T-RES Applications (Permits & Planning Modules)

Any animals brought to campus as part of an event, including petting zoos, educational exhibits, or demonstrations, require prior review and approval.

Depending on the service provider and whether payment is involved, you may also need to coordinate with Integrated Procure-to-Pay Solutions (IPPS) to process contracts and purchase orders.

It is required that CSI Registered Student Organizations have insurance in place for your event. 

Apply for coverage and receive an event liability Certificate of Insurance (COI) from the University’s insurance program.

The University of California has an insurance program to cover Registered Student Organizations (RSOs) for most on-campus events. Insurance for eligible on-campus events is paid for 100% by the University. Certain events and activities and all hazard class 4 events are subject to additional review and approval.

The use of cooking equipment, open flames, or other flame-producing devices at events requires review and approval.

Examples include:

• Barbecues and grills
• Propane-fueled cooking equipment
• Sterno or chafing fuel
• Candles

All cooking and open-flame activities must comply with campus fire and life safety requirements.

The operation of unmanned aircraft systems (UAS), commonly known as drones, is regulated by the Federal Aviation Administration (FAA). While the FAA possesses the exclusive authority to enforce all aviation law, certain situations may also involve local or state authorities for the deterrence, detection, and investigation of unauthorized or illegal activity by drone operators.

If your proposed event will involve UAS operations, the applicant must comply with all FAA rules and regulations. For the latest information, visit the FAA’s UAS site at: https://www.faa.gov/uas/

Your event may require a meeting with an event planner depending on its location and/or planned activities.

You can find your event planner in the PDF attached to your T-RES confirmation email from your venue.  

Facilities Management can provide the following services to support events:

• Bollard Access
• Custodial Support
• Dumpster Rentals
• Electrical Support
• Furniture and Room Setup
• Irrigation Shutoff
• Secured Building Access
• Zero Waste Support
  • Compost Bins
  • Recycling Bins
  • Trash Bins

Please note that some venues can provide many of these services directly, and Facilities Management support may not be required. Please check with your venue to determine whether Facilities Management support is needed for your event.

Complete the following CSI Registered Student Organization financial transactions using the applicable T-RES modules:

• Expenses for Supplies
• Expenses for Food
• Expenses for UC San Diego Services
• Expenses for Off-Campus Services
• Payables for Food
• Payables for Off-Campus Services
• Processing for UC San Diego Services
• Reimbursement for Supplies
• Reimbursement for Food

A Temporary Food Facility Permit (Food Permit) is required for public events where food is sold or distributed.

Event organizers and vendors must follow all food safety requirements for preparation, handling, storage, and service.

This module authorizes the proposed use of generators at an event. It is not a request for generator equipment.

If you need to obtain a generator, please work directly with your venue or event service provider. Requests for additional electrical services should be submitted through the Facilities Management Support module.

Certain activities present unique safety considerations and require additional review and approval.

Examples include:

• Haunted houses
• Mazes
• Escape rooms
• Interactive obstacle courses
• Other specialty attractions

A performance agreement is a specialized contract between the University and an Artist or non-UC San Diego Speaker. 

A performance agreement is needed for the following:

• Music: e.g., bands, DJs, and singers
• Dance: e.g., dance companies and individuals
• Authors: Reading or speaking about his/her work
• Public Speakers: Inspirational/informational presentations to staff, faculty, and students
• Performance-based presentations: e.g., magicians, comedians, and jugglers

In accordance with California state law, sparklers, Roman candles, firecrackers, and any unlicensed fireworks are prohibited on campus.

Any proposed pyrotechnic or fireworks display must be approved in advance and comply with all applicable campus, local, and state regulations.

If your event requires the closure or obstruction of campus roadways, you will need to start the request process through T-RES. 

If your event requires the closure of San Diego city streets, you must submit a Special Event Permit to the city of San Diego at least 60 days before your event.

The UC San Diego Police Department partners with event organizers to provide customized security services, safety guidance, and event support based on the unique needs of each event.

Please submit your T-RES Application at least three weeks before the event date to allow sufficient time for review, planning, and staffing.

The following activities may require additional information, planning, or approval as part of the event review process.

Concerts or Loud Music: Music or amplified sound exceeding 75 decibels is considered loud and may require additional planning.

Needles, Bodily Fluids, Blood: Activities involving needles, bodily fluids, or blood may require additional safety information and approval.

Public Performance Rights: Public Performance Rights (PPR) are the legal rights to publicly show a film or video. The Federal Copyright Act (Title 17 of the US Code) requires PPR for public viewing of copyrighted media outside of the regular curriculum. A PPR license needs to be obtained before you are able to begin promoting your event. Guidance on acquiring or verifying public performance rights can be found here.

Rallies/Marches: Planned rallies and marches may require additional planning and coordination.

Safety Plan: Certain events or activities may require a safety plan as part of the event review process.

Scavenger Hunts: Make sure all scavenger hunt activities comply with the Campus Anti-Hazing Policy. If you are unsure whether an activity could be considered hazing, review the campus guidelines or contact your advisor.

Weapons (Including Props or Replicas): Events involving weapons, props, or replicas may require additional information, safety planning, and approval.

A module will be required when requesting AV/Tech from the University Center’s facilities. 

You are required to collect waivers for all unpaid speakers or performers. 

UC faculty and staff do not need to sign liability waivers to speak at a UC campus if the speaking engagement is part of their official employment duties.

Your event may require additional participant waivers based on the activities or participants involved:

• General
• Minors
• Non-UCSD
• Sports or Physical Activity

If you will be using water for any purpose other than drinking at your event, you must complete this module.  

All water used for activities other than drinking must be disposed of through a sanitary sewer system (such as a toilet, sink, or shower) and may not be discharged into outdoor storm drains. If water does not contain cleaning chemicals or other pollutants, it may be discharged to a landscaped area where it can infiltrate into the ground if there are no storm drain inlets nearby.