Find out how to reserve a facility. Record your confirmation/ reservation info to enter in TAP.
Read about Tech, Sound, and Setup. Record your confirmation/ reservation info to enter in TAP.
Resources in where and how to publicize your event.
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.
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.
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.
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.
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.
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."
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.
Imprints is an on-campus print and document service that can be used for:
Please obtain an Imprints Recharge form from your Fund Manager at least 14 days prior to your event date.
See Imprints locations and hours.
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.
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 contacting the Box Office.
- Contact the UC San Diego Box Office at email@example.com to discuss staffing availability, set up Ticketing Agreement, and Event Estimate.
- Enter your estimate in TAP.