How to Plan a Conference at UC San Diego
Last Updated: April 3, 2024 4:24:32 PM PDT
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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
- Request Facilities Management Services for the room.
- If you have questions, contact Facilities Management, (858) 534-2930.
Parking and transportation
- See Parking for Conference Attendees.
- If you have questions, email Parking Services or call (858) 534-9681.
Catering
- For events at the Faculty Club, contact Faculty Club Catering, (858) 534-0876.
- UC San Diego 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.