MEMBER ORGANIZATIONS’
RESOURCE BOOK
Table of Contents
Section I
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Foreword
What is ACA?
Meet the Executive Board
The Program Board Organization
Section II
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8
Programming
10
12
13
Funding
15
16
20
21
22
Publicity
24
25
Resource Directory
Department and Staff Contacts
Outdoor/Indoor Venue Contact Information
Commonly Used Vendor Directory
Hospitality Services Donation Request Form
Section VII
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7
Publicity Checklist
Information Kiosk Guidelines
Section VI
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Membership
Applying for Funding and Funding Policies
ACA Funding Application
Additional Funding Resources
Dealing with Finances
An Overview of Program Board Forms
Section V
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Insert
5
Programming Checklists
Programming Fee Policies
Large-Scale Equipment: USC’s Safety Information
Section IV
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3
4
Membership Agreement
ACA Services and Resources
Section III
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Introduction
27
28
30
37
USC Policies
General Campus Rules & Regulations
39
1
I. Introduction
Foreword
What is ACA?
Meet the Executive Board
The Program Board Organization
2
Foreword
The thought, time and effort that has gone into producing this book reflects ACA’s dedication to the goal
of promoting successful academic programming that impacts the intellectual culture and student life on our great
campus. We hope that you will find it a useful resource for many semesters to come; in it, you will find answers to
many key questions regarding programming, funding, advertising, and more.
It is hard to teach what it takes to be a good programmer, and most of what you will learn will come from
experience. Please remember that we are here to address any questions or concerns you may have.
Every year is an exciting time filled with the promise of new ideas, new members, new connections and
new programs. While we’re offering ways of supporting the efforts of member organizations, we’re also eager to
see an even higher degree of leadership, energy, initiative and creativity from you, the student luminaries of our
day. Let’s make things happen!
Best wishes,
The ACA Executive Board
3
What is ACA?
The Academic Culture Assembly (ACA), formerly known as Academic Honors Assembly, part of USG’s
Program Board, functions as a congregating forum for USC's diverse academic student groups, as well as a support
organization that provides event programming consultations and funding assistance to them. We believe that by
providing cohesion for our diverse interests through dialogue, discussion, and quality programming, we can
invigorate ourselves with curiosity and confront challenges with academic responsibility. Our dedication towards
this end manifests itself as an emphasis on increasing student-faculty interaction, by encouraging interdisciplinary
appreciation, and by providing socially relevant programming on both a local and global scale.
Correspondingly, our efforts to foster USC’s atmosphere of curiosity and intellectual responsibility have in
the past resulted in programs that have ranged from research fairs to faculty panel discussions. We also provide
campus-wide publicity, advocacy, and networking resources (including access to faculty, campus offices, research
centers, and programs like the Academic Culture Initiative) for our member organizations.
Membership extends to academic clubs, honor societies, artistic groups, literary journals, and any other
organization related to curiosity, the humanities, the sciences, and personal growth. We are committed to
fostering and developing an academic culture at USC that reflects the caliber of its students and their passion for
the intricacies of the world around them. We believe that by providing cohesion for our diverse interests through
dialogue, discussion, and quality programming, we can invigorate ourselves with curiosity and confront challenges
with academic responsibility.
Website: http://www.academicculture.com
Email: uscaca@usc.edu
Office: STU-B7 (Program Board)
Past ACA Programs
Train of Thought – An Academic Involvement Fair
Capture the Flag—Science vs. Humanities campus wide social event.
Beyond Books – Undergraduate Research Information Fair and Banquet
Study Night Breaks (during finals)
Controversy series—professor panels on controversial current events.
Cosponsorship of speaker events (e.g. Howard Zinn)
Sponsorship of programs organized by member organizations
4
The Program Board Organization
USG’s Program Board is an organization responsible for developing and implementing activities and programs;
these programs are designed to meet the cultural, social, recreational, and educational needs of the University’s
students, faculty, and staff members as well as other members of the campus community. Programs are intended
to challenge, entertain, or develop the skills and potential of the campus community.
To implement university programs, the Program Board includes thirteen committees where each committee is
chaired by its respective director. Excluding the Discretionary Board and Executive Committee, the thirteen
committees are categorized as “Assemblies” or “Programming Committees” (PC’s).
Assemblies
ACA: Academic Culture Assembly
APASA:
BSA:
GLBTA:
Committees
 Concerts
Asian Pacific American Student Assembly
 Performing Arts
Black Student Assembly
 Speakers
 Special Events
 Trojan Pride
Executive Committee
Gay, Lesbian, Bi, Transgender Assembly
ISA:
International Student Assembly
LSA:
Latina/Latino Student Assembly
 Executive Director
PSA
Political Student Assembly
 Finance and Administration Director
Women’s Student Assembly
 Program Board Advisor
Trojan Pride
 Graduate Advisors
WSA:
Administration Staff

Public Relations

Production Manager

Graphic Designer(s)

Web Administrator

Office Assistants*
* Note: Office Assistants are NOT
secretaries and do not do your busy
work (i.e. type contracts, make copies,
return phone calls, do paperwork, etc.).
5
II. Membership
Membership Agreement
ACA Services and Resources
6
Membership Agreement
By joining ACA, you agree to actively participate in the assembly and
respect its Constitution and bylaws.
Member organizations shall not violate the hazing, advertising or alcohol
use policies of the University of Southern California.
Member organizations will appoint a member as the ACA representative,
and will have at least one member attend biweekly ACA executive board
meetings.
Member organizations will try to promote ACA through their PR materials
and web pages, especially so when funding is received. In such cases, all
advertising materials shall prominently display the ACA/Program Board
logo.
ACA is committed to supporting its member organizations in every way
possible.
7
ACA Services and Resources
ACA Newsletter:
Each member automatically receives our monthly email newsletter. The newsletter provides up-to-theminute information on news and events concerning Academic Culture Assembly.
Funding:
Each member organization is eligible to apply for funding for its events. See the Finance Section in order
to get more detailed information how your organization can obtain funding.
Advocacy:
ACA works closely with the Academic Affairs Committee of Undergraduate Student Government, which
works on issues surrounding academic ethics, advising, textbooks, and other concerns about academic
policy at USC. Thus, each of our member organizations has access to advocacy
Promotion:
Events such as Train of Thought, which arranges all affiliated academic organizations on campus along
Trousdale, allow each organization to publicize and recruit new members. We also assist other various
promotional efforts.
Networking:
ACA provides the chance for organizations to network and collaborate on events. ACA encourages the
sharing of ideas to further the academic culture of the university.
Organizational Support:
Our biweekly General Assembly meetings provide representation for your organization and also a forum
in which any concerns, questions, or assistance requests can be voiced.
Website
Our website is a good way to communicate and get resources from us. Please visit our website ac
www.academicculture.com or shoot us an email about your concerns. Our Membership Director will
assist in all ways possible.
8
III. Programming
Programming Checklist for Events
Programming Fee Policies
Large-Scale Equipment: USC’s Safety Information
9
Programming Checklist for Events
Timeline: As soon as possible or 7 weeks before the event
Start to brainstorm for your event. Consider the following:
o Theme
o Venue
o Food/Drinks
o Talent Performer
o Security
o Funding
o Collaborators (other groups/clubs)
o Publicity
o Mailing
o Parking
o Microphone/speakers/stage
o Daily Trojan Ads
Contact other collaborating groups for possible cosponsorships and other assistance.
Find talent/performers by consulting Program Board, academic departments, or online
sources. If you need help coming up with ideas or plans, feel free to contact ACA. Our
Programming Directors will personally help you through the process in the weeks to
come.
Timeline: 6 weeks before the event
Try to reserve two possible venues.
Consider reserving banner spaces and electronic kiosk advertisement.
Make decisions about vendors, budgets, and menus for food.
Start getting invoices/quotes for all expenses. Inform ACA of your proposal. Remember
that Hospitality Services can provide student organizations with some food (for one
program per semester).
Timeline: 5 weeks before the event
Submit a typed ACA Funding Application and all possible invoices. Present at the
General Meeting (refer to section on funding for more details). If you have basic
questions about eligibility for funding, please talk to our Executive and/or Assistant
Director, or our Finance Director, before filling out an application. Their contact
information can be found in the insert accompanying this booklet. Six weeks before the
event is the deadline, as we ourselves can’t muster up the funds for you any faster than
that due to Program Board’s paperwork deadlines.
Depending on the program, invite faculty or staff members. Give them sufficient notice.
10
Programming Checklist for Events
Timeline: 4 weeks before the event
Divide tasks among your Executive Board or other members.
Start publicizing event (list the listserves you plan to target, start designing flyers).
If funding is approved, submit all paperwork. You will be assisted by Executive Board
members. In a few cases, there might be a few questions/corrections regarding
paperwork. Please work with the ACA E-Board to correct them.
Timeline: 2 weeks before the event
You will receive a notice when requisitions are ready, so you can pick them up to pay
your vendors.
Make and distribute flyers; put up banners.
Consider personal invitations and phone calls.
Plan out format of event, order of presentations, etc.
Timeline: A couple of days before the event
Call vendors to confirm orders.
Call/e-mail presenters or guests to confirm their expected attendance.
Timeline: Day of event
Setup, get food and equipment, pay vendors, and cleanup. Enjoy the program!
Timeline: Within 10 days after the event
If you have any original invoices from the vendor, please submit them to ACA. Confirm
that all payments have been paid in full, and send thank-you cards as necessary.
Please fill out a brief program evaluation to preserve records, and for future events. This
will not only be a reference for ACA, but also for your organization’s future leaders.
11
Programming Fee Policies
The Programming Fee exists for the academic, social, cultural, and recreational enrichment of the student body. It
is distributed broadly to a variety of student organizations. Any and all access to the fee requires that the
following points be understood:
Only currently matriculated students may request funds.
All the policies and procedures of the University, Program Board, and of your own governing
assembly/committee, GPSS, and Undergraduate Student Government, are applicable to the use of
University funds, of which the Programming Fee is a part.
To request payment for expenses from the Programming Fee, an individual must have received training
on the paperwork process involved as such.
Reimbursement from the Programming Fee to an individual, organization, or any member(s) thereof will
not be granted. All expenditures require prior approval through the Expense Request approval process.
Any purchase for professional goods and services over $2,500 must be “bid out” by at least three vendors
and the USC Purchasing Department needs to approve of the vendor chosen.
Any printed item purchased with the Programming Fee that makes use of the “Tommy Trojan” or USC
logo needs to be pre-approved by the Trademarks and Licensing Department, and any must conform with
the University’s Graphic Identity Program.
All requests for funds need to be filed by submission of a Programming Proposal Sheet (including itemized
budget), Event Request form, and all other original receipts and paperwork as detailed in the Program
Board Policies and Procedures.
All programs, events, and expenditures need to be approved at least four weeks prior to the event day by
the Program Board Graduate Advisor. The Finance Director, Executive Director, and Program Board
Advisor must approve all events at least three weeks prior.
Only the Vice President of Student Affairs is authorized to enter into or sign any contracts on behalf of
USC. Should anyone choose to sign such a document, he/she will be financially responsible for it.
If rented equipment from an off campus vendor was paid for with Programming Fee monies, until such
equipment is returned, the director who turned in the expense request paperwork is financially
responsible for excess rental and damage charges.
To continue use of a Programming Fee allocation, directors must meet with an advisor(s) on a weekly
basis to update him/her on any planned use of Programming Fee funds.
All claims on any Programming Fee Budget need to be filed by the day before commencement in May that
marks the conclusion of the academic year in which those claims are to be spent.
All outstanding invoices and/or receipts must also be filed by the day before commencement in May for
the academic year in which the invoiced service was used.
Programming Fee Expense Request Proposals may only be made for the academic year in which the event
is to occur, and must comply with the Summer Paperwork Deadline Policy.
For events that take place after the end of the current academic year, or during the summer, see the
summer paperwork policy listed in the Finances section for procedures and restrictions.
All Programming-Fee-funded events must take place before stop day unless otherwise specified.
Charging items to any Programming Fee account by a director is not allowed and will result in an
automatic “freezing” of the account.
Any event generating revenue that was sponsored all or in part by the Programming Fee, must have the
sponsored revenue returned to the source of the initial funding unless a different settlement is mutually
negotiated among all sponsoring parties.
The use of the Programming Fee for the purchase of tobacco, drugs, and/or alcohol is not allowed.
The Programming Fee must be spent with the purpose of providing quality programming that expresses
both the diversity of our campus and the broad range of interests represented by the students at USC,
providing an accurate representation of the desires of the entire student body, and incorporating a
method of evaluation for future programming. A Programming Fee allocation must also be spent in
accordance with furthering the mission statement of each respective organization for which that
allocation is designated. Any proposed expenses that do not adhere to these guidelines are not allowed
and will be denied approval.
12
Large-Scale Equipment: USC’s Safety Information
Generators:
Generators must be placed at least 20 feet away from any building. They must be equipped with a 20BC
Fire Extinguisher.
Safety:
All exits and aisles shall be maintained free and unobstructed. A 7-foot overhead clearance must be
maintained in all public access areas.
Electrical supply, cables, and gas or water piping on ground level must be bridged.
Compressed gas cylinders shall be secured at all times and capped if not in use.
All decorations shall be flame retardant. A fire land of 28 feet must be maintained in the area adjacent to
each building.
Stages:
Any performance using a stage 30 inches or greater in height requires an LASBS inspection and permit
prior to use.
All stages must be equipped with a minimum of one charged and ready 2A-10BC dry chemical fire
extinguisher. Concerts require special agreements and contracts.
Cooking:
Apply with the LA City Fire Department for use of portable BBQ devices. Special Permit (F315) is required
for any open flame premises.
Fire extinguishers must be visible and easily accessible. Do not cook under fabric tents or canopies.
At termination of use, all coals, embers and ashes shall be thoroughly soaked with water and placed into a
clean, non-combustible container for disposal.
A ten-foot distance must be maintained between the cooking and any structure. There shall be a rigid 5foot barrier between the cooking device and approaching persons.
Cook in a non-enclosed area, on a secure, stable level surface. Absolutely no children under 12 years old
shall be allowed in the cooking area.
13
IV. Funding
Applying for Funding
Funding Policies
Funding Application
Additional Funding Resources
Dealing with Finances
Overview of Program Board Forms
14
Applying for Funding
When receiving applications for funding from member organizations, ACA utilizes a democratic system
where the individual organization requesting funds makes a presentation to the General Assembly about their
proposed usage. Since the funds will come from a percentage of our budget dedicated for all members of the
Assembly, we feel that the fairest way to divide it up is to submit the decision to the representatives of the General
Assembly.
After making a presentation to the General Assembly during a normal meeting session, the representative
requesting funding on behalf of his or her organization will leave the area so that the other representatives may
discuss the proposal. After discussion, Executive Board members will pass out sheets of paper on which each
representative anonymously writes down the amount of money they believe should be accorded to the
organization making the request. The Executive Board will count all the votes and take out both the lowest and
highest amount. The average of the remaining numbers will be the amount of funds given to the requesting
organization.
Depending on the amount of money requested from ACA, these procedures may have slight variations. If
the requested amount is less than a certain percentage of our allotted funding budget, then the requesting
organization can bypass the General Assembly proposal and submit an application directly to the Executive Board,
which will then make the decision itself. However, if the amount is more than a certain percentage of our allotted
funding budget, then the proposing representative(s) must first come to our Executive Board meetings for
approval to present to the General Assembly. This is not merely to impose additional restrictions on large funding
requests, but rather so the Executive Board can help the requesting organization to revise and polish their
proposal to the General Assembly – we are always trying to help you get as much money as possible.
Should you not receive enough money to run your event from the funding process, ACA can also step in
and cosponsor your event if we feel it fit. Just make sure to keep talking to us throughout the process!
Below is the Funding Application which must be filled out for the Executive Board’s review in any situation.
Funding Policies
There is one simple concept: NO DOUBLE DIPPING. All the assemblies and funds on Program Board are all funded
from the student programming fee (again, we are working with your money). Because everything comes from one
source, it would be unfair for a single organization to get money multiple times from this source for the same
event. Hence, you cannot go to other assemblies asking for funding for the same event. This means that you
should be careful where you apply for funding; for instance, if you are doing a charity event, it might be better to
go to the Philanthropy Fund. Alternatively, you can deal with the Double Dipping rule by co-programming and
getting another organization to apply for funding from a different fund.
Some Helpful Links
http://www.usc.edu/dept/pubrel/specialevents/venuesname.htm --- This is a link that describes some of the
larger USC venues that you can possible use for larger co-programmed events (and you always have the option
of going through classroom scheduling if you want to just use a classroom/lecture hall).
http://www.usc.edu/dept/pubrel/specialevents/vendor.htm -- A brief listing of some vendors that are
commonly used by administrative officials/larger organizations; some of these will apply to you and some will
not, but have a look anyway just to get a feel for what’s out there.
15
Application Checklist
General:
___
My group is a recognized student organization
___
I have read and understand the AcA Funding General Policies and Instructions.
___
The event I am planning is open to the entire student body
___
I understand that my completed application must be turned in and presented to the
board at least 4 weeks prior to my event
___
I have typed this application. (All applications must be typed, no hand written
applications will be accepted)
Forms:
___
I have included the completed Event Info Sheet
___
I have completed and included the Event Questionnaire
___
I have completed and included the Line Item Budget
___
I have included the completed Individual Expense Description Forms
___
I have provided all necessary Invoices and other required documentation
___
I have Contacted USC Purchasing and included vendor codes for outside vendors
Call USC Purchasing at 213-740-9794 and check:
NO: Have vendor fill out University Vendor Supplier Form and get it to Purchasing for
processing. (If you are less than 6 weeks from your proposal to the board, you may not use this
option)
YES Get vendor code and tax ID numbers from USC Purchasing
___
___
I understand that the receipts/invoices are due with all other
documents 1 business day after the event is completed
I understand that the Event Evaluation Form is due 1 week after the event
Processing:
___
I have contacted Susie Kwon, Executive Director of ACA, to schedule a presentation
time/meeting time.
___
My application is specific and thorough because I realize the funding boards scrutinize
all applications because the money allocated is provided by the Student Programming
Fee and GPSS
16
Event Information Sheet
Event Name:
Organization:
Date of Event:
Start Time:
End Time:
Estimated Attendance:
Venue:
Contact Person(s):
Phone Number:
E-mail:
Co-sponsorship:
Description of Event:
17
Event Questionnaire:
1. What is the main objective of organizing this event?
2. What is the vision/purpose of your organization?
3. How will this event enhance your vision and purpose as an organization?
4. How will this event benefit the USC student body and/or community?
5. What tools will you use to evaluate the program’s effectiveness?
6. What efforts are you making to collaborate with other student organizations?
18
Line Item Budget
- Please include the overall costs of the event, the total amount that your
organization(s) is/are asking from ACA, and other projected funding sources and amounts.
Please follow this format:
Items
Expenses Source
Vendor
Code
Amount Requested from ACA:
Individual Expense Description
Type of Expenditure: __________________________________________________
Vendor Info:
Name:______________________________________________________________
Street Address:_______________________________________________________
City/State:____________________________________ Phone: ________________
USC VENDOR ID NUMBER:___________________ FED. TAX ID:___________
Cost of Expenditure: _____________ Attach Official Quotes/Invoices!!
Type of Expenditure: __________________________________________________
Vendor Info:
Name:______________________________________________________________
Street Address:_______________________________________________________
City/State:____________________________________ Phone: ________________
USC VENDOR ID NUMBER:___________________ FED. TAX ID:___________
Cost of Expenditure: _____________ Attach Official Quotes/Invoices!!
19
Additional Funding Resources
The Discretionary Fund, Leadership Fund, Philanthropy Fund and Program Board Assembly Funds all tap into a
common source – the Student Programming Fee. For fairness and to avoid misuse, the following policies are
set:
 If an organization is part of a Program Board Assembly, and applies for funding from that Assembly, it
will not receive funding from other assemblies or from Discretionary Board. However, co-sponsorships
can enable organizations to tap into more than one source.
 For a given event, any recognized student organization can apply for funding from only one of the
following: Leadership Fund, Philanthropy Fund, Discretionary Board or one Program Board Assembly.
Again, co-sponsorships between two different organizations can circumvent this.
 For most member organizations of ACA, all this will basically mean that their funding sources are:
1) Academic Culture Assembly
2) Leadership Fund
3) Philanthropy Fund
4) Academic Research Fund
5) PALM (Purchase At the Last Minute)
6) Co-sponsorships that will allow you to tap into more than one source
Alternative funding options
Anyone you can find
Fellow Program Board Directors
Leadership Fund (but only for the groups under you)
Philanthropy Fund (also only for the groups under you)
Outside Sponsorships (be sure to check with University Policies first)
Corporate Sponsorships (be sure to check with University Policies first)
Vendors
Non-Academic Departments
Campus Organizations
Greek Organizations
Undergraduate Student Government
ORGL (Office of Residential and Greek Life)
Dining Services
Traditions
Saturday Night Magazine
Campus Circle Publishing
Bookstore
Payments at the Last Minute (PALM)
Graduate and Professional Student Senate (GPSS)
20
Dealing with Finances
There are many details to remember when keeping track of funds and programming your event. The following
advice, given by past Executive Directors, will plunge into that morass right along with you:
When applying please include as many DETAILS as possible. Provide a detailed budget as the application requests.
If your application is approved you will be given a purchase order and the vendor will take this on the day of the
event. You need to get vendor codes when applying and you should get the vendor code before you start filling out
your application. USC has a vendor list of over 50 pages long, so you shouldn’t have a problem locating one you
want. To get a vendor code, please call 213-740-2281 (USC Purchasing Department) and ask them for the vendor
code for a specific organization (e.g.: “Ring Ring…Can I have the vendor code for Bistango…?”). If this does not
work you can also trying using a direct extension 213-740-9794 (This should be the primary number you attempt;
from USC phones just dial the extension 09794). USC organizations like Hospitality Services and the Daily Trojan
take internal requisitions and as a result they don’t require nor have vendor codes. To clarify:
 Situation 1: You are using a non USC vendor (e.g.: Bistango) in which case you need to call the number listen
above and get the vendor code, if your application is approved you will get a purchase order, which will be
the payment to the vendor.
 Situation 2: You are using a USC vendor (example: Hospitality Services) in which case you do not need a
vendor code and if your application is approved you will get an internal requisition which will be the
payment.
Things to remember
It is important that we promote each other; the ACA Program Board logo (downloadable from the ACA
webpage), should be prominently displayed on all advertising materials.
Funding is one of the most important ways for ACA to support academic programming. However, please
do not forget that there are many other ways for you to take advantage of ACA – advertising, advocacy,
networking, etc.
ACA will also try its best to inform you of other possible funding sources. Please use us as a resource.
According to Program Board policies, funding will be allotted in form of:
o Internal requisitions (for campus services)
o Purchase orders (vendors registered with the university)
o Check requests (one time services from vendors not registered)
This means that reimbursements are unfortunately not possible.
The Executive Board will retain a final say in matters related to approval, denial or revoking of funding.
University policies that prohibit alcohol use, illegal posting and charging of a fee will be upheld.
21
An Overview of Program Board Forms
INTERNAL REQUISITION
For payment of all on campus purchases and services
(except mail services.)
To complete the expense request, you need:
Department Name.
Department Phone Extension.
Exact Amount to be spent.
Check the Internal Requisition box.
Invoice if possible (if official invoice is not possible, obtain an internet print-out, price quote or rate
sheet).
PURCHASE ORDER
For payment of all items and services from off-campus
vendors, such as food, plaques, and T-shirts.
To complete the expense request, you need:
Company name.
Company address AND phone number.
Company vendor code number (NOT their tax identification number). Get the vendor code number either
from the Programming Manual, or from the Purchasing Department (x0-9794).
Exact amount to be spent.
Attached Quote, Invoice, or Estimate.
NOTE: Vendor will not be paid until the ORIGINAL receipt is turned in to PB Advisor, who then forwards it to
Accounts Payable. To get a PO for a service before you actually receive the service, write “Pre-payment” before
anything else in the Purpose section.
CHECK REQUEST
For payments of contracts, such as for a singer or
payment to a dance troupe.
To complete the expense request, you need:
Individual’s name and Social Security Number OR Company Name, tax identification number, and vendor
code number.
Address and Phone Number.
Exact Amount to be spent.
To pick up the check yourself, write, “Check to be picked up, routing x0-5656” in the Special Instructions section.
MAIL REQUISITION
For payment of all postage, mailing, and shipping done
with the Mail Stop.
To complete the expense request, you need:
Department Name (Mail Stop).
Department phone extension.
Type of purchase (stamps, overnight mail, etc.).
Exact amount to be spent.
Page 28: Sample Budget Proposal (make more realistic this time)
Page 29: Sample Expense Request (General)
Page 30: Sample Expense Request (Internal Requisition)
Page 31: Sample Expense Request (Purchase Order)
Page 32: Sample Expense Request (Check Request)
Page 33: Sample Expense Request (Mail Requisition)
Page 34: Sample Expense Request (Transfer of Funds
22
V. Publicity
Publicity Checklist
Information Kiosk Posting Guidelines & Procedures
23
Publicity Checklist
Newspapers
Daily Trojan – Besides costly ads, consider the possibility of the DT writing an article about your event
(free publicity!) DT “Upcoming Events” are also a great source of publicity
Trojan Horse
Other options: Saturday Night Magazine, Bamboo Offshoot
Radio, TV, Electronic Display
KSCR radio
Trojan Vision
Electronic Kiosk outside STU
Academic Culture Assembly website: http://www.academicculture.com (for posting an event)
Banners on Trousdale or Commons
Fliers on campus, inside buildings (please follow official policies)
Through Resident Advisors
Leave flyers for RA’s in Office of Residential Education (STU200)
Access the RA listserv; ask for contact information
Consider distributing quarter sheets in dorms (for each door)
Academic Culture Initiative
Contact aci@usc.edu to add events to the USC Academic Calendar, and on the ACI website
(www.usc.edu/ACI)
Email and Listservs
ACA emails to member organizations
GPSS
Office of Campus Activities
Thematic Option
http://www.usc.edu/dept/publications/SCAMPUS/telephone/ for departmental listservs
MyUSC.com
Facebook  (www.thefacebook.com)
Other important student groups and resources
Greek organizations
Office of Undergraduate Research Programs (David Glasgow, dglasgow@usc.edu)
Student governments within various schools (Marshall Business Student Government, Engineering
Students Council, Cinema Student Council, Annenberg Students Council)
24
Information Kiosk Posting Guidelines & Procedures
The primary purpose of the Information Kiosk (IK) is to enhance the quality of student life through increased
communication to the general student population about programs, events, and activities.
Posting Guidelines
This is a FREE service for recognized student organizations.
Campus departments may post messages for $25 a week.
Individuals post messages for a $10 a week.
ONLY on campus programs, events, and activities of significant interest to the general student population
will be posted on the IK.
No commercial advertising or sponsorships.
No disrespectful or derogatory language directed toward any individual, organization, department, or
school.
Posting Procedures
All posting requests shall be submitted on an “IK Request” form, e-mail is acceptable but must follow the
form exactly, no exceptions.
Display messages will be limited to 15 words and may be edited to conform to the general journalistic
style of answering “who,” “what,” “when,” “where,” and/or “how much.” Lines cannot be longer than 12
characters.
The maximum length of time any message may be posted is two (2) weeks. The length of time a program
is displayed at the discretion of the Office of Campus Activities.
General weekly meetings will not be posted. However, first meetings of the semester or special meetings
can be posted.
Logos can be used if they are provided in the appropriate format (.bmp or .jpeg). Other graphics are at the
discretion of the Office of Campus Activities.
We provide no guarantee that every program, event, or activity for which a request is received will be
posted. Due to limited space, programs, events, and activities will be prioritized at the discretion of the
Office of Campus Activities.
Once a message has been posted, no changes can be made, unless Campus Activities has made an error in
the text.
25
VI. Resource Directory
Department and Staff Contacts
Outdoor Programming Venues
Indoor Programming Venues
Commonly Used Vendors
Hospitality Services Donation Request Form
26
Department and Staff Contacts
These numbers are subject to change without notice. Also it is better to call these people as early as possible. If
the number you are looking for is not here, either check the SCampus or call the University Operator by dialing 213
740 1111.
APASS .
.
.
.
Bing Theater .
.
.
Bookstore
.
.
.
Bovard
.
.
.
Café 84 .
.
.
.
Café 84 Pizza Delivery .
.
CBCSA .
.
.
.
Center for Women and Men
.
Central Campus Commons
.
Central Receiving
.
.
Daily Trojan
.
.
.
DPS Scheduling (Juan Vasquez) .
DPS General Line
.
.
DPS Watch Commander .
.
El Centro Chicano
.
.
Facilities
.
.
.
GLBTA .
.
.
.
GPSS .
.
.
.
Ground Zero .
.
.
Hillel .
.
.
.
Hospitality
.
.
.
Instructional Media (IMS)
.
IMS (Taper)
.
.
.
Mail Stop
.
.
.
OIS
.
.
.
.
Operator
.
.
.
PR (Filming requests) .
.
Program Board .
.
.
Purchasing
.
.
.
Risk Management
.
.
Scheduling (Eddie)
.
.
Scheduling (classroom) .
.
Spectrum
.
.
.
Undergraduate Student Government
STA Travel
.
.
.
Telecommunications .
.
Theater School .
.
.
Ticket Office (Jim Haley) .
.
Transportation (Ashanti Mozelle)
Kinko’s (formerly USC Print Services)
Travel Store
.
.
.
Upstairs Commons
.
.
VP for Student Affairs (Dr. Jackson)
.
x0-4999
.
x0-1247, x0-1293
.
x0-5200
.
x0-4211
.
x0-3169, x0-9579
.
x0-3407
x0-8257
.
x0-4900
.
x0-6362
.
x3-2006
.
x0-2707, x0-5629, x0-5667
.
x0-5527 (fax: x1-2738)
.
x0-6000
x0-5523
.
x0-1480
.
x0-6833 (fax: x0-5124)
x0-7619
.
x0-5649
.
x0-7394
.
747-9135
.
x0-0259, x0-0256 (fax: x0-9366)
.
x0-1010
.
x0-4349
.
x0-2467
.
x0-2666
.
x0-2311
.
x0-6936
.
x0-5656 (fax: x0-2524)
.
x0-9794 (fax: x0-9797)
.
x0-6199
.
x0-6362
.
x0-4612
.
x0-2167
.
x0-5620 (fax: x0-9860)
.
x3-4782 (fax: x3-4332)
.
x0-3880
.
x0-1293
x0-7111, x0-2620
.
x0-4545, x0-3575
.
x0-6262
.
x3-4325
.
x0-5956
.
x0-2421
27
Outdoor Programming Venues
Location Contact
Scheduling Office, Eddie Marquez (x0-6362)
Alumni Park (in front of Doheny)
Associates Park (between Bovard and THH)
E.F. Hutton Park (Annenberg)
Founders Park (between Bovard and P.E.)
Hahn Plaza (Tommy Trojan)
McCarthy Quad (area in front of Leavey)
All outdoor banner space (benches, flag poles, etc.)
School of Business Scheduling
Crocker Plaza (Business School Scheduling)
Recreational Sports, Arvin Varmin (x0-5127)
Cromwell Field (track)
Dedeaux Field (by Galen Center)
McDonald’s Swim Stadium
Cindy and Clarence (x0-2902)
Town and Gown courtyard
Religious Receptionist (x0-7110)
University Religious Center Courtyard
28
Indoor Programming Venues
Location Contact
The Annenberg School
Annenberg Auditorium
Capacity
202
Bing Scheduling (x0-1293)
Bing Theater
575
Bovard Production Office (x0-4211)
Bovard Auditorium
1545
Ground Zero (x0-7394)
Ground Zero
300
Business School Scheduling
Edison Auditorium
Hancock Auditorium
264
336
Norris Theatre (x0-1946)
Norris Theater
350
Classroom Scheduling (x0-6362)
GFS 106
SGM 101
SGM 123
SGM 124
Taper Hall 101
Taper Hall 102
Taper Hall 201
Taper Hall 202
Taper Hall 301
148
149
352
257
319
130
299
159
173
Toni Miller at Doheny
Doheny Courtyard
29
Commonly Used Vendor Directory
Always call your vendor first to make sure they accept USC PO's. If the vendor code (VC) you
are looking for is not on this list, call Purchasing: x0-9794.
Audio/Visual
Contact
A.V. Concepts, Inc.
Vendor Code Phone
386996
480-577-6000
387635
818-954-9970
312477
818-566-8866
Presentation Services
David Guenett 377326
310-277-2000
Take One Productions
Troy Witt
345660
714-731-4011
USC Instructional Media Services
Steve Cohen
Campus Vendor
213-740-1010
Bakeries
Contact
Vendor Code Phone
Pastries by Nancy
Nancy
334874
Takes the Cake Bakery
Shazi or Lynn
391672
Banners and Signs
Contact
Vendor Code Phone
AAA Flag & Banner
Ron Grant
102960
CP Communications
(Walkie Talkies)
Rod Allen
Nelson Sound
Banner Factory
Ready Reproductions, Inc.
269910
E.H. Reitz
Signman
1291
350689
Fax
626-791626-794-9839
6208
626-792626-792-1109
3373
Fax
310-836310-836-3341
4330
213-383-2111
231-746213-749-2041
5665
562-436-3520
Bartenders/Staff
Contact
Black Tie Event Services, Inc.
Stephen Plache 432534
Beverages/Alcohol
Contact
Vendor Code Phone
John and Pete's
Pete Burra
180547
West Coast Beverages
Mike
340433
30
Fax
480-8948376
818-9549969
818-5669828
310-2862869
714-7315811
213-7403080
Vendor Code Phone
Fax
310-337310-337-9900
9916
Fax
310-657310-657-3080
9101
909-471714-319-8333
3623
Balloons
Contact
Balloon Celebrations
(http://www.ballooncelebrations.com/)
Vendor Code Phone
Balloon Wonderland
Tricia Chu
365769
Building Materials
Home Depot
Contact
Vendor Code Phone
Fax
295571
310-822-3330
Caterers
Contact
Vendor Code Phone
Barbara West Catering Services
Barbara & Rita 351108
323-221-9204
421206
310-559-5770
Bread & Butter Catering
255376
Fax
310-208310-208-1180
5451
323-265323-265-1788
1788
Jackson's Somerset Catering
Heidi Jackson
305855
323-732-5400
The Kitchen for Exploring Foods
Peggy Dark
160242
626-793-7218
Patina Catering
Stephanie
271641
323-467-1108
USC Catering
Mark Aliano
Campus
Vendor
213-740-5956
Wolfgang Puck Catering & Events
Lee Linderman 391225
866-491-1250
Designers - Print
Contact
Boldface Designs
Kevin Hummer 324966
213-383-8100
Century Guild Press
Jesse
370961
626-304-0404
IE Design
Corey Baim
400630
310-727-3500
Warren Group Graphic Design
Sheharazad
Pezeshkpour
173639
310-204-4012
Flowers
CJ Matsumoto and Sons
Contact
Chris
Matsumoto
Vendor Code Phone
Vendor Code Phone
277649
Collage
Kim Mendoza 402766
Eve's Garden
Juliana Saghian 422600
31
Fax
323-2219289
310-5595701
323-7325909
626-7930728
323-4674708
213-7409366
323-4911260
Fax
213-3838196
626-3040409
310-7273515
310-2044085
Fax
310-287310-287-1880
1804
310-558310-558-1300
3651
310-278310-278-5588
5533
Food (Other)
Alex Meat Market
Coley’s
Dulan’s
El Pollo Loco
Kikka Sushi
Mario’s Deli
McDonald’s
Pasta Roma
Phillips BBQ
Roscoe’s
Southern CA Cuisine
Subway (Figueroa)
Subway (UV)
Togo’s
Contact
Vendor Code
355271
306269
163196
200497
271452
354548
286317
324441
274917
341010
287307
220775
310335
305644
Grocery
Food 4 Less
Price Club/Costco
Contact
Vendor Code Phone
Fax
283701
213-386-1680
269389
310-834-6766
Hotels
Radisson
Vagabond Inn
Contact
Vendor Code Phone
Fax
341329
213-748-4141
1547
213-746-1531
Lighting Design
21st Effects
(http://www.21steffects.com/)
Contact
Vendor Code Phone
Ted Mizrahi
387308
DB Lighting
Dwayne
Barnett
437755
Kinetic Lighting, Inc.
David Roza
366109
Linens
Contact
Vendor Code Phone
BBJ Linen
Kathy Hicks
388472
Classic Party Rentals
Jim Yogoda
32489
The Cloth Connection, Inc.
Mailing Services
Dolphin Data Corp.
399077
Contact
Audrey
32
Phone
Fax
818-762-9977
213-290-4010
323-293-3388
213-746-4243
310-410-1151
818-242-4114
818-594-7506
213-742-0303
213-292-7613
800-347-6726
213-745-1777
213-745-4868
213-748-1021
323-730-2900
Fax
775-252310-710-9386
2553
310-694310-914-5910
0287
310-388310-286-7198
5989
Fax
310-204310-204-0363
0364
310-558310-202-0011
3651
845-426845-426-3500
3365
Vendor Code Phone
Fax
293284
800-564-3657 626-350-
Marinez-Keller
Mercury Mailing Systems, Inc.
Sylvia Savage
292183
Campus
Vendor
USC Mailing Services
1233
323-883323-848-8850
0709
213-740-2299
Miscellaneous Event Services
Contact
Vendor Code Phone
Andy Gump, Inc. (portable toilets)
Nikki Henry
143508
Northridge Equipment Rentals
(forklifts, truck rentals)
Chris Graves
354302
Movie Rentals/Screenings
IMAX
Swank
Contact
Vendor Code Phone
Fax
132083
213-744-2019
37591
800-876-5445
Office Supplies
Office Depot (catalogue orders only!)
Contact
Vendor Code Phone
Fax
301686
562-490-9101
Party Supplies
Michael’s
Party on La Cienega
Party World
Wilburn’s
Contact
Vendor Code
267589
342373
357357
242290
Plants
Contact
Vendor Code Phone
Green Set, Inc.
Arne
293206
Plant Medic
Lionel
315525
Photographers
Contact
Vendor Code Phone
Berliner Photography, LLC
Linda Pampare 204751
Dan Avila Photography
Dan
17338
JW Party Pictures, Inc.
Jeff Wilson
264893
Lee Salem Photography, Inc.
Lee Salem
366958
Photography by Barry E. Levine
Barry Levine
361762
Take One Productions
Troy Witt
345660
33
Fax
661-298661-251-7721
5036
818-701800-423-5122
9113
Phone
Fax
310-393-9634
310-659-8717
818-846-6202
213-569-7169
Fax
818-764818-764-1231
1423
310-838310-842-7240
5582
Fax
323-937323-857-1282
1966
213-747-0998
310-915310-915-1640
1624
323-936323-936-3139
5796
310-837310-475-1628
1958
714-731-4011 714-731-
5811
Printers
Contact
Vendor Code Phone
Capitol Press, Inc.
Hank Adams
365321
Century Guild Press
Jesse
370961
Charlie Chan Printing
Green's Printers & Lithographers
263853
Janet Green
Kinko’s
Letterhead Factory, Inc.
151473
103541
Nancy Mulligan 175726
Microdot Press
279580
Queen Beach Printers
Joseph Pawling 139185
Quick’r Print’r
Ready Reproductions
Relief Printing
Wright Color Graphics
152252
1291
387
279930
Fax
310-577310-577-6606
9440
626-304626-304-0404
0409
213-380-6121
562-426562-426-8333
5563
213-747-8341
310-320310-320-2222
0377
323-321-8940
562-435562-436-8201
2209
323-254-3935
213-749-2041
626-814-8181
818-246-8877
310-324323-321-8940
0694
Zada Graphics, Inc.
Alan Zada
279580
Production
Contact
Vendor Code Phone
4 Star Lighting
245837
818-221-5114
Auntie M
294187
626-308-9774
Angstrom
8350
213-462-5923
Clowning Around
386582
562-925-5598
Kinetic
36609
310-837-3204
Tristar
354354
714-667-0608
Promotional Items
Anderson’s
Best Promotions
Contact
Fax
310-8378695
Vendor Code Phone
Fax
247478
800-328-9640
818-188Anita Jodelsohn 400988
818-788-1178
1195
34
Burros Promotional Products, Inc.
507-4542409
365443
507-454-5833
Greek Escape
Nelson Marketing
223528
232320
213-747-4442
414-236-7272
Promotional Ideas
Joey Malconian 237126
310-391-9826
Rentals
Contact
Stacy
McWaters
Fax
323-277800-228-3687
8380
626-330-4149
323-464-1144
800-258-7368
310-558310-202-0011
3651
626-795-5131
818-989818-989-4300
3593
213-936-8268
323-957-5460
Academy Event Services
Irma Burrows
American Classic
Ametron (electronics)
Aztec Rentals
Classic Party Rentals, Inc.
Dolphin Party Rentals
L.A. Party Rents
Chuck's Parking Service, Inc.
Limousine Connection
USC Department of Transportation
Z Valet & Shuttle Service, Inc.
81544
32489
314665
Kevin Dwyer
Pico Party Rentals
Sir Rentals
Rental Cars/Limos; Valet/Parking
Budget
Vendor Code Phone
360654
1949
239176
Jim Yogoda
190429
216957
357569
Contact
Vendor Code Phone
Fax
182663
213-483-3304
818-783Joel Groves
285211
818-788-4300
4961
28997
818-766-4311
Campus
213-740Melvin Walker
213-740-3575
Vendor
2625
213-736Pat Quinn
144592
323-954-3700
9759
Safety
Contact
City of LA (Fire Permits) /USC Office of
Safety & Management
Vendor Code Phone
213-740243482
6200
Scenery
Vendor Code Phone
Eventworks, Inc.
Grosh Scenic Rentals
310-3986509
Contact
Michelle
Messick
Leora Bethel
35
391054
3518
Fax
Fax
323-321323-321-1793
1799
323-662-1134 323-664-
Show Biz Enterprises (drapery)
127859
7526
800-898818-989-5005
6006
Security
Contact
Vendor Code Phone
Staff Pro, Inc.
Larry Lopez
430198
USC Department of Public Safety
Juan Vasquez
Campus
Vendor
Specialty Foods
Contact
Vendor Code Phone
T-Shirts
A&B Imprinting
Coralva Silk Screen
Inkworks
Quick Draw
Contact
Vendor Code
337853
329834
317204
172769
Wardrobe
Western Costume Leasing Co.
Contact
Vendor Code Phone
Fax
988
818-760-0900 Please call
Wholesalers
Price Club/Costco
Contact
Vendor Code Phone
Fax
269389
310-834-6766
Chocolates àla Carte
Le Chef Bakery
Trophies/Awards
Atlas Engraving
Ferdman Engraving
Southern California Trophy
Atlas Engraving
Ferdman Engraving
Fax
562-596562-596-5949
3759
231-740213-740-6000
0820
Fax
661-257224499
800-818-2462
4999
323-888Linda Crowley 240522
310-367-5645
2936
Contact
Vendor Code Phone
Fax
305635
909-899-2774
201798
310-837-3424
7072
213-623-3166
305635
909-899-2774
201798
310-837-3424
36
Phone
Fax
562-601-1704
213-748-0364
562-809-4568
310-477-6770
TROJAN HOSPITALITY
DONATION REQUEST FORM
Today’s Date: _______Event Name__________________ Place of Event: _______________
Name of Association: ___________________________________________________________
Day and Date of the Event: (DAY – MM/DD/YYYY): _____________________________________ Pick up
Time: _________________ Number of People in Attendance:___________________
Contact Person: ________________________________________________________________
Email address: ___________________________ Phone Number: _______________________
Product Requested: _____________________________________________________________
What is the purpose of this event? _________________________________________________
Why do you need this product donated? ___________________________________________
Mail or send by fax your completed request form:
Office Fax: (213) 740-1967
Email: afradejas@hospitality.usc.edu
University of Southern California
Davidson Conference Center
3415 South Figueroa Street
Los Angeles, CA 90009-0871
Attention: Celi Fradejas
213/740-6285
FOR OFFICE USE ONLY:
Received By: ___________________________________ Date Received: ________________
Approved By:
_______________________________
Michael P. Gratz
Director, Hospitality Services
PROCEDURE FOR REQUESTS: WE WILL BE UNABLE TO GRANT REQUEST THAT DO NOT MEET THE
FOLLOWING:
 Request must be submitted two weeks prior to the event.
 Hospitality will respond within three days after receiving the request. Response and request
must be made between Monday through Friday.

One request per semester, per association on Monday to Friday events ONLY.
37
VII. USC Policies
General Campus Rules & Regulations
38
Recognition of Student Organizations
Recognition of the Organization
The existence of student organizations at the university is sanctioned by the Board of Trustees, who exercises ultimate authority over
student organizations. The responsibility for recognition of student organizations falls within the Division of Student Affairs. Recognized
student organizations are offered privileges, provided the organizations accept certain responsibilities. National, regional and local social
Greek-letter organizations and all other Title IX exempt organizations are recognized through the Office for Residential and Greek Life
(Student Union 200, (213) 740-2080). All other student organizations are recognized through the Office of Campus Activities.
Privileges
All recognized student organizations may:
1. Post notices on campus, within the posting policy; and
2. Use a campus mailing address and/or mailbox.
3. Reserve campus facilities for events, programs and meetings;
4. Apply for office space
5. Apply for university funding (including student program fee monies);
6. Conduct fund-raising efforts on campus
7. Receive a discount on selected facility and equipment rentals;
8. Access organizational email and Web accounts
9. Access banking services at the USC Credit Union; and
10. Use the name, logo or other trademarks of the university, while making clear to a reasonable person not from the campus that the
organization is a student organization at the university and not the university itself.
Responsibilities
In return, the university expects all student organizations to:
1. Abide by all university policies, regulations and procedures as defined in SCampus and elsewhere, all state laws, and any applicable
governing regulations associated with a national affiliation;
2. Limit its participation to students, faculty, staff, alumni and alumnae of the university;
3. Limit its voting members and officers to currently enrolled USC students;
4. Refrain from discriminating in membership decisions, elections and all other matters on the basis of race, creed or religion, sex*, age,
ethnicity, disability, sexual orientation, gender identity, medical condition and national origin. A statement to this effect should appear in
the constitution of all recognized organizations.
*Except those exempted from Title IX compliance.
Recognition Process
Recognition status runs for one academic year regardless of when an application is approved. All organizations seeking renewal of
recognition must complete the Student Organization Application form and advisor form available online at sait.usc.edu/stuorgs by a
specified deadline each semester (see Web site for complete details).
Religious organizations seeking recognition must meet with the Dean for Religious Life and return the Office of Religious Life form along
with the student organization form.
Recognized groups are required to secure and provide a statement of purpose, a constitution officially ratified by the membership, names
and contact information of four officers or other contact persons and the signature of an advisor from the university faculty or staff .
Student organizations may be affiliated with other off-campus organizations. If this is the case, the student organization must submit a copy
of the constitution, articles of incorporation or other governance document of the external organization for university approval. Where
conflicts arise, university policies and regulations supersede those of the external organization.
University Policy Concerning Group Responsibility for Student Organizations
The Student Conduct Code’s overall general principles (Section 10.00) incorporate the expectation that students will meet higher standards
of conduct than the minimum to avoid disciplinary action, and also assert that university standards may be set higher than those found
elsewhere in society. The following policy applies to all recognized student organizations.
Student organizations may be held responsible for the acts of individual members. Acts include but are not limited to the following types of
circumstances:
• when a member of an organization is violating state law or university standards and other members present fail to indicate their
disapproval, or by their continued presence without objection implicitly condone the behavior;
• when the acts grow out of or are directly related to the student organization’s activities or an environment created by the organization;
• when the acts are those of guests of an organization, or by persons authorized or permitted to represent themselves as connected with
the organization;
•
when an organization places prospective members in a subordinate status prior to achieving full membership, or imposes any kind of
probationary period prior to full membership, and hazing occurs.
The duty just defined is applicable not only to members who are engaged directly in the activity, but also to members not engaged in the
38
activity who are present or who have knowledge of the activity. All members
must be on notice that their misdeeds may result in the
sanctioning of their student organization through the Student Conduct System.
Every student organization member has the duty to take all reasonable steps necessary to prevent infractions of university rules including
but not limited to, those involving:
• Hazing
• Discrimination
• Vandalism
• Theft
• Alcohol or substance abuse
• Dishonesty
• Misappropriation of organization or university funds.
For more information contact the Office for Residential and Greek Life at Student Union 200, (213) 740-2080.
Advertising, Promotion and Literature Distribution Policies
The Division of Student Affairs through Campus Center and Cultural Programs oversees all advertising, promotions, literature, and
publications distribution on the USC campus in order (1) to protect the rights enumerated in the university policy on Free Expression and
Dissent, (2) to help foster and maintain a campus atmosphere of personal responsibility and mutual respect; (3) to allow for maximum
promotion of student events; and (4) to ensure a safe environment of order and cleanliness on campus. This will aid in creating a campus
that promotes the well-being of its students, faculty, staff, and visitors and will provide events with effective publicity and exposure.
General Regulations
1. Content of all printed materials posted or distributed on campus must:
a. Contain no material that may incite readers to imminent lawless action.
b. Contain no obscene material as defined by community standards.
c. Contain no “defamatory,” “libelous,” or “slanderous” material
d. Contain no advertisements or promotions for alcoholic beverages, illegal drugs or drug paraphernalia.
f. Contain no “fighting words”
2. Any material that is not written in English requires a translation to be kept on file with the Scheduling Office in the Campus Center.
Table reservations
1. Recognized student organizations or campus departments may reserve table space on Trousdale to promote events or distribute
materials through the Scheduling Office, (213) 740-6362.
2. Tables can only be placed on the east side of Trousdale (near Alumni Park) and the grassy median on Trousdale. Tables are not permitted
at Tommy Trojan (unless the organization is sponsoring an event at Tommy), anywhere on Bovard lawn, or adjacent to the Commons area.
3. Recognized student organizations and campus departments can reserve tables and chairs through the Scheduling Office. The
replacement costs of tables and chairs not returned will be charged to the organization/department.
4. Off-campus individuals and organizations must reserve the space and obtain written permission from the Assistant Director of Campus
Center. All approved organizations or individuals must keep their written permission and appropriate identification visibly displayed with
them at all times on campus.
Posting
Campus Center and Cultural Programs maintains several posting kiosks across campus where university students may staple posters or
flyers without prior approval. These posting kiosks are cleaned twice each week, on Wednesday evenings between 6 p.m. and 9 p.m. and
Sunday afternoons between 3 p.m. and 6 p.m. Posting on bulletin boards not controlled by Campus Center and Cultural Programs must be
approved by the staff of the principal department in that building.
In order to advance the university’s objectives, to control the number of posters or flyers posted, and to ensure appropriate use of
university facilities and property, limits may be placed on the number of posting locations that commercial or personal groups may use.
The individual or organization responsible for the posting must be identified.
Posting is prohibited in the following areas or in the following ways:
1. All trees and hedges
2. The ground, taped or loose
3. Buildings (including glass windows, doors, walls, and columns)
4. Tommy Trojan and all other statues
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5. Trash cans
6. All lampposts
7. Telephone booths/telephone poles
8. Parking lots (including windshield wipers)
9. On top of other previously posted materials
10. Chalking.
Literature and Publications Distribution
1. Campus Center and Cultural Programs oversees the in-person distribution of literature (including posters, handbills, and pamphlets) and
publications on the campus and the compliance of individuals and organizations with this policy.
2. All university faculty, staff, students, and organizations may distribute literature in Hahn Plaza (defined as the northeast corner of the
Student Union, north to the southeast corner of the Bovard Lawn, east to Alumni Park, south to the northwest corner of the Hancock Lawn
and west to the northeast corner of the Student Union) without prior submission of such material and provided such distribution does not
affect the scheduled activities in that area. During certain campus-wide events (including, but not limited to, Homecoming and
Commencement) this area is moved to the west side of Trousdale Parkway or to another location to avoid congestion in Hahn Plaza.
3. Literature may also be handed out in any area other than Hahn Plaza, but prior to doing so all organizations or individuals must fill out an
Event Request form, leave a sample of their literature with the Scheduling Office and wait for confirmation. A representative from the
organization or an individual must be present with a copy of their Campus Center and Cultural Programs confirmed Event Request Form
whenever literature is distributed in any such area.
4. Publications including but not limited to newspapers and magazines can be distributed in the seven designated three-tier distribution
bins throughout campus. The top tier of each bin is reserved for official university publications. The second tier is reserved for distribution
of publications produced by university departments and recognized student organizations and will be scheduled on a revolving basis. The
bottom tier will be used for off-campus publications.
No preprinted manually inserted sheets of information (flyers, advertisements or any other information message sheets) are allowed inside
the pages of any official university publication.
Banners
1. The Scheduling Office maintains 12 locations on Trousdale Parkway for banners, as well as space on the breezeway above the north
entrance to Main Street Commons. These areas may be reserved on a weekly basis by recognized student organizations or campus
departments. Students must create their own banners and, after reserving the space through the office, may place them on an assigned
banner use space. Banners must conform with the content restrictions described under the General Regulations heading in this policy and
can be no larger than 10’ x 3’.
2. Banners may only be mounted on campus buildings if:
a. such banners are professionally produced;
b. meet design criteria established by the university architect’s office;
c. are consistent with the university’s graphic identity guidelines; and
d. are for identification of the academic program, department or school housed within the building on which the banner is mounted.
Banners may not be mounted on guidewires suspended between campus buildings.
Trousdale Light Post Banners
1. The Scheduling Office maintains 11 light post locations on Trousdale Parkway for pole panels. The light poles may be reserved by
recognized student organizations or campus departments at least four weeks prior to the desired first date of banner display.
2. Panels may only be mounted if such banners are:
a. professionally produced;
b. meet design criteria established by the university architect’s office;
c. are consistent with the university’s graphic identity guidelines; and
d. are for identification of the academic program, department or event.
In addition, pole panels must: (a) be produced at the suggested university vendor, contact the Scheduling Office; (b) fit the dimensions of
the existing mounting hardware (2’ by 4’); and (c) use a minimum of five of the 11 available poles. If the proposed banner design includes
text, such text must prominently feature the name of the campus organization and the name of the campus event. A copy of the proposed
panel design should be submitted to the Scheduling Office at least four weeks prior to the desired first date of banner display.
3. The Scheduling Office will arrange for the light pole panel installation and removal. Charges will be the responsibility of the student
organization or campus department.
4. A representative from the student organization or campus department is responsible for meeting the light pole panel installer at
installation and removal or panels to deliver and accept their panels.
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Display Cases
The Scheduling Office maintains two display cases in the Gwynn Wilson Student Union. These display cases may be reserved on a weekly
basis by recognized student organizations and campus departments on a first-come, first-served basis. Materials posted in these display
cases must conform with the content restrictions described under the General Regulations heading in this policy.
Display Case Dimensions
Location
Length
Elevator
4-8
Front Door
4-8
Depth
1-8
1-7
Height
4-10
4-7
Display case keys may be obtained from the Scheduling Office. Failure to return the keys will result in being charged for the cost of having
the case re-keyed.
Violations
1. All printed materials in violation of these policies will be removed. Costs incurred for the removal of such materials can be charged to the
person, persons or organization responsible for the violation.
2. Any violation or continued violations of these guidelines will be handled in accordance with the severity of the infraction, and will include
one or more of the following responses:
a. Written warnings;
b. Assessments for damage to facilities and/or assessed a $1 per flyer violation fee;
c. Denial of future posting and other privileges, including the ability to schedule on-campus facilities for events and/or assessed a $1 per
flyer violation fee;
d. Appropriate on-campus judicial proceedings through the Office of Student Judicial Affairs and Community Standards;
e. Appropriate legal action in local, state or federal courts of competent jurisdiction.
Helpful Hints
1. Make an effort to print quality flyers and/or literature.
2. Plan for six weeks or more of lead-time to take full advantage of the process of scheduling and advertising an event.
3. Plan carefully before printing materials in order to avoid printing more than can legitimately be utilized.
4. Use other types of promotion in addition to flyers. Flyers should only be one small part of your promotional campaign.
Facilities Policies
General Policies
Scheduling reservations shall be made on a first-come, first-served basis, and the university cannot and does not guarantee that facilities
suitable for all group needs will be provided. Requests should be made early enough to allow adequate time for processing the request,
planning the event, payment of fees and advertising. No advertisement can take place before written confirmation is received. No requests
may be finalized or confirmed until arrangements have been made and approved by all USC departments having vested interest in the
event, such as the University Bookstore, Hospitality Services, Parking and the Department for Public Safety.
The University of Southern California reserves the right to cancel any event if fees are not paid two weeks prior to the event, 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.
PROCEDURES FOR RESERVING VENUES
All reservations must be made by submitting the event request form to the Scheduling Office at the venue you wish to reserve. Telephone
requests are not accepted. The venue requested becomes officially confirmed only when written approval is issued.
For complete policy details and physical descriptions of Bovard Auditorium, call (213) 740-4211.
Programming Venues
The Division of Student Affairs operates Bovard Auditorium and all outdoor areas in the center of campus. These venues may be scheduled
through the Scheduling Office, (213) 740-6362, for outdoor venues.
BOVARD AUDITORIUM
Bovard Auditorium is a multiuse lecture/performing arts venue that seats approximately 1,300 people with stage dimensions of
approximately 37 feet by 42 feet. Bovard can be reserved by calling (213) 740-4211.
OUTDOOR PROGRAMMING VENUES
The Scheduling Office, (213) 740-6362, provides outdoor programming areas for use by recognized student organizations, campus
departments and invited guests on a reservation basis. The programming areas include:
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•
•
•
•
•
•
•
Alumni Park
Associates Park
E.F. Hutton Park
Founders Park
Hahn Plaza/Tommy Trojan
Sections of Trousdale Parkway and Childs Way adjacent to the above locations, and
McCarthy Quad.
Alternate campus venues that are not managed by the Scheduling Office include:
• Archimedes Plaza/Engineering Quad (School of Engineering, (213) 740-4530)
• Annenberg G21 Auditorium (School of Communication, (213) 740-5297)
• Breezeway, Bridge South Lawn, and Crocker Plaza (Marshall School of Business, (213) 740-6886)
• Bing Theater, (213) 740-1293
• Child’s Way sidewalk in front of the Bookstore (Bookstore, (213) 740-BOOK)
• Cromwell Field, Cromwell Track, Dedeaux Field, Fagg Park, Howard Jones Field, Intramural Field, Lyon Center, McAlister Athletic Field,
P.E. gym and pool, and tennis courts (Recreational Sports Department, (213) 740-5127)
• Fountain Plaza by JEP, Pardee Plaza, Queens Court, Ramos South Lawn, and SOS Courtyard (Master Calendar System, (213) 740-8011)
• Ground Zero (Program Board, (213) 740-5656)
• RGL-Lewis Hall (Policy, Planning, and Development, (213) 740-0397)
• Libraries (ISD, www.usc.edu/isd/locations/dml/venues)
• Theatres (contact the appropriate theatre for scheduling procedures)
• Village Gate Theatre (Bovard Auditorium, (213) 740-4211)
Sound Amplification Policy
GENERAL POLICIES
To maintain the academic environment at the university, the use of amplified sound equipment in open areas must be approved by the
Scheduling Office.
The use of outdoor areas for amplified events is limited by the nature of the given area and the probability of interference with official
university functions. In general, moderate amplification (not more than 90 decibels measured 45 feet from the front center of the stage) is
allowed at Hahn Plaza (adjacent to Tommy Trojan) from noon to 1 p.m. Monday-Friday. A sound check will be permitted from 11:50 a.m. to
noon. All other requests for amplified sounds will be reviewed on a case-by-case basis by the Scheduling Office. All outdoor venues and
events after 5 p.m. will be considered for approval by the Assistant Director of Campus Center on a case-by-case basis.
Reservation Procedures
Reservation request forms may be obtained at the Scheduling Office. Reservations will be honored on a first-come, first-served basis. The
Scheduling Office begins accepting reservation requests on August 1 for the fall semester; the Monday following Thanksgiving for spring;
May 1 for the summer session.
Scheduling procedures for tables, banners, display cases and the Trousdale light posts are addressed under Advertising, Promotion and
Literature Distribution Policies. All other areas are addressed in this policy.
Individuals or groups are responsible for any damage they cause. Repair or replacement costs will be charged to the group reserving the
facility at the time damage is incurred.
The Scheduling Office reserves the right to relocate any event including, but not limited to, states of emergency, an event exceeding room
capacity and/or facility repair.
Classrooms
Classroom requests are arranged through the Scheduling Office and take a minimum of five days to process.
Academic classes are given priority in classroom assignments.
Food and drinks are not permitted in classrooms.
Organizations requiring audiovisual equipment will need to contact Instructional Media Services (IMS) at 740-1010. Fees are charged
accordingly.
Filming
Students filming exterior locations contact the Assistant Director, Campus Center, (213) 740-6362. Students are not charged for exterior
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locations.
Commercial filming is booked through the USC Campus Filming Office at (213) 740-6951. Fees are determined by the Filming Office.
Cancellation of Scheduled Events
1. Groups must cancel at least two working days prior to the meeting or event. Failure to cancel an event may incur charges for setup
and/or staff. Charges may be applied for late cancellations.
2. 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.
3. 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.
4. Groups reserving space are responsible for the behavior of its members and guests.
5. Failure to comply with university policies and procedures may result in the cancellation and/or suspension of future reservations and/or
scheduling privileges.
Smoke-Free Policy
In order to provide a safe and healthy environment for all, it is the policy of the University of Southern California that smoking is prohibited
in all enclosed buildings, facilities and university vehicles. This applies to all academic and administrative units including all individual
faculty and administrative offices on the University Park and Health Sciences Campuses.
All dining facilities on both the University Park campus and the Health Sciences campus shall be designated as non-smoking areas.
Smoking is prohibited during indoor athletic events and other university-sponsored or designated indoor events.
Smoking cessation information is available to students, (213) 740-4777 (HPPS).
Social Events Policy
In order to enhance the academic experience of all students at the University of Southern California, major social events and sponsored
parties are to take place on Friday and Saturday and not preceding days when classes are scheduled.
Regulations
1. Formally organized parties and dances may be scheduled only between 3 p.m. on Friday through 5 p.m. on Sunday.
2. Typically, activities governed by this policy have one or more of the following characteristics:
a. alcohol is present;
b. there is amplified music (either live or recorded);
c. the event lasts beyond 10 p.m.
Of these items, the presence of alcohol is the single most important aspect of events which are considered unacceptable on evenings
preceding days on which classes are scheduled.
3. No social events may take place during stop days or final exams
4. All aspects of such events, including advertising, should reflect the intent of this policy.
5. All events should be scheduled following the normal procedures of the university and all clearances normally required must still be
obtained.
Student Organization Logo Policy
1All student organizations are permitted to create and use their own logo providing the logo does not violate the USC Graphic Identity
Program and the General Regulations section of the Advertising, Promotion and Literature Distribution Policies.
1. Student organizations are strongly encouraged to identify their affiliation with the university through the proper use of USC official logos
and trademarks on all products, publications, flyers and documents.
2. Student organizations may use their own logos in the context of a Web site that meets the established USCweb publishing guidelines
found at www.usc.edu/uscweb/authoring.
3. Student organizations are not allowed to use the following university marks developed specifically for the Department of Athletics:
Interlocking SC, Baseball Interlocking SC, Football Helmet Trojan Head and the Trojan Marching Band’s Trojan Marching Band Head. These
marks may not be used by students or student organizations without special permission from the Department of Athletics or the Trojan
Marching Band.
Copies of the USC Graphic Identity Program Guidelines are available from USC Purchasing Services at (213) 740-9786. The full guidelines
and electronic art are also available online (www.usc.edu/identity).
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Sales and Fund-Raising Policies
VENDORS
Campus Center and Cultural Programs and the Scheduling Office are responsible for vendor sales on campus.
1. Approval for on campus sales will only be considered for those vendors whose products or services:
a.
Provide significant positive value to the quality of campus student life.
b.
Are not in competition with vendors holding current university-wide contracts.
c.
Are not duplicative of goods and/or services currently available through established on-campus sources.
d.
Are not alcoholic beverages, illegal drugs, or drug paraphernalia.
e.
Are not considered obscene as defined by community standards.
f.
Are not for products or services which undermine the academic integrity of the university.
2. Appropriate approvals must be obtained from the University Bookstore, Trademarks and Licensing (only if the product bears a USC
emblem) and/or Hospitality Services.
3. Sales are only permitted on Trousdale Parkway medians directly adjacent to Hahn Plaza.
4. Vendors must use the 10 feet of frontage space within the designated vendor canopy.
5. Vendors may not be on campus during any official university event, such as orientation or final exam period.
6. All approved vendors must obtain written permission from the Assistant Director of Campus Center and must keep their written
permission and appropriate identification visibly displayed with them at all times on campus.
Funds raised through this process will be distributed back to the USC student community in three ways:
1. Twenty-five percent will go to programs, services and equipment that will benefit all patrons.
2. Twenty-five percent will go to Campus Activities for events and services to students.
3. Fifty percent will go to a Student Organization Fund for Minor Events.
All recognized student organizations can apply for these funds through an application process administered and supervised by the Peer
Leadership Consultants. For more information visit the Campus Activities Web site at sait.usc.edu/ca.
CONFLICT OF INTEREST
The university does not enter into purchasing contracts with students, faculty or staff or members of their immediate families. No
employee, officer or agent shall participate in the selection, award or administration of a contract if he/she, his/her immediate family or
partners, or organization to which he/she, his/her immediate family or partners belong or has any arrangement concerning employment
with any vendor under consideration. Any violation of this policy by a USC employee or agent will be subject to disciplinary action.
BOOKSTORE APPROVAL
USC recognized student organizations, departments and athletic teams must obtain final permission to sell products on campus from the
University Bookstore, Administrative Offices, located on the fourth floor, (213) 740-9254, or send a facsimile to (213) 740-5203 (FAX), MC
2540. Permission is granted on the bookstore signature portion of the event registration form.
HOSPITALITY SERVICES APPROVAL
Food product sales must be accompanied by permission from Hospitality Services, located in Auxiliary Services, Parking Structure C, (213)
740-2048, or (213) 740-5916 (FAX), MC 1333. The event registration form section for Hospitality Services must be signed.
FREE DRAWINGS
Free drawings are legal when rules conforming to the California State Law are followed exactly. These rules are:
1. The drawing must be in connection with an event or a recognized student organization.
2. The ticket must have the following information printed on it:
a. date, time and location of drawing
b. name of sponsors and beneficiary of fund-raising
c. donation or purchase of ticket is not required to be eligible to win
d. winner need not be present at drawing (not required but advised)
3. Free tickets (a minimum of one per person) must be available.
4. Each solicitor must know that free tickets can be obtained and how to obtain them.
5. The word drawing or free drawing is required
NON-PROFIT COLLECTIONS
Recognized student organizations collecting money/donations for specific non-profit organizations must meet with the Director of Campus
Activities at least two weeks prior to the event.
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