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Planning Your Student Org Event with TAP

Learn how to plan and enter your student organization event in the Triton Activities Planner (TAP).

Who can submit a TAP for an event?

Students listed as principal members of registered student organizations may submit a TAP.

When do I need to TAP?

All on-campus events (with the exception of simple meetings and information tables) require a TAP submission.

'Simple' meetings are meetings that include just you and your members in an informal setting and are not advertised to the public.  A meeting is no longer considered 'simple' if it includes any of the following:

  • The sale or value exchange of items or services
  • Paid or unpaid speakers, performers or services
  • Amplified sound
  • A potluck attended by more than 25 people
  • Takes place in a programming space reserved via the University Centers/ One Stop Desk (Ballrooms, Forum, Plaza, Theater, SSC Multipurpose Room [MPR], The Loft, Matthews Quad)

You must begin the TAP process 21 or more days before your event date.

Each of the following items must be included at that time:

  1. Event time
  2. Facility confirmation with corresponding I.D. numbers, if applicable
  3. Event description, and
  4. Confirmed funding information

Any remaining TAP modules or written documentation of funding sources (split funding forms, etc.) must be completed/turned in no less than 14 days before the event date.

View a Tap Tutorial to learn the features of the TAP system.

Use the following checklist to find out what orders/reservations you may need to make before you use TAP. Make sure you record all reservation/ confirmation numbers you receive with your orders.

Location of your event

Find out how to reserve a facility. Record your confirmation/ reservation info to enter in TAP.

Funding sources and procedures

Technical requirements

Read about Tech, Sound, and Setup. Record your confirmation/ reservation info to enter in TAP.

Equipment rental

Review the rate sheets from Facilities Management to order tables, chairs, canopies, trash cans, and other items. (Some facilities include these supplies in your reservation. Check with your facility before you rent equipment.) Record your order info to enter in TAP.

Food and beverages (including alcohol)

Carnival games, inflatables, etc.

All student organizations are required to use the university payment processes on TAP when ordering carnival games, inflatables, amusements and dunk tanks. This provides additional liability protections to student organizations and the University.

Entertainment/ performance agreements

Performance agreements are for contracting with performers only (speaker, band, DJ, dance group, etc.), not for businesses or individuals providing a service or merchandise. Use the Contract Information Worksheet (PDF) to gather information to be used and entered into TAP.

Note: The Student Life Business Office cannot process payments to UC employees.

Security and safety

Some events require licensed security guards. To determine the number of guards required, consult with a facility manager, event production staff, or student organization advisor about your event logistics. See Security and Safety at Student Events.

Insurance and liability waivers

The University of California has purchased an insurance program to cover Registered Student Organizations (RSOs) for most on-campus events. The university pays for the coverage, but RSOs are still responsible for making sure their on-campus event is registered with the insurance carrier.

While in the process of submitting your event to TAP, you will visit the insurance website and determine if your event information must be submitted to the insurance company, and whether or not your event participants must sign individual event liability waivers. See details at Required Insurance and Liability Waivers.

In addition to event insurance, a current Certificate of Liability Insurance is required of all off-campus catering vendors, in addition to other vendors as specified by the University. See details at Required Insurance and Liability Waivers.

Showing films and videos

Start planning early for film or video screenings. Find out what you need to know about obtaining permissions or licenses from the Swank Motion Picture, Inc. Copyright Brochure for Colleges or Universities.  Contact your CSI advisor for more information.

Event sponsors

Consider having 2 or more organizations or departments sponsor your program and share the cost and responsibilities. 

Recommended statement for events with event sponsors:

The following statement is recommended to be verbally stated at an event and included on any advertisement (i.e. flyers, websites, or public communication) when an event is sponsored by on- or off-campus entities:

"The views expressed at these events do not necessarily reflect the views of the sponsors or of the University of California, San Diego. As a public institution of higher education, UCSD supports and protects the free expression of a variety of ideas and perspectives, which is vital to a learning community."

Parking

To obtain a quote for special events parking, refer to How to Arrange Parking for Campus Visitors and Guests or visit the office located in the Hopkins Parking Structure. When using the website to place your order with TAP funds, enter 'for TAP' in the index # field.

  • You need to enter your parking order in TAP at least 14 or more days prior to the event.

Photocopying using Imprints

Imprints is an on-campus print and document service that can be used for:

  • Flyers
  • Programs
  • Posters

Please obtain an Imprints Recharge form from your Fund Manager at least 14 days prior to your event date.

See Imprints locations and hours.

Fundraising events/raffles for outside charities

Read about Fundraising Events for Outside Charities if you plan to hold a raffle and/or use the event as a fundraiser for a charity.

Ticket sales

All student organization events held on campus that involve entrance fees or ticket sales must use UCSD Box Office services and staff.

  • The Box Office recharges your organization for the cost of tickets, ticket sellers and takers, and handling charges.
  • Check with facility/ venue contact to determine the venue capacity before making an appointment with the Box Office.
  • Make an appointment online with a Box Office rep to set up a Ticket Sales Agreement and get an estimate. The Box Office is located at Price Center West (map), Level 1.
  • Enter your estimate in TAP.
After you submit your TAP, your advisor may contact you to set up a meeting.