Non-Affiliate / Off-Campus Organizations | Event Guidelines

• UC San Diego offers a variety of resources for assistance with accessible event planning.

• University Centers facilities are equipped with ADA compliant resources including ramps, automated doors, and restroom accommodations. If your program requires any specialized accommodations for those with special needs, please contact your University Centers’ Event Coordinator. 

• Admission is defined as tuition, registrations, conference fees, donations or any money that passes into the sponsor's hands. Non-Affiliated Organizations charging admission will be required to pay the combined total of all meeting and program space rental fees or 12% of the total admission gross, whichever is greater. 

• The consumption of alcoholic beverages is not permitted at University Centers facilities with the exception of events held at the Stage Room or those events that have been granted an Alcoholic Beverage Permit (link). For information regarding Alcoholic Beverage Permits, please contact your assigned University Centers Events Coordinator.

• Amplified sound is allowed at many outdoor University Centers facilities. Please refer to the detailed sound policy (PDF) for location specific guidelines.

  • Price Center Plaza: Amplified sound is allowed in Price Center Plaza between the hours of 11am-2pm and 5pm-midnight Monday through Friday, and between 8am-12am on Saturday and Sunday. Before 5 pm, sound cannot exceed 85 decibels A-weighted at 50’. After 5 pm, sound cannot exceed 105 decibels A-weighted at 50’. 

  • Library Walk: Amplified sound is allowed at space 1979 on Library Walk as long as the speakers face the East Lawn / Price Center Plaza. Monday through Friday before 5 pm, sound cannot exceed 75 decibels A-weighted at 50’. After 5 pm, sound cannot exceed 85 decibels A-weighted at 50’.

  • Matthews Quad: Amplified sound is allowed in Matthews Quad between the hours of 5pm - 11pm Monday through Saturday as long as it does not exceed 85 decibels A-weighted at 50'.  

  • Town Square: Amplified sound for voice only is allowed in Town Square between 12pm – 1 pm Monday through Friday provided that it does not exceed 80 decibels A-weighted at 50’. Amplified sound for voice and music is allowed between 7 pm and midnight Monday through Friday, and on Saturday and Sunday with written approval, as long as it does not exceed 95 decibels A-weighted at 50’.

• University Centers reserves the right to shut down amplified sound at any time. 

• University Centers carries a complete inventory of audio/visual equipment for use within University Centers Facilities. Many of our meeting rooms are equipped with a TV monitor, HDMI cable and are self-serve. Clients must provide their own adaptors and laptops.

• Technical service and equipment fees will be assessed based on the scope of the event. Please contact the University Centers Technical Services team to request a quote. All requests require a minimum of twenty-one (21) days advance notice to process.

• Fees for late reservations, late changes, or late cancellation fees will be assessed at the discretion of the Technical Services Managers.  Clients are responsible for all fees associated with any lost or damaged audio/visual equipment.

• Clients are responsible for all fees associated with any lost or damaged audio/visual equipment  issued by University Centers. 

• Clients are responsible for abiding by the Technical Services Policy. 

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

• 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.

• In the event of a cancellation, there are no refunds for money or deposits received.

• University Centers provides personnel to perform basic cleaning services in both the public and private areas of our facilities. University Centers reserves the right to recharge all expenses to your organization for all cleaning situations deemed as being excessive.

• Groups reserving space are responsible for the behavior of their guests and members.

• It is agreed that charges arising from the use of University Centers Facilities will be billed to that sponsoring organization and will remain the organization’s responsibility until paid. This includes any theft or property damage occurring from the use of the facility. 

• It is understood that the organization promises and agrees to abide by University Centers policies, UC San Diego’s policies and procedures, and the University of California’s guidelines. Failure to do so will result in existing reservations canceled, and/or have their reservation privileges suspended.

• University Centers facilities are for use by all members of the UC San Diego community. The policies outlined are intended to facilitate the use of University Centers with the least possible infringement on the activity or freedom of individual groups. 

• A member of the sponsoring organization must have their reservation confirmation in their possession at the time of occupancy and present it upon request as evidence that the proper arrangements for occupancy have been made. 

• Groups who reserve space on behalf of another group may be required to pay the total room rent, have all existing reservations canceled, and/or have their reservation privileges suspended.

• Regulations Governing Conduct of Non-Affiliates in the Buildings and on the Grounds of the University of California

• No organization may reserve space on behalf of another group (with the exception of UC San Diego Conference Services). Groups may not sell, sublease or transfer their reservation to another group. 

• UC San Diego Registered Student Organizations may not act as agents for Non-Affiliated Organizations to receive student rates for space and services. UC San Diego Departments may not act as agents for off-campus persons or organizations in order to receive department rates for space and services. 

• If a reservation is placed under a Registered Student Organization, 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. If during the planning process it becomes clear that the student organization is not the primary organizer, the rate structure will be adjusted to reflect the primary organizer’s rate structure.  

• 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.

• The co-sponsoring UC San Diego department must be involved from the start of the initial reservation. While a UC San Diego Department can be added later in the planning process, all guidelines and pricing for Non-Affiliate events will continue to apply to the event.

• Reservations are non-transferable and we do not allow UC San Diego departments or employees to make reservations on behalf of an off-campus organization.  

• Payment for space rental fees, technical service fees, and other charges will be processed through the UC San Diego chart of account system. 

• Planning for the event must be done by the faculty or staff of the UC San Diego Department and the non-affiliate group. 

• General Liability Insurance is required from the non-affiliate group. 

• UC San Diego Catering must be used in most spaces in Price Center facilities. 

• All general policies and procedures listed above apply. 

• 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 guidelines and pricing for Non-Affiliate events will continue to apply to the event.

• Funding must come from the student organization’s accounts managed by the Student Life Business Office.

• Planning for the event must be done by Principal Members of the reserving student organization and Non-Affiliate Organization staff. A student must be present and involved in the event planning. 

• The reserving student organization must complete a Triton Activities Planner (TAP) per the guidelines. 

• UC San Diego Catering must be used in most spaces in Price Center facilities. 

• All general policies and procedures listed above apply. 

• The reserving organization is responsible for the behavior of its guests, employees, patrons, and contractors. Any loss or damages occurring to the facility or equipment as a direct result of the event become the responsibility of the reserving organization University Centers reserves the right to charge all expenses to the organization for all repair damages and/or equipment replacement. 

• All decorations must be approved in advance by University Centers Personnel. Votive candles in glass votive holders or candles enclosed in glass hurricanes may be used but require approval.

• University Centers prohibits the use of items such as glitter and or confetti.

• University Centers only authorizes the use of painter’s tape to adhere items to floors, walls, or ceilings. No tacks, push pins, poster putty or nails are allowed.

• Event organizers are responsible for the removal and disposal of all decorations following the completion of their program. 

• Due to space and storage constraints, University Centers is unable to receive items in advance of your event date and we are unable to retain items awaiting post-event shipment. 

• University Centers is unable to sign for receipt of shipments on behalf of the client and does not accept responsibility for items that are shipped to us or items that are left behind. 

• University Centers event hours are from 8am - 11pm Monday through Saturday, and 10:30am - 11pm on Sunday during the academic calendar. Event hours may vary at the Student Center and Student Services Center. During academic breaks and summer, event hours are from 8am - 6pm Monday through Friday, 10am – 4pm on Saturday, and closed on Sundays.

• Event hours are subject to change during UC San Diego holiday periods.

• Events occurring outside of University Centers hours require prior approval and will incur additional fees. All clients will be assessed an overtime charge of $125.00 per hour for every hour or part thereof outside of the normal event hours listed above.

• All off-campus organizations, including groups contracted with UC San Diego Conference Services, will be charged for use of meeting rooms and program spaces.

• Charges for meeting rooms and program spaces shall be assessed in accordance with the current pricing structure.  

• University Centers has basic First Aid equipment on site (including portable AEDs) to be used in emergency situations as needed.

• University Centers may require the use of specialized Emergency Services Personnel for your program, depending upon factors such as: type of event, duration of event, expected crowd type, and/or expected attendance. Clients will be responsible for all direct staffing costs associated with the use of Emergency Services Personnel. 

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

• All catering for off-campus groups in the Price Center (including all program spaces and meeting rooms) is offered exclusively by UC San Diego Catering. 

• UC San Diego Catering has the first right of refusal on all departmental and off-campus catered events and must provide written documentation to the client and University Centers if declining service. Any outside catering company must provide the proper health and insurance certificates. 

• The Student Center (except for the Stage Room) and Student Services Center have no policy in terms of a catering exclusive. Therefore, all caterers may be used for the program in those spaces as long as the necessary health and insurance certificates are supplied to your University Centers Event Coordinator.

• Off Campus Groups must follow Regents Policy 5402 for all catering at events.

• Both Price Center and the Student Center offer restaurant-style dining options that can serve as meal alternatives to hosting food at your event.

• Neither Party shall be deemed to be in default of or to have breached any provision of this Agreement due to a delay, failure in performance or interruption of service, if such performance or service are impossible to execute, illegal or commercially impracticable, because of the following “force majeure” occurrences: acts of God, acts of civil or military authorities, civil disturbances, wars, strikes or other labor disputes, transportation contingencies, freight embargoes, acts or orders of any government or agency or official thereof, earthquakes, fires, floods, unusually severe weather, epidemics, pandemics, quarantine restrictions and other catastrophes or any other similar occurrences beyond such party’s reasonable control. In every case, the delay or failure in performance or interruption of service must be without the fault or negligence of the Party claiming excusable delay and the Party claiming excusable delay must promptly notify the other Party of such delay. Performance time under this Agreement shall be considered extended for a period of time equivalent to the time lost because of the force majeure occurrence; provided, however, that if any such delay continues for a period of more than thirty (30) days, UC shall have the option of terminating this Agreement upon written notice to Supplier.

• Furniture set-ups are included at no additional cost provided that University Centers can fulfill your program’s requirements using our existing inventory. Additional charges will be incurred for furniture rentals for those items that cannot be provided through our existing inventory.

• Furniture rental will be handled by the host organization but should be coordinated with your University Centers Event Coordinator.   

• The sponsoring organization agrees to indemnify, defend, and hold the Price Center, Student Center, UC Regents, UC San Diego and its officers, employees, and agents harmless against all claims, actions, suits, produces, costs, expenses, damages and liabilities, including attorney’s fees, loss or liability arising from damage to or destruction of property or injury or death to persons occurring because of or related to their reservations.

• University Centers provides single analog active phone lines in the majority of their facilities. If additional analog or digital phone lines are required for your program, all requests need to be made a minimum of 4 weeks in advance of your event date.

• Wireless internet access is available throughout all of University Centers venues. Wired ethernet connections are available in most of University Centers facilities. Please contact your University Centers Event Coordinator for verification.

• Insurance is required to host an event on campus. A certificate of insurance providing a minimum of one million dollars in general liability insurance and one million dollars in automobile insurance (if company or commercial vehicles will be used) is required.  In addition, a separate endorsement listing “The Regents of the University of California” as additionally insured is also required. The certificate must clearly state this information; otherwise, the certificate is unacceptable.

• If you will be using any contractors or if you have exhibitors participating in your event, each company must provide a certificate of insurance and a separate endorsement with the requirements stated above. If the Host Organization is taking liability insurance responsibility for the exhibitors and companies participating in the program, the Host Organization must include in the Certificate of Insurance under Description of Operations the name of the event and indicate that their policy also covers the exhibitors and companies participating in the program.

• Please ensure we receive all insurance certificates and endorsements no later than 2 weeks in advance of your event date. We reserve the right to cancel your event if proof of insurance is not provided.

• Off campus organization are permitted to utilize and insurance provider authorized to provide insurance in California and can meet the requirements. CampusConnexions is a familiar with UC San Diego requirements and frequently used to provide liability insurance at events.

• Minimum requirements for vendors performing work on University property. The University of California does not need to be a certificate holder/additional insured on a workers comp policy, but University policy (BFB-BUS-63: Insurance Requirements and Certificates of Insurance) does require these elements for Commercial Liability and for commercial auto insurance. See section 3.D.2 for details on additional insured requirements

• If you are contracting with outside agencies to participate as an exhibitor or provide services for your event, a certificate of insurance providing a minimum of one million dollars in general liability insurance and one million dollars in automobile insurance (if company or commercial vehicles will be used) is required. In addition, a separate endorsement listing “The Regents of the University of California” as additionally insured is also required. The certificate must clearly state this information; otherwise, the certificate is unacceptable. Proof of insurance must be provided to your University Centers Event Coordinator.

• University Centers does not provide linens. Please contact UC San Diego catering or an outside rental company if linens are desired.

• The Event Services & Reservations Desk serves as the Lost & Found for University Centers and can be reached at reservations@ucsd.edu or on the 3rd Level of Price Center East.

• After seven (7) days, all Lost & Found items are turned over to the Gilman Service Center.

• University Centers does not accept responsibility for items lost or stolen in its facilities. 

A Major Event is defined as a planned gathering including but not limited to parties, dances, lectures, forums, performances, rallies, demonstrations, social gatherings, concerts, speaker presentations, and conferences, at which one or more of the following conditions apply: 

1. The Event Sponsor anticipates over 75 persons are likely to be in attendance at the Event at any one time; or

2.  The Event requires completion of a campus Use of Alcohol Permit issued through the UC San Diego Police Department.

In addition to the above, the University may on its own initiative designate an event to be a Major Event if the University reasonably determines that more than 75 persons are likely to attend the event at any one time or that the nature of the event poses unusual security risks. If the University designates an event as a Major Event, the University will give notice to the Event Sponsor and the Event Sponsor may contest that determination by submitting a written appeal in accordance with the appeals process specified in this policy.

A Major Event does not include classes, department meetings and seminars, concerts, performances, conferences, camps, or athletic practices, contests, or tournaments authorized and sponsored by the University as part of the ordinary operations of the University.

Major events are governed by the Policy on Major Events.

• University Centers reserves the right to charge a Facility Merchandise Fee for items sold during your program. 

• The Facility Merchandise Fee is $200 per vendor/booth if there is money paid for the vendor to be at the event or the vendor is selling merchandise. This charge is per vendor. 

• Please contact your University Centers Event Coordinator for further clarification.

• University makes no warranty with respect to the safety of its facilities with regard to any infection disease.

• Parking enforcement on the UC San Diego Campus occurs seven (7) days a week. Parking permits are required for use during all times of enforcement.

• Reserved spaces, parking attendants, and special event signage are available for your program and can be obtained by contacting the UC San Diego Special Event Parking Office.

• Charges will be assessed to all groups requiring special services such as technical support, security, custodial services above and beyond normal services, food/beverage services, special equipment rental, etc. 

• Payments for room charges are non-refundable. A 15% initial deposit is due within one month of the initial reservation request in order to confirm their reservation. The balance of all estimated charges is due no later than two (2) weeks prior to your event date.  If reservations are made within one month, the balance of all estimated charges is due no later than two (2) weeks prior to your event date. Your reservation is subject to cancellation until payment is received. Payments can be online with a credit card or with an organizational/professional check. University Centers does not accept cash as a form of payment. 
  
  Pay With Credit Card

• Please make checks payable to "UC Regents". To ensure proper credit, reference the reservation ID number. Send to: 

UC San Diego - University Centers Events
c/o Adam Weaver
9500 Gilman Drive, Mail Code 0076
 La Jolla, CA 92093-0076 

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

• Flyers may be posted to any vertical cement fixture (i.e. pillars).

• The use of blue painters’ tape for securing flyers is an approved fastener. The use of nails, tacks, staples, clear or duct tape, or other fasteners and similar materials on doors, windows, walls, furniture and equipment is prohibited. 

• More information on the University Centers’ posting policy can be found here.

• Unauthorized use of the name the “University of California” in any form including the term “UCSD” or “UC San Diego” is prohibited. Any reference to the “University of California”, “UCSD”, and/or “UC San Diego” must be approved in writing prior to distribution. 

•  University Centers has multiple types of reservations statuses:

  • “Confirmed” reservations mean that all program details have been finalized between University Centers and the client.  A status of “Confirmed” means the meeting or event is ready to occur.

  • “In Planning” reservations mean that initial planning has begun between the University Centers Event Coordinator and the client. A status of “In Planning” means that items still need to be finalized before the event can occur.

  • “Tentative” reservations mean that no planning has begun between University Centers and the client. A status of “Tentative” means that a venue hold has been placed for a room until the event can be planned.

  • “Canceled” reservations mean that programs are no longer occurring. A status of “Canceled” means that the venue for the event has been released.

  • "Denied” reservations means that the initial request for the venue was not able to be approved. Submitters should reference the supplied email for the denial reason.

  • “Wait List” reservations mean that presently another client has the venue on the desired date and time. A status of “Wait List” means that if the other client releases their venue hold, the reservation request will upgrade to the status of “Tentative.”

• University Centers may require the use of security for your program depending upon factors such as the type of event, duration of event, and/or expected attendance. 

• Clients will be responsible for all direct staffing costs associated with the use of security.

• All hired security must be approved through the UC San Diego Risk Management Office prior to working on campus. Please consult with your University Centers Event Coordinator as soon as possible for their security recommendation since most Security companies require a minimum of 3 weeks advance notice to provide the necessary staffing.

• If your program requires a specialized set-up, please contact your University Centers Event Coordinator. This includes items such as exhibit booths, poster boards, and/or other unique items for your specific program. Additional approval may be required by UC San Diego Campus Police, UC San Diego Campus Fire Marshal, UC San Diego Environmental, Health & Safety, and UC San Diego Risk Management Office in certain circumstances.

• For any ticketing needs for your event, Non-Affiliate Organizations should work directly with their University Centers Event Coordinator about their ticketing plan.