Frequently Asked Questions

• For FALL SEMESTER Meetings and Events
  • Recognized Student Organizations can submit requests starting April 1, 2025. (RSOs can not host events the first 3 weeks of the semester. Events can start after September 22.)
  • University Departments can submit requests starting April 24, 2025
  • Open Reservation Period begins May 8, 2025
• For SPRING SEMESTER Meetings and Events
  • Recognized Student Organizations can submit requests starting September 15, 2025. (RSOs can not host events the first 2 weeks of the January. Events can start after January 26.)
  • University Departments can submit requests starting October 1, 2025
  • Open Reservation Period begins October 16, 2025
• For SUMMER SEMESTER Meetings and Events
  • Recognized Student Organizations can submit requests starting February 1, 2025
  • University Departments can submit requests starting February 16, 2025
  • Open Reservation Period begins March 1, 2025

Annual Events can apply for Annual Event Early Booking Status via the Annual Event Early Booking Application. Applications are reviewed on a rolling basis by a committee. Approved events will be allowed to request venues one year prior to their event date. Approval of an application does not guarantee venue availability. Applications are accepted based on the following criteria:

• History of the event
• Benefit to the USC Community
• Necessity for Early Planning

We accept cash (for payments under $50), all major credit cards, internal requisitions (IR), cashier’s checks and money orders. No personal checks.

If you are paying via IR, please add the following to Workday:

1. In the “Business Purpose” Section – Include the Venue(s) Name & Name of Student Org or Department or outside organization hosting the event.
2. In the “Description” section – Include the Event Status Report (ESR) number.

Your C&D is available for pick-up/refund three (3) business days after your event pending any cleaning & damages charges assessed. The production managers will make three (3) attempts via email to contact you to get your C&D back. After 30 days, your C&D is forfeited and will not be returned.

For Bovard, Trojan Grand Ballroom Tommy’s Place/Traditions, and Outdoor Events, all cancellations need to be made four weeks in advance. TCC Meeting Rooms must be cancelled two weeks in advance. Send cancellation requests to the respective production office for the venue. Cancellations for tables and advertising requests need to be made in writing at least two days before the event. Cancellations for event spaces made within 4 to 2 weeks of the event or meeting date may incur a late cancellation fee.

Yes you can! Please email Trojan Event Services at scevents@usc.edu with your availability to book a walk-through of the room you wish to view.

It is a permit you need to be filled out and turn in if your event contains at least one of the following:

• Open flame.
• Tents, canopies, or membrane structures with an area larger than 450 Sq Ft. More details as to how an event with such should be set up and the actual Division 5 Permit.

USC Office of Youth Protection & Programming Approval: Events involving minors are required to adhere to the requirements outlined in the Protecting Minors Policy, which includes registering with the Office of Youth Protection and Programming 60 days prior to the anticipated event date. For further information, visit the Office’s website where you can find a Registration Roadmap outlining key policy requirements as well as the registration form. Please send a copy of your registration form as well as your approval from the Office of Youth Protection and Programming to your Trojan Event Services Production Manager.

Yes, you will need to reserve the space and complete the university event permit application. The USC campuses host monthly blood drives through LifeStream Blood Bank. LifeStream Blood Bank is the primary blood supplier for Keck Medicine of USC, including Keck Hospital and Norris Comprehensive Cancer Center. If you would like to consider a blood drive that benefits patients of Keck Medicine of USC, you may contact Adam Botello at LifeStream. botellad@lstream.org 

Unfortunately, we do not approve events by outside organizations that target USC’s student audience unless they are also partnering with a USC organization.

Sadly, no. We cannot approve elephants at events. A smaller petting zoo is a maybe, with proper health and safety permits, but don’t get your hopes up on anything bigger than a goat. 

Effective July 1, 2022, the university is prohibiting single-use plastic beverage containers on campus. Beverage bottles made from plastics that are designed for one time use and are not safe for long-term reuse. The most common single-use plastic for beverage bottles is Polyethylene, designated by plastic codes #1 PET, or #2 HDPE which is common in larger sized beverage bottles (e.g. milk jugs). We advise that you use reusable containers, compostable, and/or sustainable alternatives. All students, staff, and faculty using USC Funds are not permitted to use those funds to purchase beverages contained in Single-use Plastic Beverage Bottles. All USC facilities, events, departments, breakrooms/kitchens and purchases are subject to this policy. Users of USC Funds are required to ensure that contracted event planners and caterers adhere to this policy.

The Trojan Grand Ballroom venue is discounted once per academic year for USC recognized student organizations (RSO). The venue rental fee is discounted up to 10 hours and cannot be combined with more than one (1) RSO. The discount applies to the venue rental fee only. Staffing fees are not discounted.

Go to https://gameday.usc.edu/. Trojan Event Services does not reserve outdoor spaces on home football game days.

No, RTCC is managed by Trojan Event Services and Classroom Scheduling is managed by the Department of Classroom Scheduling. Trojan Event Services manages the meeting rooms in the Ronald Tutor Campus Center only.

The Department of Classroom Scheduling can be reached by emailing classroom.scheduling@usc.edu or calling (213) 740-4612. Please note they do NOT have a physical office.

Please complete your Classroom reservation request. Classroom Scheduling will follow-up with you regarding your request. Please do not contact Trojan Event Services as we do not manage classroom scheduling.

All requests for amplification in outdoor spaces must be submitted to and approved by Trojan Event Services. The request for amplification must be on the Outdoor Reservation Request form. No two events can have amplified sound at the same time. For more information on amplified sound, please contact an Outdoor Production Manager.

No, you cannot set up your own table on Trousdale Parkway. You can however, be put on a waiting list for a table that was never picked up by an organization. To do so, visit the Campus Center Main Lobby in Sample Hall on the day you want the table and write your name on the list. If a group does not pick up the table by an hour after their reserved time, then the table is released to the people on the list.

You can request tables and chairs for your event through Facilities Management Services (FMS) – fill out exactly what you need on the FMS Checklist. The checklist can be found on our “Forms and Permits” page on this website or reached at fms-evtp@usc.edu. Requests for tables and other services must be made at least two weeks in advance of your event date. You can also make a request from any approved event services vendor such as Bright Event Rentals, ELM, LA Party Rents or Town & Country. 

USC does not have an exclusive catering contract with any one vendor. There are several entities on campus that can cater your event including USC Hospitality Services and the University Club. In addition to that, many outside food vendors are approved by the University for catering. To find out if your preferred caterer is approved please contact Purchasing Services at 213-740-2281. If you would like to request approval for a new food vendor please contact Erika Chesley in USC Hospitality Services at 213-740-5956 for details. 

The university is committed to promoting a healthy, safe and comfortable environment for all students, faculty, staff and visitors. Smoking is prohibited in all indoor and outdoor facilities on university owned and leased property with no exception, including within vehicles parked on those properties. This includes all university owned and leased housing, dining, hotel, retail, athletic and performance facilities and all teaching, research, clinical and office space. In addition to university owned and operated student housing facilities, this policy also applies to any property occupied by any fraternity or sorority officially recognized by the university. For purposes of this policy, smoking is defined as inhaling, exhaling, burning, carrying or possessing any lighted cigarette, cigar, pipe, electronic cigarette, hookah or other lit product and including the use of any substance, including but not limited to tobacco, cloves or marijuana.

Refusal by faculty, staff or students to comply with this policy may result in appropriate disciplinary action. Visitors who refuse to comply will be asked to leave and could be subject to arrest for trespassing should they persist.

Please note: Event organizers are responsible for the enforcement of USC’s Smoke Free Policy at all events hosted by or on USC owned and/or occupied spaces including buildings and outdoor venues. Please review the Smoke Free Policy  to familiarize yourself with the policy.  Event organizers must provide a plan of action to address potential violations during their scheduled events. This may include, but is not limited to, hiring of Allied Universal Security (AUS) also referred to as “yellow jackets” or volunteers and providing training on how to approach, inform, and educate potential violators of the policy. Individuals violating the policy who refuse to comply may require DPS intervention, may be asked to leave the event, and may face disciplinary action through the Student Judicial Affairs and Community Standards process.  Event organizers must make reasonable efforts to respond to reported or witnessed violations. Failure to act upon receiving a report or witnessing a violation may result in the inability to host future events.

Decorations: All decorations require approval from Trojan Event Services at least two weeks prior to the event. All equipment, decorations, etc. provided by the group must be removed immediately following the event. Failure to remove all event collateral will result in cleaning fees.
Prohibited items:

1. Taping, stapling, gluing or otherwise attaching items to any walls, doors, curtains, windows, posts, columns, floors or ceilings.
2. Glitter and confetti.
3. Fog machines and bubble machines.
4. Candles, flames of any kind, pyrotechnics.

Posting or flyer distribution is prohibited in the following areas or in the following manner:

• All trees and hedges.
• The ground, taped or loose.
• Buildings (including glass windows, doors, walls, and columns).
• Elevators.
• Tommy Trojan and all other statues.
• Trash and recycling cans.
• All lamp posts.
• Fences.
• Utility poles.
• Parking lots and structures.
• On top of other previously posted materials.
• Fountains (including drinking fountains).
• Chalking.
• Electronic flyers or materials distributed via USC listservs, except in accordance with the guidelines outlined above.
• On cars, bicycles, or other individual property.
• Freestanding advertisements such as signs on stands, sandwich boards, other displays, etc.

For the full context of the University’s policy around Advertising, Promotion/Publicity, and Literature Distribution, please reference The USC Student Handbook, Appendix IX. (https://policy.usc.edu/studenthandbook/)

Call 213-821-7822 and someone will assist you. 

True, it never rains in Los Angeles. However, if you’re really worried about it, the best thing to do is book a backup indoor location well in advance of your event date. If you find it’s raining on a day you have a table or outdoor space booked, please come check in with the Trojan Event Services office. Every attempt will be made to move your event to an indoor space or to reschedule (pending availability of dates/times/locations). Please keep in mind, if the University, at its sole discretion, must cancel an event due to circumstances out of its control, including without limitation: weather, loss of power, fire, terrorism, casualty, labor strike, or other occurrence which renders the impossible the fulfillment of and terms of this Agreement, the Purchaser shall have no right or claim for damages against the University. The University is not obligated to refund rental or staffing charges nor to reschedule the event. 

All items left overnight will be charged an overnight fee. It’s best to communicate your request to the production office when you are making your reservation. The venue may not be available the day before or after your event. Unapproved items will be charged against the cleaning & damage or venue rental fee as an unapproved storage fee.

Currently, USC’s University Park Campus is open to students, faculty, staff, registered guests and known vendors with confirmation of work. For access to campus, current USC students, faculty and staff must present their campus ID. Please go to the Visitor Registration website to Pre-Register all non-USC students, faculty and staff. Contact the Trojan Event Services production office and we will provide the Visitor Registration Bulk Template to you that will allow an upload up to 500 names at a time.