As the academic year is well underway, we would like to remind everyone about UC San Diego’s Policy on Major Events On Campus (Major Events Policy); clarify what qualifies as a major event; identify to whom the policy applies; and provide links to this policy and its related forms.
The goal of the Major Events Policy is to help ensure the success and safety of major events that are held on campus.
Major Events Defined
Per University Policy 510-1, a Major Event is an Event at which one or more of the following conditions apply:
- The Event Sponsor anticipates more than 100 persons are likely to attend; or
- Alcohol is intended to be served at the Event.
In addition to the above, the university may on its own initiative designate an Event to be a major event if the university reasonably determines that more than 100 persons are likely to be in attendance at the Event at any one time, or that the nature of the Event poses unusual security risks. If the university designates an Event as a major event, the university will give notice to the event sponsor, and the event sponsor may contest that determination by submitting a written appeal in accordance with the appeals process specified in this policy.
Planning a Major Event
If a planned Event qualifies as a major event, the sponsoring campus department is strongly encouraged to review the Major Events Policy prior to submitting an Events and Activities Intake Form on the Campus Events and Activities Portal.
UC San Diego employees* planning an Event on campus will find helpful information for planning and executing their Event on the portal, including information and links to related policies, processes, and the latest campus events and activities information.
Submitting the forms does not replace necessary and required approvals or coordination from various university offices, including, but not limited to:
- UC San Diego Police Department
- Environment, Health and Safety
- Risk Management
- Transportation and Parking Services
Policy Application
The Major Events Policy applies to:
- All UC San Diego faculty, staff, and departments that sponsor/hold a major event;
- External organizations that manage and/or approve the use of a space to hold a major event.
- Facility managers must complete the Events and Activities Intake Form on the portal for outside organizations reserving university space. Receiving this information will enable the university to consider appropriate safety, event visibility and coordination related to events occurring on campus.
*Registered Student Organizations should consult with the Center for Student Involvement for event planning guidance and to complete a Triton Activities Planner (TAP) for on-campus events.
