How to Plan a Conference at UCSD

• 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.

• 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.

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.