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How to Plan a Conference at UCSD

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.


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

Room setup

Parking and transportation