Campus Events and Activities Portal
If you are planning an event on campus, and you are a UC San Diego employee*, this is the place to start. Here you will find helpful information for planning and executing your event, including information and links to related policies, processes, and the latest news for event planning at UC San Diego.
*Registered Student Organizations should consult with the Center for Student Involvement (CSI) for event planning guidance and to complete a Triton Activity Planner (TAP) for on-campus events. Venue managers are responsible for completing the required event processes for events hosted by outside organizations utilizing university space.
Event Intake Form
The Event Intake Form is a campus-wide tool for registering major events on-campus. The information provided enables the university to consider appropriate safety, event visibility, and coordination related to Major Events occurring on campus. The Event Intake Form replaces the previous Major Events Protocol submission form.
In accordance with University Policy 510-1 Section V.A Interim Policy on Major Events on Campus, the Event Intake Form is required for all Major Events. A Major Event includes an Event at which one or more of the following conditions apply:
1. The Event Sponsor anticipates over 75 persons are likely to be in attendance at the Event at any one time
or
2. The Event requires completion of a campus Use of Alcohol Permit issued through the UC San Diego Police Department.
You are strongly encouraged to read through the Major Events Policy prior to submitting your Event Intake Form. Submitting this form does not replace any approvals or coordination your event may need from various university offices such as University Police; Environment, Health and Safety; Risk Management; Parking Services; or the venue or facility where the event will be held.Submit an Event
Event Intake Form
UC San Diego employees sponsoring/planning on-campus events, and UC San Diego facility managers on behalf of non-affiliates using university space for events. UC San Diego and SIO, on-campus events only.
The Event Intake Form is considered complete once submitted. A notification of the event will be sent to the selected Vice Chancellor area. The submitter should consider their Event Intake Form approved unless they hear otherwise.
UC San Diego reserves the right to cancel any scheduled activity if it is deemed unsafe.
Event Definitions from PPM510-1, V.A
Major Event: A planned gathering including but not limited to parties, dances, lectures, forums, performances, rallies, demonstrations, social gatherings, concerts, speaker presentations, and conferences, at which one or more of the following conditions apply:
1. The Event Sponsor anticipates over 75 persons are likely to be in attendance at the Event at any one time;
or
2. The Event requires completion of a campus Use of Alcohol Permit issued through the UC San Diego Police Department.
In addition to the above, the University may on its own initiative designate an event to be a Major Event if the University reasonably determines that more than 75 persons are likely to attend the event at any one time or that the nature of the event poses unusual security risks. If the University designates an event as a Major Event, the University will give notice to the Event Sponsor and the Event Sponsor may contest that determination by submitting a written appeal in accordance with the appeals process specified in this policy.
A Major Event does not include classes, department meetings and seminars, concerts, performances, conferences, camps, or athletic practices, contests, or tournaments authorized and sponsored by the University as part of the ordinary operations of the University.
CSI Registered Student Organizations
All aspects of student organization events are coordinated and approved via the Triton Activity Planner (TAP). Visit the CSI student organization event planning TAP website for current information about student organization event planning processes and protocols.
Additional Policies and Resources
Accessibility Event Planning Guide
Expenses for UC San Diego Department Events and Meetings
Expressive Activities on the UC San Diego Campus
Facilities Management Recharge Rates
Facilities Management Work Order
Film Screenings & Public Performance Rights (PPR)
Insurance Requirements and Certificates of Insurance
Regents Policy 5402: Policy Generally Prohibiting Contracting for Services
Risk Management - Special Events
Interim Policy on Expressive Activity Time, Place, and Manner
UC Major Events and Incidents Toolkit