UC San Diego has a large campus with numerous event management processes and systems across its units. The Activation Technology Workstream is enabling the enterprise technology infrastructure to streamline event management, consolidate fragmented systems, upgrade outdated processes, improve safety and policy compliance, and enhance event discovery. Special projects include:

Event Management Enterprise System

An Event Management Enterprise System (EMES) is in development to provide a primary, central system for sourcing venues; managing event reservations; completing event management workflows and processes (i.e.,policy compliance, food permits, alcohol permits, use of drones); improving event safety awareness; and providing the campus community with broad awareness of events. Phase 1 launch expected in Fall 2025.

Events Calendar

A new and improved event calendar launched July 1, 2025 that makes it easier for people to find and engage with UC San Diego events. The updated system offers features like audience-specific views, filters, and tags to help users quickly find what interests them. Departments are able to offer registration for free events, and display their own event calendars on their websites. Plus students have a calendar view tailored specifically for them. The calendar is available in the UC San Diego Mobile App for added convenience.

Student Organization Management

The Triton Activities Planner (TAP) and Student Organization Registration System are being evaluated for updates and alignment with the planned Event Management Enterprise System. Timeline to be determined.

UC San Diego Mobile App

The UC San Diego Mobile App is a space where students, faculty, staff and visitors can access important information regarding campus life. The mobile app is undergoing comprehensive enhancements to improve user experience and features integration with the Events Calendar, class schedules, transit and transportation schedules, interactive maps and wayfinding capabilities, parking garage capacity rates, dining locations and more. The first phase was completed in Spring 2025 and subsequent phasing is planned for Summer 2025.

Ticketing and Customer Relations Management (CRM)

Ticketing and CRM needs of campus partners are being evaluated toward the development of an enterprise system that can support the diverse needs of all events on campus. A robust system must allow for comprehensive data tracking, audience segmentation, donor cultivation, and integrated marketing across departments. The goal is to implement a flexible, data-informed platform that drives engagement, increases revenue opportunities, and supports the full breadth of UC San Diego’s public-facing programming.

Shared Spaces are reservable spaces on campus that are intended for use by more than a single department, purpose or use type.

The Shared Spaces workstream is focused on increasing access to and use of shared spaces across campus; streamlining event planning processes; providing professional guidance and support for events (especially in spaces that may not have the infrastructure to offer such support); ensuringe policy knowledge and compliance; and increasing awareness of events and activities for campus colleagues, such as campus safety teams and event planners who are in the date-selection process.

This workstream is in the process of developing a single point of service for reservations and event services to achieve its objectives.

This workstream is designing and implementing placemaking strategies that create a welcoming physical environment where students and visitors can spontaneously enjoy the campus – without a plan and without making a reservation or purchasing a ticket.

Special projects include adding seating, shade, WiFi, or other amenities that make campus grounds more welcoming and comfortable for student, faculty, staff and visitor use.

This team launched Park in a Box and Band in a Box amenities in various locations across campus.

Destination and Cornerstone Events are high-impact collaborations and/or events that showcase our vibrant campus, create a positive experience, build belonging and offer a platform to engage visitors and members of our university and regional communities.

This workstream will define criteria for “Signature Events” on campus or at any of our regional facilities or locations, as well as convene the appropriate cross-campus and cross-functional staff and/or faculty to help develop, concept, facilitate logistics and promote these events.

Examples include the WOW Festival in partnership with La Jolla Playhouse, Curebound event, and Comicon events and programming.

The Communications workstream partners closely with Campus Activation leaders and partners to develop a “one university” approach to amplifying and communicating UC San Diego as a destination, as well as the changes, opportunities and engagement mechanisms developed through our Campus Activation work. This approach also identifies opportunities for individual units or areas to collaborate with and leverage campus resources to further amplify important programming and initiatives.

The Communications workstream is charged with advancing the following overarching goals:

• Build UC San Diego’s reputation as a destination for world-class arts, culture, athletics, research, academic and health care experiences and resources;
• Entice new visitors to explore and engage with the university; and
• Strengthen the connection and pride that students, faculty, alumni and staff feel as Tritons

The goal of a Change Network is to organize leaders at all levels of the university to ensure end users are aware and hear the right messages from the right people.

Building a network of informed individuals with business and technical backgrounds from across the university provides a local support structure that can better anticipate and meet the needs of UC San Diego's diverse group of stakeholders.

Representatives serve this multi-faceted role to provide critical project support, including:

• Leading changes through words, behaviors and actions
• Providing guidance to individuals or groups as they recognize the need
• Attending periodic informational sessions
• Conducting presentations provided by the Activation and project teams
• Establishing two-way communication and feedback loops within local networks
• Escalating and de-escalating organizational change resistance and conflicts in partnership with project
• Change Lead and Practitioners

If you have any questions, please contact Darlene Schlueter.