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How to Plan a Conference at UC San Diego

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.

For other large-scale events that do not require housing, please see additional venue options Reserving space at UCSD.

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
  • For a more in depth process guide to reserving event facilities at UC San Diego, please visit: Promapp.
    * Tip - for easy viewing, select procedure view in the top left corner. For any note with a ">", please click on the ">" for additional information.
  • If you plan to serve food or beverages, see Entertainment.

Select and reserve a meeting room.

  • Search for available conference rooms at Reserving space at UCSD.
  • This database includes links to each facility's reservation policies, online calendar of availability, booking method/contact, photos, diagrams, amenities, etc. as available.
  • 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.
  • For a more in depth process guide to reserving event facilities at UC San Diego, please visit: Promapp.
    * Tip - for easy viewing, select procedure view in the top left corner. For any note with a ">", please click on the ">" for additional information.

Arrange for additional services.

Audiovisual equipment

Media resources provided by on- and off-campus partners.

Teleconferencing

Zoom video and audio conferencing can help if someone is unable to attend your meeting in person.

Room setup

Parking and transportation

Catering