Skip to main content

System Status: 

Campus Events and Activities Portal

This is the Campus Events and Activities Portal. If you are a UC San Diego employee*, planning an event on-campus, 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 campus events and activities information.

*Registered Student Organizations should consult with the Center for Student Involvement for event planning guidance and to complete a Triton Activity Planner (TAP) for on-campus events. Facility managers are responsible for completing the required event processes for events hosted by outside organizations utilizing university space.

Event Definition

“Event” means any planned gathering at a UC San Diego Location, including but not limited to celebrations, dances, lectures, forums, performances, social gatherings, concerts, speaker presentations, conferences or athletic contests or tournaments where 25 or more people are in attendance or are reasonably anticipated to be in attendance. 

“Event” does not include academic classes or seminars, department meetings, laboratory meetings or other routine business meetings.

COVID-19 Event Planning Precautions

In order to reduce the opportunity for community spread of COVID-19 at UC San Diego, we encourage all event sponsors to evaluate both the risks and the benefits to the community when considering an event or activity.

Please refer to the Return To Learn (RTL) website for current guidelines regarding on-campus events. Note, guidelines may change and those in effect on the day of the event are the guidelines that must be followed.

Events and Activities Intake Form

The Events and Activities Intake Form is a campus-wide tool for initiating 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 Intake Form replaces the Major Events Protocol submission form, and is a temporary process that will be replaced by an Enterprise System for Event Management (currently in development). 

The Intake Form is required for all events with more than 100 attendees expected or where alcohol will be served. During the COVID-19 YELLOW phase, the form is required for all on-campus events with more than 25 attendees; and during the COVID RED phase, the form is required for special event exceptions from the divisional Vice Chancellor. Be sure to consult the Return To Learn (RTL) website for current guidelines for on-campus events.

UC San Diego reserves the right to cancel any scheduled activity if it is deemed unsafe.

Enter an Event

Intake-Form.svgUC 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.

 

TAP.svg For CSI registered student organizations and student initiated Student Life events.

 

Major Events Protocol

According to University Policy 510-1 Section V.A. Policy on Major Events on campus: A Major Event includes an Event at which one or more of the following conditions apply:

  1. The Event Sponsor anticipates over 100 persons are likely to attend;
  2. Alcohol is intended to be served at the Event.

You are strongly encouraged to read through the Major Events Policy prior to submitting your Events and Activities Intake Form. Submitting this form does not replace any approvals or coordination your event may need from various university offices including:

  • University Police
  • Environment, Health and Safety
  • Risk Management
  • Parking Services

Your Intake Form will be reviewed by the divisional Vice Chancellor or delegate. You will be contacted should questions or concerns arise regarding your event.

Intake Form Resources

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 updated COVID-19 related protocols.

Signage for Campus Events

Visit the Return To Learn (RTL) website to view current signage requirements for on-campus events. The following signage resources are available should signage be required at this time:  

  1. Mask Recommended (8.5x11 PDF); Mask Recommended (11x17 PDF)
  2. Mask Required (8.5x11 PDF); Mask Required (11x17 PDF)
  3. Symptom Checklist (11x17 PDF)

Event planners may download and print signage themselves, or order signage from UC San Diego Sign Shop.

For more information, contact ESR-Events@ucsd.edu