ResponsibleExecutives: Vice Chancellor for Student Affairs and Campus Life andVice Chancellor for Operations Management and Capital Programs
Contact: ForStudent Organizations: Center for Student Involvement, getinvolved@ucsd.edu, (858) 534-0501
For All Other Non-University Sponsors:Risk Management, ehsrisk@ucsd.edu and (858) 534-2454
1. PolicySummary
UC San Diego is committed to ensuringthat all persons may exercise the constitutionally protected right of freeexpression and that there is an ongoing opportunity for the expression of avariety of viewpoints.
Accordingly, UC San Diego makes availablecertain designated facilities for use by students, alumni, and the community atlarge. Each facility has a facility manager, and each facility has rules forreservation, including fees and other requirements.
UC San Diego has a strong interest inensuring that events on its properties do not disrupt university functions oractivities, pose unreasonable danger to people or property, or conflict withother events.
Therefore, all Major Events with aNon-University Sponsor at UC San Diego must comply with this policy. Failure tocomply with this policy may result in discipline, civil and criminal liability,and/or cancellation of the event.
The University will administer thispolicy without regard to the viewpoint of the event Sponsor or the personsperforming at or attending the event and will implement this policy in a mannerconsistent with the constitutionally protected rights of freedom of speech andassembly. In addition, the University will apply and enforce this policy inaccordance with the Higher Education EmploymentRelations Act when and where applicable.
2. Scope
Thispolicy applies to all Major Events on University property that are planned or organizedby Non-University Sponsors. This Policy does not apply to events or activitiesconducted or organized by University Officials acting within the course andscope of their assigned duties and responsibilities with the knowledge andapproval of their Vice Chancellor or, in the case of the Health System, theChief Executive Officer, UC San Diego Health.
3. General Rules
3.1. Definitions
3.1.1 Academic Unit: A college, school, organized research unit, academiccenter, academic division, or an academic department of the UC San Diego.
3.1.2 Administrative Unit: An organized division of UC San Diego that is not anAcademic Unit. Administrative Departments include recognized studentgovernments, namely, the Associated Students of UC San Diego and the UC SanDiego Graduate and Professional Student Association.
3.1.3 Event Sponsor: The person or entity that is responsible for planningthe event, including without limitation, determining the Event&s program orcontent and advertising the event.
3.1.4 Exempt Event(s): Demonstrations, protests, vigils, or other assemblieswhich are occasioned by and/or are in response to news or public affairs cominginto public knowledge less than seven calendar days before the event occurs.
3.1.5 Facility Manager: The University employee responsible for operating ormanaging a particular University facility or location. For some locations, theFacility Manager is referred to as the event manager.
3.1.6 Major Event: A planned gathering including but not limited to parties,dances, lectures, forums, performances, rallies, demonstrations, socialgatherings, concerts, speaker presentations, and conferences, at which one ormore of the following conditions apply:
(1) The Event Sponsor anticipates over100 persons are likely to be in attendance at the Event at any one time; or
(2) The Event requires completion of acampus Use of Alcohol Permit issued through the UC San Diego Police Department.
In addition to the above, the Universitymay on its own initiative designate an event to be a Major Event if theUniversity reasonably determines that more than 100 persons are likely to attendthe event at any one time or that the nature of the event poses unusualsecurity risks. If the University designates an event as a Major Event, theUniversity will give notice to the Event Sponsor and the Event Sponsor maycontest that determination by submitting a written appeal in accordance withthe appeals process specified in this policy.
A Major Event does not include classes,department meetings and seminars, concerts, performances, conferences, camps, orathletic practices, contests, or tournaments authorized and sponsored by theUniversity as part of the ordinary operations of the University.
3.1.7 Non-University Sponsor: An Event Sponsor who is (1) an individual notcurrently employed by the University, (2) an employee of the University actingoutside the course and scope of their University employment or without theknowledge and approval of their Vice Chancellor or, in the case of an employeeof the Health System, the Chief Executive Office, UC San Diego Health, or (3) agroup, association, corporation, registered student organization, or othercombination of individuals that is not an Academic Department or anAdministrative Department.
3.1.8 Open to the Public: A term used to describe campus events that anyone mayattend, including individuals who are not University of California faculty,staff, or students.
3.1.9 PPM: The UC San Diego Policy & Procedure Manual,available at http://adminrecords.ucsd.edu/PPM/index.html.
3.1.10 University: The Regents of the University of California.
3.1.11 University Property: Any building or outdoor space owned, operated, orleased by the San Diego campus of the University.
3.2. MajorEvents with a Non-University Sponsor
3.2.1 For Major Events with aNon-University Sponsor, the rules stated in this Section 3.2 apply.
3.2.2 To host a Major Event onUniversity Property, all Non-University Sponsors must first obtain permissionfrom the University. All Major Events organized by Non-University Sponsors mustcomply with all of the Major Event Requirements stated in Section 3.4 as well asall rules and regulations established by the relevant Facility Manager. AllMajor Events with Non-University Sponsors must follow the Event ApprovalProcess stated in Section 4 of this Policy,unless the Major Event qualifies as an Exempt Event, in which case the rulesstated in Section 3.3 (Exempt Events)apply. Holding a Major Event on University Property without proper permissionis prohibited and may result in discipline and/orcriminal or civil liability for the Major Event sponsors, promoters, ororganizers, and may result in termination of the Major Event by the University.
3.2.3 Non-University Sponsors may notpublicly advertise or promote a Major Event before receiving permission to holdthe Major Event as provided in this Policy. Public advertising or promotion ofa Major Event before receiving permission will be grounds for denyingpermission to hold the Major Event on University Property. Submitting anapplication for permission to hold a Major Event does not guarantee thatpermission will be granted or will be granted for the date, time, or facilityrequested. Because review of applications to hold a Major Event necessarilytakes time, Non-University Sponsors are highly encouraged to submitapplications as early as possible and not to make any financial commitmentsrelated to a proposed Major Event until formal, written permission has beengranted.
3.2.4 As a condition of use ofUniversity Property, Non-University Sponsors agree to be solely responsible fortheir Major Events, including without limitation, the Major Event&s content,planning, advertising, security, implementation, and costs. The University isnot responsible for the content, planning, advertising, security,implementation, or costs of Major Events organized by Non-University Sponsors.Non-University Sponsors agree to reimburse the University for any damage orinjury arising from their Major Events and agree to defend and indemnify theUniversity from all losses, liabilities, or claims arising from their Major Events.The University may provide assistance, guidance, and suggestions toNon-University Sponsors regarding their Major Events, but such assistance,guidance, or suggestions will not eliminate, alter, or limit the soleresponsibility of Non-University Sponsors for their Major Events.Non-University Sponsors may be required to sign a contract in order to obtainpermission to host a Major Event on University Property.
3.2.5 Non-University Sponsors mustcomply with all University policies. At all times during the Major Event, everyNon-University Sponsor must have a responsible person on-site supervising theMajor Event and serving as a point of contact for University officials.Non-University Sponsors may not prohibit, limit, interfere with, or impedeUniversity employees or agents responsible for health, safety, or welfare fromaccessing the Major Event or any space occupied by or for the Major Event.
3.2.6 If the University reasonablyconcludes that an imminent threat to safety or property exists or if the Major Eventis not in compliance with all University policies, including but not limited tothe Major Event Requirements stated in Section 3.4, the University may, in its discretion, prevent thestart of the Major Event, relocate the Major Event from one place to another,or terminate a Major Event in progress.
3.2.7 Nothing in this policy limits theauthority of UC San Diego Police or other appropriate law enforcementauthorities to declare an unlawful assembly and order immediate dispersal orotherwise enforce criminal laws.
3.3. Exempt Events
3.3.1 For Exempt Events where 100 ormore people are anticipated to participate, the rules stated in this Section 3.3 apply.The rules in Section 4 (Event Approval Process) do not apply to Exempt Events.
3.3.2 Exempt Events do not requireUniversity permission.
3.3.3 Exempt Events may use anyoutdoor space on the UC San Diego main campus that is available for Public ExpressiveActivity under Policy and Procedure Manual 510-1, Section IX. Exempt Eventsmust remain outdoors and may not use or enter a University Facility.
3.3.4 No Alcoholic Beverages may beserved or consumed at an Exempt Event.
3.3.5 Notwithstanding any otherprovision of this Policy, all Exempt Events must comply with the Major EventRequirements stated in Section 3.4.3. Exempt Eventsmay not displace, disrupt, or interfere with another event, with Universitybusiness or operations, or the business or operations of persons or entitiesauthorized by the University to be on campus.
3.3.6 If the University reasonablyconcludes that a threat to safety or property exists or if the Exempt Event isnot in compliance with all University policies, including but not limited tothe Major Event Requirements stated in Section 3.4.3, theUniversity may prevent the start of an Exempt Event, relocate the Exempt Eventfrom one place to another, or terminate an Exempt Event in progress. Failure tofollow the instructions of an authorized University Official or to comply withthe Major Events Requirements of this policy may result in discipline and/orcivil and/or criminal liability.
3.3.7 Nothing in this policy limits theauthority of UC San Diego Police or other appropriate law enforcementauthorities to declare an unlawful assembly (see California Penal CodeSection 407) and order immediate dispersal or otherwise enforce criminal laws.
3.4. Major Event Requirements
3.4.1 Major Events may not exceed themaximum room capacity established by the Campus Fire Marshal.
3.4.2 The possession and/or consumptionof Alcoholic Beverages at Major Events is prohibited unless service is providedby an Alcohol Beverage Control (ABC)-licensed supplier under contract, and theABC-licensed supplier provides the University with proof of liquor liabilityinsurance coverage from an established and licensed insurance company for atleast one million dollars ($1,000,000) per occurrence, with The Regents of theUniversity of California endorsed as an additional insured. If the event willtake place on the La Jolla campus, a campus Use of Alcohol Permit issuedthrough the UC San Diego Police Department is also required. If the event willbe at a location that is not part of the La Jolla campus, permits forpossession and distribution of alcohol must be obtained by ABC-licensedsuppliers under contract. Under no circumstances will an individual under theage of 21 be served alcohol. If alcohol is served at an event, non- alcoholicbeverages and food must be provided throughout the event. Non-alcoholicbeverages must be prominently displayed and served in the same place asalcoholic drinks. Compliance with PPM 510-1, Section XIII, Alcoholic BeveragesPolicy, or any successor policy, is required.
3.4.3 Major Events must not violate anyother University Policy (including PPM 510-1, Section IX), any rulesestablished by an appropriate Facility Manager, and/or applicable local, state,or federal law.
3.4.4 Major Events by Non-UniversitySponsors may take place indoors only in facilities designated as available toNon-University Sponsors for such events and only with an advance reservationfrom the University. If the University has good-faith concerns about publicsafety associated with a Major Event, the University reserves the right torelocate the Major Event to a different venue and/or to a different date ortime than what was requested by the Non-University Sponsor. The Universityreserves the right to alter at any time without notice the facilities that areavailable to Non-University Sponsors for Major Events. Non-University Sponsorsmay not rely on the availability of a particular venue until the University hasgiven final approval for the Major Event in writing.
3.4.5 At least two weeks before a MajorEvent, Non-University Sponsors must submit for review and approval a reasonablesecurity plan that addresses foreseeable risks associated with the proposedMajor Event.
(1) The University may require changesto the Non-University Sponsor&s proposed security plan as a condition ofapproving the Major Event if the proposed security plan is unreasonable.
(2) The reasonableness of a proposedsecurity plan will be assessed without regard to the viewpoint of theNon-University Sponsor or any speaker or performer at a proposed Major Event.Factors that may be considered in assessing the reasonableness of a proposedsecurity plan may include, among other things:
the proposed location of theevent,
the estimated number ofparticipants,
the age of the people attendingthe event,
the presence of valuable propertyor large sums of money,
the presence of alcohol or illegaldrugs,
whether the event is Open to the Public,ticketed, or limited to University affiliates,
the time of day that the event isto take place,
the date and day of the week ofthe event,
the proximity of the event toother activities, events, or locations that may interfere, obstruct, or lessenthe effectiveness of the security measures being implemented or may otherwiseheighten risks,
the anticipated weatherconditions,
the estimated duration of theevent,
credible information aboutpotential security dangers at the event,
prior history or experience withevents of a similar nature, and
any other considerations that inthe professional judgment of the UC San Diego Police Department are relevant toassessment of security needs.
(3) External security firms hired towork at a Major Event must be provided by an approved University vendor.
(4) The University reserves the rightto provide additional security at a Major Event for the protection of publicsafety or University property. The University will not charge special fees to aNon-University Sponsor if the University decides to provide additional securityover and above the security required of the Non-University Sponsor under theapproved security plan. The provision of additional security by the Universitydoes not relieve Non-University Sponsors from responsibility, including legalliability, for the security of their Major Events.
3.4.6 Permission to hold a Major Eventon University Property may be denied or rescinded on any of the followinggrounds:
(1) the application for permission tohold the Major Event is not fully completed and submitted in a timely mannerand in accordance with the manner prescribed in this Policy.
(2) the application for the proposed MajorEvent does not comply with the requirements of the facility the applicantwishes to use.
(3) the proposed Major Event isreasonably likely to exceed the capacity of the facility the applicant wishesto use or is incompatible with the proposed facility.
(4) the application seeks to use afacility that the University has not designated as available for Major Eventsby Non-University Sponsors.
(5) the application seeks to use afacility or other campus location that is not available at the date or timerequested.
(6) the applicant has not timelycomplied with the requirements of the facility where the Major Event is to takeplace, such as paying user fees, providing insurance certificates, providing securitydeposits, or signing a contract.
(7) the application contains amaterial falsehood or misrepresentation.
(8) the applicant has not submitted areasonable security plan.
(9) the applicant fails to attend amandatory event coordination meeting.
(10) the applicant or the person onwhose behalf the application for permission was made (i) has on prioroccasions damaged University Property and has not paid in full for such damageor (ii) has other outstanding and unpaid debts to the University.
(11) the applicant is on probation orsuspension or has been dismissed from the University for misconduct orcurrently has misconduct charges pending for which probation, suspension, ordismissal is a possible sanction.
(12) the proposed Major Event conflictswith other events, functions, or activities.
(13) the proposed Major Event isprohibited by law, by this policy (including without limitation Section 3.4.3), or byother University policies.
3.4.7 If permission to hold a MajorEvent is denied, the University will communicate the denial in writing and willprovide the reasons why permission was denied.
4. Event Approval Process
4.1.Students and RegisteredStudent Organizations Events
4.1.1 The following procedures must be followedby students and student organizations that wish to hold Major Events onUniversity Property.
4.1.2 Students or, in the case ofstudent organizations, at least one principal member of a Student Organizationseeking to use University Property to hold a Major Event must:
(1) Review the Triton ActivitiesPlanner (TAP) instructions available from the Center for Student Involvement at http://tap.ucsd.edu.
(2) Make a preliminary facility holdfor the desired location for the Event three weeks or more prior to the Event.If security arrangements and other preparations cannot reasonably be made bythe desired date, the Event may not be approved for the date and timerequested. A hold is not a guarantee of availability or approval.
(3) Comply with the local facilitypolicies for the desired location as established by the Facility Manager.Facility policies and requirements vary by location. Contact the FacilityManager for details and information. A preliminary hold or reservation orindication of availability does not constitute approval of the use of the venueat the proposed date and time. Final approval requires written approval of thelocal Facility Manager and may require the signing of a contract in a formacceptable to the Facility Manager.
(4) At least three weeks prior to thedesired date for the Event, complete and submit the TAP online at http://tap.ucsd.edu. The Event proposal will be reviewed by the Center for StudentInvolvement and may also be reviewed by the local facility manager, UC SanDiego Police Department, and others as needed to assess security and logisticalrequirements.
(5) Discuss Event details with theassigned Center for Student Involvement Student Organizations Advisor at leastthree weeks prior to the Major Event.
(6) At least one week prior to theEvent, submit proof of Event insurance to the Center for Student Involvement.Acceptable proof of insurance requires, at a minimum, a certificate ofinsurance from an established and licensed insurance company that names THEREGENTS OF THE UNIVERSITY OF CALIFORNIA as an additional insured with GeneralLiability coverage of not less than one million dollars ($1,000,000) peroccurrence. Events with alcohol will also require liquor liability insurance asoutlined in Section 3.4.2 EventRequirements. For more information, For more information about eventinsurance, including insurance offerings provided by the University at low orno cost, please contact Risk Management at ehsrisk@ucsd.edu or (858) 534-2454.
(7) Comply with all Universitypolicies and all applicable laws and regulations.
4.1.3 The Center for Student Involvementwill typically complete final review of Event proposals one week prior to thedesired date of the Event, assuming all information from the Event Sponsors hasbeen timely submitted. The Center for Student Involvement Student OrganizationsAdvisor may request additional information about the Event and discusslogistical expectations with Event Sponsors. The Center for Student Involvementmay require Event Sponsors to attend an event coordination meeting to discussplanning, logistics, or security. The Center for Student Involvement mayrequire additional meetings to ensure that all requirements agreed to at theevent coordination meeting have been carried out. Event Sponsors must attendall required meetings.
4.2. Non-University SponsorsOther than Students and Registered Student Organizations
4.2.1 The following procedures must befollowed for Non-University Sponsors other than students or registered studentorganizations for Major Events.
4.2.2 Non-University Sponsors other thanRegistered Student Organizations must:
(1) At least five weeks in advance ofthe desired date for the Major Event, request permission to reserve UniversityProperty by contacting the Facility Manager for the venue where the Major Eventis desired to take place. Facility policies and requirements vary by location.Contact the Facility Manager for details and information. A preliminary hold orreservation or indication of availability does not constitute approval of theuse of the venue at the proposed date and time. Final approval requires writtenapproval of the local Facility Manager and may require the signing of a contractin a form acceptable to the Facility Manager.
(2) At least two weeks prior to theMajor Event, submit proof of Event insurance in a form that is acceptable tothe UC San Diego department of Risk Management. Acceptable proof of insurancerequires, at a minimum, a certificate of insurance from an established andlicensed insurance company that names THE REGENTS OF THE UNIVERSITY OFCALIFORNIA as an additional insured with General Liability coverage of notless than one million dollars ($1,000,000) per occurrence. Events with alcoholwill also require liquor liability insurance as outlined in Section 3.4.2 EventRequirements. For more information about event insurance, pleasecontact Risk Management at ehsrisk@ucsd.edu or (858) 534-2454.
(3) Comply with all Universitypolicies and all applicable laws and regulations.
4.2.3 The University will endeavor tocomplete final review of Major Event proposals one week prior to the desireddate of the Event, assuming all information from the Event Sponsor has beentimely submitted. The University may request additional information about theEvent and discuss logistical expectations with Event Sponsors. The Universitymay require Event Sponsors to attend an event coordination meeting to discussplanning, logistics, or security. The University may require additionalmeetings to ensure that all requirements agreed to at the event coordinationmeeting have been carried out. Event Sponsors must attend all requiredmeetings.
5. Appeals
If a Non-University Sponsor wishes tocontest any decision of the University under this policy, the Non-UniversitySponsor must submit a written appeal to the Vice Chancellor - OperationsManagement and Capital Programs within seven calendar days of receiving noticeof the decision. Appeals must be based on one of the two following grounds: (a)failure to follow University Policy or (b) arbitrary and capriciousjustification for the decision to deny permission. The Vice Chancellor - OperationsManagement and Capital Programs may conduct an inquiry into the facts andcircumstances and will respond to the appeal within seven business days. Thedecision on appeal will be final.
6. Related Documents and Policies
1. University of California PoliciesApplying to Campus Activities, Organizations and Students (PACAOS):http://ucop.edu/student-affairs/policies/student-life-policies/pacaos.html
2. Regulations Governing Conduct ofNon-Affiliates in the Buildings and on the Grounds of the University ofCalifornia: http://policy.ucop.edu/doc/3000127/NonAffiliateRegs
3. PPM 440-4, Licensed Real Property: http://adminrecords.ucsd.edu/PPM/docs/440-4.html
4. PPM 510-1, Section IX, ExpressiveActivity Time, Place, and Manner Policy: http://adminrecords.ucsd.edu/PPM/docs/510-1.9.HTML
5. PPM 510-1, Section XIII, AlcoholPolicy: http://adminrecords.ucsd.edu/PPM/docs/510-1.13.HTML
7. RevisionHistory
06/03/2025:Policy revised and reissued.
10/01/2024:Policy revised and reissued.
09/19/2024:Policy revised to account for Spontaneous Events (now Exempt Events) andother changes.
11/29/2022:Policy revised to account for events at Park & Market.
