| What to do |
How to do it |
| 1 |
Gather information for your meeting. |
- Determine your budget and meeting requirements:
- Date and approximate number of attendees
- Appropriate room setup
- Audiovisual equipment
- Catering arrangements
- Parking arrangements
- If you plan to serve food or beverages, review campus entertainment policies.
- Ask your department fiscal office for an index number to use for recharges.
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| 2 |
Select a meeting room. |
- Use the Conference Room Search to find an available room. Search by:
- Your department affiliation for rooms available only to your department's employees
- Neighborhood and building to specify room location on campus
- Room department to specify which department(s) to include in your search
- Minimum room capacity to ensure you have suffivient seating
- Available room setups (lecture, classroom, conference, theater, U-shaped, hollow square, reception, banquet, or other)
- Click on the name of the room in your search results, to see details for the room:
- Audiovisual equipment
- Room configuration and setup/ cleanup requirements
- Catering restrictions, if any
- Room policies
- If you can't find a room with the search tool, check the links on Conference Rooms at UCSD .
Note: To arrange for additional equipment and services if the room does not meet all of your requirements, see step 4.
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| 3 |
Check availablity and reserve the room. |
- Call or e-mail the contact person listed for the room.
- Reserve the room if it is available and ask if there are any additional policies that may affect your meeting.
- If the room is not available, return to step 2 to search for an alternative room.
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| 4 |
Arrange for additional services. |
- Audiovisual equipment:
- The Media Center Web site shows prices and policies. Consider ordering one or more of the following:
Computer
Overhead or LCD projector
Microphone
Projection screen
- University Centers Technical Services offers audio-visual equipment and event production support at most locations throughout the UCSD Campus.
- Contact
Mark Kinsey, (858) 534-0839, or Brook Falkenstein, (858) 534-0832.
- Teleconferencing: Teleconference Services can help if someone is unable to attend your meeting in person.
- Room setup:
- Parking:
- Catering
Note: Some rooms have restrictions on areas where food may be served.
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