The goal of the Office of Campus Activities and the Scheduling Office is to aid all clients in planning and producing successful events. The following policies and regulations are provided to reach that goal.

General Reservation Guidelines:

• Reservations are made on a first-come, first-serve basis.
• The client will be notified by e-mail regarding confirmation or denial of the reservation request within 3-5 business days. If the event is scheduled, the Scheduling Office will e-mail the client the confirmation.
• Reservations for Bovard Auditorium must be made at least four weeks in advance; all other requests must be made two weeks in advance.
• No advertising should be done before your confirmation is received. In addition, advertising may not indicate that the University of Southern California is sponsoring the event without the express written consent of Campus Activities.

Student Organization Facility Fee Schedule

• Student organizations must be recognized by the University of Southern California in order to make reservations.
• The organization must have a significant vested financial interest in the event in order for the event to be considered a student organization event.
• All fees must be paid by university internal requisition.

Cleaning and Damage Deposit

• A cleaning and damage deposit is required for all events in Bovard Auditorium. Deposits for other facilities will be determined on an individual basis.
• The client assumes full responsibility for the behavior of the audience/guests and participants during their program as well as the responsibility, through their own efforts or through a financial obligation to Campus Activities to return the facility to its pre-event condition after the event.
• Damage deposits are based on the nature of the event as well as Campus Activities’ experiences with the client’s previous events. The client may be asked to complete a “Facility Checklist” with a Campus Activities employee prior to and following the event.
• The return of all or a portion of the cleaning/damage deposit will be based on the information provided on this form.

Cancellation/”No Show” Policy

• If a reservation is canceled more than three weeks prior to the event, provided Campus Activities, the Scheduling Office, or USC has not incurred expenses reasonably required to provide the requested facilities or other services, any pre-paid fees will be refunded.
• If a reservation is canceled within three weeks (for Bovard Auditourium), two weeks (for all other facilities) of the event, rental fees will be assessed.
• If a reservation is canceled within two weeks (Bovard), one week (other facilities) of the event, rental and 50% of staffing fees will not be refunded.
• If a reservation is canceled within one week (Bovard, three days (other facilities) of the event, all fees will be withheld.
• If the reservation is not canceled but the event is not held, all fees and deposits will be withheld.
• Reservation changes or cancellations must be made in writing by the same individual who initiated the original request. Failure to cancel a reservation will result in a fine. Please see payment timetable regarding specific deadlines.
• If any unscheduled activity interferes with an official university function or any other scheduled activity, it may be discontinued at the direction of the Division of Student Affairs.
• The Scheduling Office and/or Campus Activities staff reserves the right to cancel any scheduled event, in whole or in part, due to lack of payment of fees; failure to show within 15 minutes of the specified event start time; complaints received for disturbing academic classes or other events.
• Failure to cancel an event may incur charges for setup and/or staff.  Groups must cancel at least two working days prior of the meeting or event. Charges may be applied for late cancellations.
• Groups reserving space shall be responsible for the behavior of its members and guests. Inappropriate or disrespectful behavior may result in the cancellation and/or suspension of future reservations.
• Failure to comply with university policies and procedures may result in the cancellation and/or suspension of future reservations and/or scheduling privileges.

THE UNIVERSITY OF SOUTHERN CALIFORNIA RESERVES THE RIGHT TO CANCEL ANY EVENT IF FEE DEADLINES ARE NOT MET, IF THE GROUP DOES NOT COMPLY WITH USC POLICIES AND PROCEDURES, OR IF USC OFFICIALS CANNOT ENSURE THE SAFETY OF STUDENTS, FACULTY, STAFF AND/OR VISITORS.

Additional Services and Approvals

Many events require the services or approval of other departments such as the Bookstore, Hospitality Services, Parking, and the Department of Public Safety. If the event falls into this category, the client must return the Service Approval Form indicating compliance with the appropriate department’s policies and procedures at the time payment is made. Additional fees may be assessed or requirements applied by these other departments.
At any time prior to the event, even after the client has received a reservation confirmation, if university departments deem additional services are necessary, the client must comply with those requirements or the event will be canceled.

Required Forms

The following forms are required in order to hold an event in the Central Campus area or Bovard Auditorium.

• Event Security Form

Reservations
All reservations must be made online for the following facilities:

• Banner Space request
• Classroom request
• Display cases and light posts request
• Outdoor Venue Request
• Trousdale Table Space Request
• Indoor Venue Request
• Vendor Request
• Classroom Cancel/Change request