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UC San Diego Departments | Event Guidelines

General Terms & Conditions

  • UC San Diego departments may reserve space up to one (1) academic quarter in advance. 

  • Meeting rooms may not be reserved as classrooms on a regularly scheduled basis.

  • Reservations must be for meetings/events directly related to the sponsoring department.

  • The primary participants (>50% attendance) must be UC San Diego faculty, staff, and/or students. University Centers reserves the right to inquire about the attendance demographics post-event.

  • All UC San Diego departments will be charged a facility fee for the use of program spaces. Charges for program space shall be assessed in accordance with the current price structure

  • 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. 

  • 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’s Dance Studio. 

Reservation Procedures & Priority

  • Reservations for the Price Center, Student Center, Student Services Center, Library Walk, Town Square and Matthews Quad can be made through University Centers at reservations.ucsd.edu.

  • When making a reservation, please have the following information available: Requested date and time, anticipated number of attendees, specific room setup requirements, audio/visual requirements, catering needs, departmental COA (Project/task), and any special program needs. 

  • University Centers may adjust reservation times in order to allocate set-up and tear-down periods as required for your program. In these instances, please communicate your requested access time as needed for your program with your University Centers Event Coordinator.

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

  • During the academic year, priority scheduling is given first to Registered Student Organizations. UC San Diego Departments are second and Non-Affiliated/ Off-Campus Organizations are third.

  • During the summer, first priority is given to conference business. One day event reservations will not be processed until after January 1 of the upcoming year. This is to ensure that potential multi-day conference business is not impacted. Summer rates vary based on the type of event and reserving party. Legacy Event status is not applicable to Summer Quarter, Spring Break, or Winter Break.

Accessible Event Planning

  • 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

  • Admission is defined as tuition, registrations, conference fees, donations or any money that passes into the sponsor's hands. UC San Diego Departments charging admission will be required to pay the combined total of all meeting and program space rental fees or 10% of the total admission gross, whichever is greater. 

Alcohol

  • 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

  • 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'.  

    • 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. 

Audio-Visual Equipment

  • 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.

Ballroom Events

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

Changes, Additions, Cancellations, & No-Shows

  • 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.

  • UC San Diego Departments 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. 

  • UC San Diego Departments 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. 

  • Any UC San Diego Department 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.

Cleaning Services

  • 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.

Conduct & Responsibility

  • 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 department and will remain the department’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. 

  • 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.

Co-Sponsorship Guidelines

  • No UC San Diego department 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 UC San Diego Departments 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.

Co-Sponsorship with a Non-Affiliate Group

  • 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 made under your department are to be used for a UC San Diego department-related activity. 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.

Co-Sponsorship with a UC San Diego Registered Student 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 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.

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

  • 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.

Damages

  • The reserving UC San Diego Department 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 department. University Centers reserves the right to charge all expenses to the department for all repair damages and/or equipment replacement.

Decorations

  • 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. 

Deliveries & Storage

  • 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. 

Event Hours & Overtime

  • 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.

Explanation of Rates

  • UC San Diego Departments are generally not charged for meeting rooms. If an admission is charged, or if more than 50% of the attendees are non- UC San Diego employees or students, a facility use fee will apply.

  • All UC San Diego Departments will be charged a facility fee for the use of program spaces (Ballrooms, Theater, Multipurpose Room, Town Square, Stage Room, Matthews Quad, and Forum, etc.).

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

First Aid

  • 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.

Food & Catering

  • 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. 

  • 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. 

  • 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.

  • UC San Diego Departments 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. 

  • UC San Diego Departments that choose to prepare their own food, bring in an outside caterer, or have alcohol at their event must obtain all necessary approvals.

Furniture

  • 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 UC San Diego Department but should be coordinated with your University Centers Event Coordinator.

Indemnification & Hold Harmless

  • 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.

Information Technology

  • 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

  • If you are contracting with outside agencies to participate as an exhibitor or provide services for your event, contact UC San Diego Risk Management Office to ensure the appropriate proof of insurance is obtained. 

  • 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.

Legacy Events

  • 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. 

  • UC San Diego Departments may have no more than 2 Legacy Events per academic year.

Linens

Lost & Found

  • 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.

Marketing Services

  • University Centers can help UC San Diego Departments 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

Merchandise & Vendor

  • 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.

No Warranty

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

Parking

  • 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.

Payment of Charges

  • Payment for space rental fees, technical service fees, and other charges will be processed through the UC San Diego chart of account system. All UC San Diego Departments must provide a Project & Task number at the time of reservation, including reservations that are not expected to have any associated costs to account for any potential charges. 

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

Posting Policy

  • 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.

Reservation Status

  • 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.

Security

  • 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.

Special Setups

Ticketing

  • For any ticketing needs for your event, UC San Diego Departments should work directly with their University Centers Event Coordinator about their ticketing plan.