How to Plan a Conference at UCSD
Last Updated: October 18, 2021 3:56:39 PM PDT
Give feedback
Follow these directions to plan a conference or meeting.
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
Academic Computing & Media Services (ACMS) provides AV equipment rental, sound reinforcement, and video production and postproduction for events of all sizes.
Available for rental:
- Laptops
- Microphones and speakers
- Video monitors
- DVD players
- HD camcorders
- Projectors and screens
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
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 How to Arrange Parking for Campus Visitors and Guests.
- 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.