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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.

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.

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.


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

Room setup

Parking and transportation