EVENT MANAGEMENT TOOLS
The following event management tools will assist you whether you are planning an event on your own, or you are working with our office. We hope these documents will serve as a guide for the planning process at USC.
Event Permits (permit application: click here)
The Office of Fire Safety and Emergency Planning has created an online Event Permit. Whether you are working with the Office of Protocol and Events or planning the event on your own, your first step should be to fill out this permit. Once the permit is submitted, it is copied to all the major offices on campus including Fire Safety, Department of Public Safety, Trojan Transportation and Facilities Management Services. These organizations will then call to follow up on any needs you might have regarding the event.
Event Bible (download: Word | PDF)
During the first consultation, the assigned event manager will go through the Event Bible. This document was created to prompt discussion of important details during the planning process. From the Event Bible, a Responsibility Memo is created. This memo indicates the details discussed during the first planning meeting and sets expectations from our office and the client’s office.
Event Budget (download: Excel)
After the first consultation, along with the responsibility memo and timeline, the event manager will provide a budget estimate for the event. As a client, you will be asked to review and sign it.
Event Check List (download: Word | PDF)
This check list serves as a final check-off, two days prior to the event. At this point, all of these details should be in place. This document serves as a final check-off for the event planner.
Timeline (download: Word | PDF)
After the first consultation, the assigned event manager will also put together a timeline. Often the production and program elements are combined into one timeline. The timeline should include contact information for all vendors. Make extra copies of the timeline to bring to each event to provide to your vendors.
Table Setting Etiquette (Formal Dinner Setting | Casual Dinner Setting)
Setting a table for a formal dinner is always challenging. At the Office of Protocol and Events, we have a set standard that we use for each event. The formality of the setting will change based on the time of day, but most often, the above settings are what is used.
Event Policies
There are several university-wide policies that the Office of Protocol and Events follows. These policies relate specifically to events involving alcohol service or consumption. Below you will find the tailgating request form. This form includes the Alcohol policies on campus. If you are planning an event that will have a large student population, the Office of Student Affairs requests that you fill out the second form below. Example of the Tailgate 2008 and Alcohol Policy (Word | PDF).
Event Planning Contacts
Below are important event planning contacts for the University Park Campus.
Event Permits
Angela DiBenedetto
Fire Safety/Emergency Planning
Phone (213) 740-5527
Email: adibenedetto@caps.usc.edu
Trojan Transportation
620 West 35th Street (PSX)
Los Angeles, CA 90089
Customer Service: 213-740-3575
Facilities Management Services
213-740-3361
Department of Public Safety
Events Coordinator
Mike Heckelman
mheckelman@caps.usc.edu
213-821-1089
Jerod Webster
jwebster@caps.usc.edu
213-740-5350
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