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.
Bookings, Payments, and Permits
- For FALL SEMESTER Meetings and Events
- Recognized Student Organizations can submit requests starting April 1, 2024
- University Departments can submit requests starting April 24, 2024
- Open Reservation Period begins May 8, 2024
- For SPRING SEMESTER Meetings and Events
- Recognized Student Organizations can submit requests starting April 1, 2024
- University Departments can submit requests starting October 1, 2024
- Open Reservation Period begins October 16, 2024
- For SUMMER SEMESTER Meetings and Events
- Recognized Student Organizations can submit requests starting February 1, 2024
- University Departments can submit requests starting February 16, 2024
- Open Reservation Period begins March 1, 2024
Annual Events can apply for Annual Event Early Booking Status via the Annual Event Early Booking Application available HERE. 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:
- In the “Business Purpose” Section — Include the Venue(s) Name & Name of Student Org or Department or outside organization hosting the event.
- 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.
Cancellations for tables and advertising requests need to be made in writing at least two days before the event. For Bovard, Grand Ballroom, Ground Zero, Tommy’s Place, 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 email@example.com.
Yes you can! Please email Trojan Event Services at firstname.lastname@example.org 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 permit can be found HERE.
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. email@example.com
Unfortunately, we do not approve events by outside organizations that target USC's student audience unless they are also partnering with a USC organization.
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.
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 firstname.lastname@example.org or calling (213) 740-4612. Please note they do NOT have a physical office.
Please click here to 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.
Furniture, Sound, Lighting, & Food
Monday- Friday amplified sound is allowed from 12-1pm in select outdoor venues. Amplified sound is allowed outside of these times all day Saturday and Sunday and Friday after 7pm. 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.
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.
- Taping, stapling, gluing or otherwise attaching items to any walls, doors, curtains, windows, posts, columns, floors or ceilings.
- Glitter and confetti.
- Fog machines and bubble machines.
- 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).
- Tommy Trojan and all other statues.
- Trash and recycling cans.
- All lamp posts.
- Utility poles.
- Parking lots and structures.
- On top of other previously posted materials.
- Fountains (including drinking fountains).
- 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/)