center and turned in to Jim Andersen, HSH 300.
Have all participants complete a waiver form. Copies of the waiver form can be picked up at Topping Student Center.
Review general travel guidelines and complete necessary forms.

Security

When submitting an Event Permit online, a copy will be sent to the Department of Public Safety (DPS) for review. Many events require DPS supervision, and organizations must follow the appropriate protocol to ensure the success of the event.

Contacting DPS

DPS must be contacted at least two weeks in advance of the proposed event. Danielle Shaw (213.740.5350, dshaw@caps.usc.edu) and Lieutenant Michael Heckelman (213.821.1089, mheckelman@caps.usc.edu) can be contacted regarding DPS involvement at events .

Information pertinent to determining DPS involvement at campus events include:
Starting time, ending time, location, date, and type of event
Number of people expected
Whether alcohol and/or food will be served
Whether admission will be charged
How the event will be advertised to those wishing to participate
If there will be any high profile figures in attendance

Based on the above information, DPS will determine the number and type (unarmed or armed) of officers required for proper security of the event. The cost will be determined based on the above factors.

Payment

Payment is due at least one week in advance in the form of a money order or an internal requisition, made out to the department of Public Safety. Payments must be hand-carried and delivered to the DPS office located in Parking Structure A.

Dances

If your student organization is scheduling a dance, DPS must be notified three weeks in advance of the event. A mandatory meeting will be scheduled with DPS Chief Carey Drayton and a Public Safety Officer to discuss the department’s guidelines for such an event. This meeting will take place at least two weeks before the date of the event. All other guidelines are the same.

Cancellation

If an event is to be canceled, it must be done at least 24 hours prior to the scheduled arrival time of the DPS officers. The business hours of the Events Office at DPS are Monday through Friday from 9:00 am - 5:00 pm. Cancellations must occur within this timeframe. If an event is not canceled in accordance with the above guidelines, the student organization will be charged for the initial amount of hours and number of officers scheduled.

DPS reserves the right to cancel any event when the proper procedures are not followed. A few examples of reasons for cancellation would be:

If two weeks prior notice is not given (three weeks for dances)
If payment is not received one week in advance of the starting date of the event
If false or misleading information is given to DPS

In the event of any campus emergency requiring the deployment of DPS officers, DPS reserves the right to cancel any and all special events. DPS reserves the right to shut down any event which is determined to be “out of control” or violates university policies.

Sound and Lights

See also: Sound Amplification Policy, Permitting Policy and Procedure

Many outdoor events require sound system, stage, and light rentals. While occasionally this equipment can be rented from the Topping Student Center, organizations are also permitted to work with approved, non-university vendors. Any plans for outdoor stage, sound system, and/or light use must be specified on your Event Permit Application, http://capsnet.usc.edu/events/EventPlanning/index.cfm, and all approvals and permits received before your event. If you are not sure what approvals and permits you will need, or how to contact a rental company, please contact the Scheduling Office for assistance, SCevents@usc.edu, 213.740.7749.

Travel

Many student organizations plan some form of travel. Whether traveling to a retreat site, conference, or tournament, traveling is a liability that needs to be taken seriously. For example, a student organization holds a retreat in Palm Springs and requires all members to drive to the retreat location. While driving to the location, a vehicle with a group of students runs off the road and everyone is seriously injured. Who is responsible for the injuries? Would it be the driver, the student organization, personal health insurance, and/or the university? This is not a situation anyone wants to be facing, but it could happen to any student organization whenever they travel. Here are some suggestions for traveling:

If your organization is traveling to a retreat, complete and turn in a request for general liability insurance coverage. This form can picked up at Topping Student Center and turned in to Jim Andersen, HSH 300.
Prepare a list of all pertinent information regarding the trip (names of all participants, destination, general itinerary, hotel information and numbers, other important phone numbers including cell phone numbers of trip leaders, etc). Give this list to several people who will be remaining in Los Angeles - your advisor, department chair, other members not traveling, even the staff at Topping Student Center.
The group traveling should have at least three people serving as emergency contacts that they may call if they need assistance. These people can be the advisor, department chair, or other group members not traveling. Make sure that you have all office, home, and cell phone numbers of these contacts.
Have all participants complete a liability waiver. Liability waivers are available at Topping Student Center. Make sure that you do not travel with the waivers in case anything happens and the waivers are lost or destroyed. Leave them in a safe place at home.
Have a detailed map and directions to your destination. It is also recommended to have a cell phone with a charger and extra batteries. Flashlights, first aid kits, batteries, and flares are always good items to have while traveling as well.

The following forms have been established to assist with liability issues associated with student travel. All forms are available through the Campus Activities website. The following links provide access to important student travel information, including the Student Off-Campus Trip Guidelines, Alternative Transportation Waiver (for when students do not use university transportation), Assumption of Risk for Events not Sponsored or Supervised by USC, Agreement and Release from Liability for Off-Campus Site Visit (transportation provided), and the Student Organization Travel Form.

Student Travel Forms

General Liability Waiver

Risk Management

If there is one aspect of event planning that is often overlooked or not given enough attention it is risk management. The reality is that student organizations, their leaders, their advisors, and even individual members can find themselves involved in lawsuits due to lack of pre-planning and precaution. Whether directly or indirectly responsible for someone else's injuries, being responsible for a legal judgment could drastically change your life.

The following are some suggestions to avoid potential liability.

Carefully plan all activities. Look for areas that could be potentially dangerous. Plan to deal with these areas or remove them from the program.
Notify all participants of the potential hazards of participating in a specific activity.
Do not participate in negligent or dangerous activities.
Take precautions to avoid foreseeable dangers.
Provide care to injured participants.
Have people available and certified to provide care, for example CPR and First Aid certifications depending on the nature of the event.
Create a written risk management plan stating how your organization will deal with an injury or crisis.
When planning activities always consider access for emergency vehicles and compliance with health and safety codes.
Review all potential risks with participants and have all participants sign waiver forms.