How to Plan a Conference at UCSD

• 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, see Entertainment.
• Ask your department fiscal office for an index number to use for recharges.

• 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 sufficient 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.

• 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.

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
    • Place an order through the order manager.
    • If you have questions, contact the Media Center, (858) 534-5784.
  • 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

ReadyTalk Teleconference Service can help if someone is unable to attend your meeting in person.

Room setup

• Complete the Special Events Work Request online.
• If you have questions, contact Facilities Management, (858) 534-3944.

Parking and transportation

• See How to Arrange Parking for Campus Visitors and Guests and Charter a UCSD Shuttle Bus for Campus Events.
• If you have questions, contact Parking Services, (858) 534-9681.

Catering

• For events at the Faculty Club, contact Faculty Club Catering, (858) 534-0876.
• UCSD Catering provides catering services to all other locations on campus. Contact the Sales Office, (858) 534-3688.
  • Note: Some rooms have restrictions on areas where food may be served.
• For more information, read UCSD Catering Services Overview.