UC San Diego is a large campus with myriad event management processes and systems in place across its various units. Through the Activation Technology workstream, the university is taking a holistic look at the event planning landscape to create efficiencies, upgrade or enhance outdated systems, and scale platforms for broader use and engagement. This workgroup will source and implement enterprise technology solutions to support activation with event management compliance and workflow, venue sourcing and reservations, public-facing calendar and student organization event management, as well as strategically enhance campus app content and offerings and assess enterprise needs for a ticketing and customer relations management solution.

An enterprise event management system (EMES) is being developed and will provide a comprehensive technology solution to manage campus-wide venue sourcing and reservations, event planning and approval processes, and a streamlined event management process, to ensure compliance with event requirements and improve campus-wide awareness of events.

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, and Formal Activations 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.