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How to Reserve

Registered Student Organizations

  • Any UC San Diego campus Registered Student Organization (RSO) that is officially recognized and approved by the Center for Student Involvement.

  • A College Student Organization is officially recognized, approved, and connected to one of the eight (8) colleges at UC San Diego.

  • Associated Students at UC San Diego or one of the officially recognized and approved Associated Students sub-groups.

  • Any UC San Diego campus Registered Sport Club that is officially recognized and approved by UC San Diego Recreation.

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

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UC San Diego Departments

  • Any UC San Diego campus department, office, division, or academic unit. 
  • UC San Diego departments may request space for events or meetings one (1) academic quarter in advance. At the start of each new academic quarter, the entire following quarter is available for reservations.

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Non-Affiliated / Off-Campus Customers

  • External organizations or individual staff/faculty/students that wish to hold an event.
  • Non-Affiliated customers may request space for events or meetings between 3 to 6 weeks in advance. Reservations for the summer quarter can be made up to 2 years in advance.

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Before Submitting a Request

  • University Centers’ Event Management System (EMS) requires a login to request meeting and event space. Logins can be requested online.

  • Review the request timelines. Requests for spaces may be submitted:

    • Registered Student Organizations – 6 months prior to event date

    • UC San Diego Departments – 1 academic quarter in advance

    • Non-Affiliated/Off-Campus – 6 weeks prior to event date

  • Ensure you have all necessary details about your event such as: date(s), times, location, any setup requirements, any audio visual needs, and UC San Diego Departments will need a COA (Project/Task) .

Submitting a Reservation Request

  • Registered Student Organizations & UC San Diego Departments should submit a request online using EMS. Users can now submit up to four (4) reservations at one time. First time users must create an account. We currently do not accept reservations over email, phone, or in-person. All requests will be sent to our team to review and process. Please allow for up to three (3) days to review requests.

  • Non-Affiliated Organizations looking to request space should click here to inquire about space availability.

Still have questions? Review our FAQ or email reservations@ucsd.edu

Timeline of a successful event

Before you go through the logistics of how to proceed with the event approval process, be sure you have a thorough understanding of your event and the type of event it is.

  • Simple meetings are defined as a closed meeting for student attendees with no food, funding, non-UC speakers, games, initiation, or other activities, according to Center for Student Involvement.
  • Events are defined as activities that contain anything that is listed above; are open to the public; have a sale or value exchange; have amplified sound; or occur at a programming space.

Please note that this document has the ideal timeline for event planning. Most meetings can be logistically completed within the 21 day deadline; more complex events may require you to start the process weeks ahead of date. Thus, we suggest you the following timeline

6 mos - 6 wks | Make Your Reservation

  • Have your event details ready! The Reservation Request Processing takes 2-3 business days.

  • Unsure on how to get started? Schedule an Event Planning Inquiry - a 1-1 with your Event Manager to discuss how to begin.

6 mos - 3 wks | Create Your TAP

  • See TAP Checklist. Our recommended list to see what orders and reservations you need before you create your TAP.

  • If applicable, start thinking about:

  • Keep track of the correspondence on TAP! Different approvers share this form, and will communicate with you if you are missing something.

6 wks - 3 wks | Planning Meetings

  • Schedule a planning meeting with your assigned. Event Manager

  • Submit a Tech Request Form if you have audio visual needs for your event. Note that the deadline to get a quote from our tech team is 21 days before your event date.

  • When needed, you can also meet with your CSI Advisor and/or SLBO Fund Manager 

21 - 14 days | Review Last Details

  • Avoid getting your event canceled! Check the lettering of your modules. Upload necessary documentation if needed to complete them.

  • If Tech quotes need to be updated, reupload your quote on TAP no later than 15 days.

  • Advertise your event! Take a look at University Centers Marketing Services free of charge.