Registered Student Organizations (including College 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. Student organizations charging admission will be required to pay the combined total of all meeting and program space rental fees or 5% 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.

• Amplified sound is allowed at many outdoor University Centers facilities. Please refer to the detailed sound policy 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'.  

• 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. 

• Price Center Ballrooms may only be reserved a total of three Fridays (after 4:00 PM) or Saturdays per group, per academic year.

• 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.

• Student organizations canceling a meeting room reservation less than one (1) business day in advance of the event will incur a $15.00 cancellation fee. For each occurrence thereafter, the cancellation fee will double. For example, the first occurrence is $15.00, second occurrence is $30.00 and so on. 

• Student organizations canceling a program space reservation less than three (3) business days in advance of the event will incur a $50.00 cancellation fee. For each occurrence thereafter, the cancellation fee will double. For example, the first occurrence is $50.00, second occurrence is $100.00 and so on. 

• All past occurrences are removed from the student organization’s record at the beginning of Fall Quarter.

• Any student organization that no-shows or cancels within 24 hours of the event and the reserved room has been set-up will incur the above fees plus any costs associated with the set-up of the event. 

• 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 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

• 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 the non-affiliate group. A student must be present and involved in the event planning. 

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

• 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 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 department events will continue to apply to the event.

• Funding must come from the student organization’s accounts managed by the Student Life Business Office and/or from a UC San Diego department account. 

• Planning for the event must be done by Principal Members of the reserving student organization and department 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.

• UC San Diego Registered Student Organizations are not charged room rental fees for meeting rooms or program spaces as long as there are no admission fees to attend the meeting or event. However, labor and set-up fees may apply depending on event requirements. 

• For an event to be considered organized and sponsored by UC San Diego registered student organizations, the reservation must be made by a Principal Member of a UC San Diego registered student organization and all communication with the reservation, technical, and facility operations personnel must be with a Principal Member of the UC San Diego registered student organization.

• 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 UC San Diego departments and 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 Registered Student Organizations, including GSA, AS, and CSI are excluded; however 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.

• Student Organizations must follow Regents Policy 5402 for all catering at events.

• Registered Student Organizations that choose to prepare their own food, bring in an outside caterer, or have alcohol at their event must obtain all necessary approvals.

• 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.

• UC San Diego is committed to fostering freedom of expression and the free exchange of ideas, while also protecting student, staff, faculty, and other academic employees’ rights to safety and access to the benefits and opportunities of the campus.
  
  
• To that end, this webpage is intended to advise the campus community of the university policies and practices most relevant to free expression on campus and the consequences for violation of these university policies. Content on this page was developed pursuant to guidance from the University of California Office of the President, including the August 19 Directive on Policies Impacting Expressive Activities and Updates on UC campus climate efforts.
  
  
• We encourage every member of our community to read and embody our Principles of Community.

• 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 Registered Student 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.

• 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.

• Events designated as “Legacy Events” (taking place in University Centers Facilities during the same week, in the same space, for at least two consecutive years, and lasting one day) may be booked up to one year in advance. A first time event will not count as a Legacy Event. 

• If the event is canceled or if dates and/or locations need to be altered, then Legacy Event status is nullified. 

• Legacy Events will not count toward the four-reservation policy listed above. 

• Legacy Events will count toward the Ballroom Friday/Saturday policy listed below. 

• Registered student organizations may have no more than 3 Legacy Events per academic year.

• Legacy Events are not automatically renewed by University Centers Reservations, the host organization is responsible for placing a reservation at least 6 months prior to the event date. Failure to do so could result in the loss of Legacy Event status if the venue is reserved by another organization.

• 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 can help student organizations looking to promote upcoming events. On average, more than 33,000 people come through Price Center daily. Take advantage of our free marketing services around the student union to help boost your program or event.

• More information on the University Centers’ marketing services can be found here. 

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

• The Facility Merchandise Fee is $50 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. There is a cap of charges at the room rental cost of partnering with a Non-Affiliate for programming spaces or $100 for non-programming spaces.

• 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.

• 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. UC San Diego Registered Student Organizations must pay all charges through the Triton Activities Planner.

• 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.

• University Centers has seven (7) 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.”

  • “Web Request” reservations mean that a request to reserve a space has been made through the University Centers website. A status of “Web Request” does not ensure that the request will be approved. All web requests will be reviewed by the University Centers Reservations team. The reservation status will be changed to one of the other statuses once processed.

• 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, Registered Student Organizations should work directly with their CSI Advisor and notify their University Centers Event Coordinator about their ticketing plan.

• 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, Beverage, Potlucks, BBQs, or Alcohol

  • 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 Services Center Multipurpose Room, Matthews Quad; or Student Center Stage Room.

  • Additional items may require a TAP, please consult with your University Centers Event Coordinator