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Registered Student Organizations & College Student Organizations

Definition

Available Spaces

  • Event & Meeting locations: Price Center, Student Center, and Student Services Center
  • Outdoor locations: Matthews Quad, Student Center Courtyard, and the Hump
  • Tabling location: Library Walk

General Terms

  • Student groups may request space for events or meetings up to six (6) months in advance.

  • Reservations must be for meetings or events directly related to the sponsoring student organization.

  • All planning for the event must be done by a Principal Member and student members of the reserving student organization.  

  • All funding must come from the student organization’s account managed by the Student Life Business Office. 

  • University Centers reserves the right to modify space requests in order to serve the greatest number of programs and activities.

  • A maximum of four (4) room or space reservations per organization are allowed on the books at one time for Price Center and the Student Center combined (not including Price Center Dance Studio).  

  • A maximum of four (4) room or space reservations per organization are allowed on the books at one time for the Student Services Center.  

  • A maximum of four (4) room or space reservations per organization are allowed on the books at one time for Library Walk. 

  • A maximum of four (4) room or space reservations per organization are allowed on the books at one time for Price Center Dance Studio. 

Before Submitting a Request

  • Ensure you have all necessary details about your event such as: date(s), times, location, any setup requirements, and any audio visual needs.

  • Only Principal Members of Center for Student Involvement Registered Student Organizations, members listed as a member of Associated Students Groups, or individuals listed as a member of the Sport Club may submit a reservation request.

Submitting a Request

  • Registered Student Organizations have two options:

    • Submit a request online using EMS. Most requests should be submitted using this method. This is the fastest and easiest way to make a reservation request or see what spaces are available. All requests will be sent to our team to review and process. These requests will receive first priority when processing. 

    • For multi-day or multi-room event request, submit a University Centers Reservation Inquiry Form. Please note, this form should only be used for multi-day or multi-room event requests. This form will be sent to our team to review. You will not be able to see what spaces are available with this submission and space is not held for your organization during the review process.

  • Please allow for at least 2 business days for reservation processing for meeting spaces and at least 3 business days for programming space requests.

  • As a reminder, it is important to remember that all reservation requests are not final until a confirmation from University Centers has been received. Do not advertise an event location or time until a confirmation has been sent to you from a University Centers team member.

Triton Activities Planner (TAP) Requirement

  • For Center for Student Involvement Registered Student Organizations as well as Associated Students Organizations, a TAP may be required for your reservation to be confirmed. All TAPs must be started at least 21 days in advance of your event date to be accepted. Failure to submit a TAP on time will cause your reservation request to be denied. `

  • A tentative University Centers reservation is required to start a TAP at least 21 days in advance of your event date.

  • If your group is a College recognized organization, you do not need to submit a TAP. University Centers requires the contact information of your College recognized organization advisor to serve as a secondary contact on all reservation confirmations.       

  • A TAP is required for all on-campus events with the exception of basic meetings and Library Walk information tables. ‘Basic’ meetings are meetings that include just you and your members in an informal setting and are not advertised to the public.  A meeting is no longer considered ‘basic’ if it includes any of the following:

    • Open to the public

    • Off-campus advertising

    • The sale or value exchange of items or services

    • Paid or unpaid off-campus speakers, performers or services

    • Amplified sound

    • Food or Beverage

    • Technical Services other than built-in self-serve stations 

    • Admission, Fund Raising or Monetary Donations 

    • Takes place in a University Centers programming space (Price Center Ballrooms, Forum, Theater; Student Center Stage Room; or Student Services Center Multipurpose Room or Matthews Quad) 

    • Additional items not listed may require a TAP

Cancellation Policy

If you have any changes, additions, or need to cancel your reservation, please email reservations@ucsd.edu at least one (1) business day in advance for meeting rooms and three (3) business days in advance for program space to avoid possible late fees. 

A “no show” applies to all groups who fail to cancel confirmed reservations within the appropriate time frame and the room is set and no one (including the sponsors) shows up for the event.

Minimum charges for late cancellations, late changes, and no shows will be applied. 

Catering

All catering in University Centers spaces (except for the Stage Room) is offered exclusively by UC San Diego Catering. Student Organizations must follow Regents Policy 5402 for all catering at events.

Registered Student Organizations that choose to prepare their own food, have pick-up or drop-off of food, bring in an outside caterer, or have alcohol at their event must obtain all necessary approvals and provide the proper health and insurance certificates.

University Centers has the exclusive right to all concessions within Price Center.

Event Sponsorship

Sponsorship is defined as a joint programming venture between a Registered Student Organization, UC San Diego Department or an off-campus group/individual given that the following conditions are met:

  • No UC San Diego registered student organization may reserve space on behalf of another group. Groups may not sell, sublease or transfer their reservation to another group.

  • UC San Diego registered student organizations may not act as agents for UC San Diego departments or off-campus persons or organizations in order to receive student rates for space and services.

  • The reserving student organization must be the primary organizer/planner of the event. Any fees for space and services must be incurred by the reserving organization.

  • The co-sponsoring student organization must be involved from the start of the initial reservation. While a student organization can be added later in the planning process, all existing guidelines and pricing for the event will continue to apply.

  • If during the planning process, one organization is no longer connected to the event, the pricing structure for the event will revert to the remaining organizations’ rate structure.

  • Registered Student Organizations may not utilize Town Square as part of a co-sponsored event with a UC San Diego Department.

Payment & Billing Structure

Registered Student Organizations are not charged for the use of facilities unless the facilities are being used for fundraising events, events with admissions fee, or are a joint program/sponsorship with a campus department or off campus group/individual. Charges associated with extending building hours, use of certain audio-visual equipment, special services, and labor/staff charges are the responsibility of the Registered Student Organization.

Please see our Reservation Rates page for more details of daily space rental fees. Technical Services would be additional charges.

Payment for Registered Student Organization events are handled by the Student Life Business Office.

Additional Resources for Planning Events

Find everything you need to host your event or meeting with University Centers here.

For more detailed information on Registered Student Organization reservation policies, please see University Centers Reservation Policies for Registered Student Organizations.