Event Planning Guide for Student Organizations

A special event is defined as any meeting, lecture, seminar, conference, social event, etc. that is scheduled to take place in any of the law school’s classrooms, library spaces, lobbies, South Lawn, Crocker Plaza and/or involves outside speakers, outside guests, catering services or will have food served, audio visual needs, housekeeping needs, parking needs, etc.

If you have questions about the event planning process or need assistance, please contact the USC Law Events Office at:

Room: 475
Telephone: 213–740–3841
Fax: 213–821–5533
Email: events@law.usc.edu

1. DEVELOP AN IDEA AND GATHER INFORMATION:

We encourage you to consider these essential event questions before beginning the event planning process. The answers to these questions will help you determine what will be necessary to plan the event.

• What is the purpose of your event (i.e. network, mingle with alumni, fundraiser, encourage students relations, etc.)?
• What type of event will it be (mixer, reception, lecture, lunch, dinner, etc.)?
• Who is the intended audiance? Approximately how many?
• When and where would you like to hold the event?
• Will you need food or beverages?
• Who will present the program portion of the event?
• What is your budget? What are the potential sources for funding?

2. SELECT A DATE:

It is important to avoid conflicts when scheduling events. Please consult the law school event calendar to select several potential dates to consider for your event. You should also check other calendars, as religious holidays may not always be listed on the law school event calendar. To view the law school event calendar go to the USC Law home page or log onto the USC Law portal.

3. SELECT A LOCATION:

It is important that you begin your location search as soon as possible. Space at the law school and around the university is limited and is reserved on a first come, first served basis. Some on–campus locations are reserved up to a year in advance. Note: there is no charge for a USC Law group to use a location inside the law school, however, there may be other costs associated with using law school rooms and spaces such as custodial fees, security and computing personnel costs, and rentals.

• Law Classrooms, Law Cafe and the South Lawn: Submit location requests for any of the spaces in the law school, excluding Campbell Lounge in the law library, by using the Room Reservation Calendar through the USC Law portal by clicking on the ROOM RESERVATIONS link under APPLICATIONS. Note: you must be logged into the portal to reserve a room in the law school.
• Law Library: To reserve Campbell Lounge, please contact the Library Administration Office directly at libadmin@law.usc.edu.
• University Venues: A full list of on–campus venues can be found at http://www.usc.edu/dept/pubrel/specialevents/venue_vendor/venue_list.php
  Once you have selected the ideal location for your event, contact the venue directly to reserve the space. All university outdoor venues, with the exception of the law school South Lawn, must be reserved through the university. This includes Crocker Plaza. Please contact the Events Office for more information
• Off Campus Venues :Please contact the Events Office for ideas.

4. POST YOUR EVENT ON THE LAW SCHOOL EVENT CALENDAR:

As soon as pertinent information has been decided (date, time, location) post your event on the law school‘s online event calendar.

• Log onto the USC Law portal; choose ADD NEW EVENT
• Print the request for your records.
• Within 48 hours you will receive notification from the Events Office.

5. CONTACT THE LAW SCHOOL EVENTS OFFICE:

The Events Office is here to help guide you through the event planning process. The Events Office is located in room 475. You can also reach us by sending an email to events@law.usc.edu or by calling 213.740.3841.

6. PLAN A BUDGET AND SECURE FUNDING:

Please contact Monique Magbuhos in the Budget Office (LAW 122) to schedule a meeting to discuss event fiscal management and possible funding sources. The Events Office can provide you with an event budget template and cost saving ideas.

7. COMPILE A GUEST LIST:

Once you have determined who will be invited to your event, you will need to compile a mailing list for invitations. It is important that you confirm the number of guests you are inviting prior to ordering and/or printing the invitations. Please review the following procedures for inviting particular groups:

• Inviting Dean Rasmussen:
  When inviting Dean Rasmussen you need to send an email to the Dean’s calendar alias: deancal@law.usc.edu with your event information to check his availability. Please do NOT send an email directly to the Dean. Be sure to include: the name of your organization, date, time, location of your event, any guest of honor(s) and a list of attendees (if available) or a list of who will be invited (alumni, current students, etc.). Please describe the event and why your group would like the Dean to attend, including if you would like him to speak at the event. Also, deliver a hard copy of the invitation to the Dean’s Office. If the Dean accepts the invitation to attend, you must submit a Dean’s Briefing at least one week before the event to the Dean’s Office. Contact the Events Office for a Dean’s Briefing template.
• Inviting alumni:
  To obtain a mailing list of law school alumni, contact Deanne Grimes in Development and Graduate Relations (DGR) at 213–743–1714 or dgrimes@law.usc.edu. Turnaround time for mailing lists is one to three business days. Please do not use old alumni mailing lists(s)! Even if your list is from the year before, it will be incorrect, as DGR updates alumni addresses daily. Please feel free to contact Deanne with any questions regarding alumni mailing lists.
• Inviting faculty and deans:
  

  All invitations, formal and informal, should be delivered to the faculty or deans’ on–campus mailboxes located in the mailroom (LAW 303). The envelope should just include the faculty or dean’s first and last name (no address is required). Contact the Events Office for a sample.

  Note: If you plan to invite faculty to your event, please keep in mind that faculty members have scheduled workshops and meetings on most Mondays and Wednesdays throughout the semester from 11:30 – 1:30. Theses dates are included on the events calendar and will be updated regularly as events are added. As is the case with all events, please be sure to check the event calendar before scheduling your event to avoid conflicts.

• Inviting students:
  

  There are four options for inviting current students.

  1. All invitations, formal and informal, can be delivered to each student's personal, on–campus mailbox located in the basement near the lockers.
  2. Flyers can be posted at the elevators on the basement level, first floor and second floor. You can also post flyers near student lockers in the basement. Do not tape flyers inside the elevators or on doors.
  3. You can send a request to the SBA Communications Chair, to have your event included in the SBA’s weekly email blast sent to all law school students. Please send an email to the Chair with ”Announcement” in the subject line to sba@law.usc.edu.
  4. If you are interested in posting your event in SConnect send an email to sconnect@law.usc.edu.
• E–Inviting the law school community: If your event includes all members of the law community or targets specific groups such as faculty, deans or students, the Events Office can send an email blast on your behalf. You must create and send the desired text to the Events Office via email at least two business days before you want the announcement to be sent. Note: any text sent by the Events Office on behalf of a student organization must first be approved by the Events Office.

8. CREATE AN INVITATION OR FLYER:

Student organizations are responsible for creating, stuffing, sealing and mailing and/or posting their invitations and flyers. Remember, any materials printed or sent from the Events Office must receive final approval from the Events Office before the invites or flyers are printed or emailed. Please review the information below before creating your invitations:

• Invitation samples and flyer templates: Student organizations are responsible for creating their own invitations and flyers. This includes coming up with the text, the design and the details (type of paper, paper weight, dimensions, etc.). The Events Office can provide you with a sample invitation and a variety of flyer templates are available on the USC Law portal.
• Information to include on invitations and flyers: Prior to printing and/or sending your invitation or flyer, contact the Events Office or the Public Relations Office at pr@law.usc.edu or 213–740–9415 to be sure your invitation meets university regulations. The name of your organization, name of the event, date, time, location, RSVP information and a phone number or email address people can use to get more information should be included along with the approved logo(s) and full name of our school.
• Gift solicitations: All invitations that include a donation as part of the registration fee/ticket price must state the benefit amount on the invitation or no portion of the payment will be tax deductible. The benefit amount is the fair market value of the food/beverage/gifts the donor receives at the event. Wording on invitations should follow this example: ”The fair market value of each ticket is $XXX. The purchase price in excess of the fair market value is a charitable contribution. You may wish to consult your tax adviser for further advice.”
  All event ticket purchases that include a gift amount must be processed by Development and Graduate Relations (DGR). DGR can supply return envelopes so RSVPs are mailed directly to them, or ticket/donation paperwork and payment can be received by student organizations and then forwarded to DGR. Donors will receive both a thank you letter from Dean Rasmussen that states the benefit amount and a tax receipt from USC.
  Prior to printing, all invitations that include a donation amount in the registration fee/ticket price, must be sent to Deanne Grimes in DGR, via hard copy or email to dgrimes@law.usc.edu. Deanne will review the benefit amount language, and give approval or suggest changes. This process takes one to two business days.

  To send a hard copy through campus mail please address to:

  Deanne Grimes
  Law School DGR
  ATT 340
• Printing invitations and flyers: The Events Office can provide USC cardstock and RSVP cards with envelopes to use for invitations. We can also provide paper to print flyers. We can accommodate requests up to 300 pieces for invitations and up to 50 sheets for black and white flyers and 10 sheets for color flyers. If your mailing is larger, we recommend using Copy Vision in the basement of the law school or another printing/copying vendor. A request to print invitations or flyers must be made at least two weeks before the items are needed. During high volume times, the Events Office may not be able to print your invitations or flyers no matter the size of the request.
• Postage: Each student group is responsible for handling the postage for their events. Contact Monique Magbuhos in the Budget Office (LAW 122) to discuss the process and to obtain the Outgoing Mailing Requisition Form.
• RSVPs: The deadline for RSVPs should be at least one week before the date of the event. This should be noted on the invitation or, if applicable, the enclosed RSVP card. Be sure to list your organization’s room number, email address and/or phone number on the invitation or RSVP card.
  
  With prior approval, the Events Office can serve as the centralized location for incoming law school event RSVPs. If approved, the Events Office address or email address may be listed as the RSVP contact. Before sending your invitations you must have the Events Office approve your plan. You will also be required to provide a list of pertinent event specific information one week before sending the invitations, such as meal options, guest allowance, special parking instructions, payment information, etc.
  
  If you receive approval for the Events Office to take your RSVPs, the Events Office will create an RSVP collection envelope for your organization’s event and place it at the front desk. The student organization is responsible for checking the envelope daily to ensure that RSVPs are received in a timely manner. Note: each organization will be responsible for tracking their RSVPs by creating an Excel guest list and entering all RSVPs into the document.

9. HIRE VENDORS:

The university has a list of approved internal and external vendors. For a list of approved vendors contact Monique Magbuhos in the Budget Office (LAW 122). If you already have a vendor in mind, she can verify if the vendor is approved or not. Also, be sure to ask for an SBA Expense Form. When using an approved vendor get a quote or estimate from the vendor and submit the quote/estimate along with the SBA Expense Form and/or with the Non Travel Expense Form to the Budget Office. If you use an unapproved vendor we cannot guarantee you will be reimbursed or that the vendor will be paid.

• Catering: (food, drink, bartenders, servers, additional labor, linens, disposable dishes and/or china, glassware, etc): Food costs can be one of the most expensive parts of an event and it is often difficult to determine pricing. Pricing will depend on the number of people attending your event, the vendor, the menu you choose, as well as service, rental and disposable costs, but these are some general cost estimates to use in determining your budget:
  • Breakfast (assorted pastries, juice, coffee, water) $8 – $12 per person
  • Lunch (individual wraps, sandwiches, pizza with beverage) $5 – $8 per person
  • Lunch (boxed with beverages) $10 – $12 per person
  • Receptions (no alcohol, appetizers, etc.) $15 – $20 per person
  • Receptions (wine and beer, appetizers, etc.) $20 – $25 per person
  • Receptions (desserts only) $10 – 15 per person
  • Dinner/Lunch (buffet) $30 – 35 per person
  • Dinner/Lunch (plated) $40 – 45 per person

  Reminder: these are estimates only. Prices will vary depending on the caterer, menu selections and number of people!

• Serving alcohol: If alcohol will be served at your event, you must complete the Alcohol Beverage Registration Form two weeks prior to your event. This form is available in the Events Office. You must have a copy of the approved form at your event.
• Rentals: The Events Office has a few items available for student groups to borrow. These items include: easels, beverage tubs, wine openers, a law school banner and a law school podium cover. The Events Office does NOT have tables or chairs to borrow. We recommend speaking to other student organizations to see if you can borrow tables or chairs they may have purchased. Otherwise, the Events Office can assist you with renting items from USC Facilities or an outside vendor.
  • 6’ tables are approximately $14 each
  • 8’ tables are approximately $15 each
  • White Samsonite folding chairs and white wooden folding chairs are approximately $1 each
  • White cardboard trashcans are approximately $7 each and liners are approximately .50 cents each
  • Note: these prices do not include the delivery/pick up fee
• Cleaning up/trash removal: You are responsible for maintaining and/or cleaning up your event venue. Contact the Events Office to discuss the rules for cleaning up and disposing trash after your event.
• Audio and visual: Most audio and visual needs can be fulfilled through the law school’s computing department or through USC’s Instructional Media Services (IMS). Contact the law school’s computing department at help@law.usc.edu.
• Parking: As soon as an event location has been established look into parking options for your guests. Contact Monique Magbuhos in the Budget Office (LAW 122) for a Parking Requisition Form. You will need to submit the Parking Requisition Form at least two week prior to the event
• Giveaways, gifts and USC Law merchandise: If you choose to purchase giveaways or gifts with the USC law logo for your event, there are regulations you must comply with. Please visit
  If you have further questions contact the Law Public Relations Office at pr@law.usc.edu or 213–740–9415.
• Décor and flowers: Purchasing flowers at the LA Flower District downtown is an excellent choice for organizations on a tight budget. Please see the Events Office for directions and parking information for the Flower District.
• Photography: Please contact the Public Relations Department at pr@law.usc.edu or 213–740–5563 for your photography needs.

10. PREPARE EVENT DAY ESSENTIALS:

There are a few finishing touches you need to incorporate to make your event successful. Make sure you have covered the following items in the planning process.

• Creating programs: If you decide to create a printed program for your event, a draft of the program should be created at least three weeks prior to the event. The program should be sent to the printer at least two weeks prior to the event. Remember to acknowledge sponsors of the event in the program and at the event. If you would like to have the Public Relations Department review your program before printing, contact Maria Iacobo at 213.821.5697.
• Nametags and place cards: Nametags and place cards can be obtained from the Events Office. If you place a request at least one week before your event, the Events Office may be able to print your nametags and place cards.
• Signs: The Events Office may be able to print signs and provide easels for your event if the request is made at least two weeks prior to the event. You must return the signs and easels in the same condition the day following the event or there will be a $6.00/per sign or $60.00/per easel charge issued. Each student organization is responsible for providing text for the signs, picking up the signs and/or easels, placing them inside or outside the law school and returning them to the
  
  Events Office. Note: the Events Office will not be able to handle last minute requests or changes to an original request.
  
  Contact the Events Office if your organization needs to order white sign standards for outdoor sign posting. Sign standards (white posts) must be ordered through USC Facilities and cost approximately $4 each plus delivery/pick up.
• Event timeline: To ensure that you stay on track the day of your event, it is best to develop an event timeline documenting each person’s role. This should be drafted at least two weeks prior to the event. A copy of the timeline should be included in the Dean’s Briefing (if he is attending your event) and given to everyone who is helping with the event.
• Check–in table: Arrange for two separate check–in tables for any event when both alumni and deans/faculty/students are invited. Alumni should check–in at one table and everyone else should check–in at the other table. Create an alphabetical check–in list (alphabetical by last name) for quick reference. Contact the Events Office for further information and supplies.

11. CLOSE THE EVENT:

After the event is over, there are a few steps you need to take to officially close the event. Following an event make sure to:

• Return borrowed items
• Finalize the bills associated with the event and submit the SBA Expense Form and the Non Travel Expense Form with original receipts to Monique Magbuhos in the Budget Office (Law 122).
• Send thank you notes to speakers, special guests and anyone who helped with your event.
• Document the event process and make notes for areas of improvement, in order for the next group to benefit from your experience