How to Plan a Conference at UC San Diego
Last Updated: January 10, 2023 2:35:14 PM PST
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Follow these directions to plan a conference or meeting.
Large-scale events
For help planning large conferences, meetings, and summertime programs (including arrangements for overnight housing), contact UC San Diego Hospitality and Conference Services.
Smaller-scale events
Use the info and links below:
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, see Entertainment.
- Ask your department fiscal office for an index number to use for recharges.
Select and reserve a meeting room.
- Search for available conference rooms at Reserving space at UCSD.
- 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.
Arrange for additional services.
Audiovisual equipment
University Centers Technical Services offers audio-visual equipment and event production support at most locations throughout the UC San Diego campus.
- Contact the University Centers Technical Event Services team at UCENTech@ucsd.edu.
Teleconferencing
Zoom video and audio conferencing can help if someone is unable to attend your meeting in person.
Room setup
- Request Facilities Management Services for the room.
- If you have questions, contact Facilities Management, (858) 534-2930.
Parking and transportation
- See Parking for Conference Attendees.
- If you have questions, email Parking Services or call (858) 534-9681.
Catering
- For events at the Faculty Club, contact Faculty Club Catering, (858) 534-0876.
- UC San Diego 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.