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Hospitality and Conference Services

Client Resources


∗ Updated information for Conference Season 2019 coming soon!

Campus Map

Directions, floor plans, and phone information for each Conference Desk:

The Village Conference Desk Information

Location: The Village at Torrey Pines West, Building 3, North Break

Hours of operation: 7am - 2am, 7 Days a week

Dates: TBD

Address:

  • 2202 Scholars Drive North 
    La Jolla, CA 92093
Housing Locations and Floor Plans:

Map Location

Phone: 858.534.4165

The Village Neighborhood Map

Village West Floor Plans*

Village East Floor Plans*

*Floor Plans reflect 2018 allocations. Configurations and Triple spaces vary by facility.


Muir College

Map Location

Housing Locations:

Muir Neighborhood Map

Residence Hall Buildings: Tenaya Hall, Tioga Hall

Apartment Buildings: Tamarack Apartments, Tuolumne Apartments (under construction 2018)

Sample Building Layouts*

*Sample layouts only. Configurations and Triple spaces vary by facility.


ERC Conference Desk

Location: Eleanor Roosevelt College (ERC) Student Activities Center (next to Pangea Parking Structure)

Hours of operation: 7am - 9pm, 7 days a week

Dates: TBD

Address:

  • 9851 North Torrey Pines Rd.
    La Jolla, CA 92093

Map Location

Phone: 858.534.1142

Housing Locations:

Eleanor Roosevelt College (ERC)

ERC Neighborhood Map

ERC Residence Halls: Africa Hall, Asia Hall, Europe Hall, Latin America Hall, North America Hall

ERC Apartments: Earth Hall North, Earth Hall South, Middle East, Oceania, Mesa Verde, Geneva, Kathmandu House, Cuzco House, Asante House

Sample Building Layouts*

*Sample layouts only. Configurations and Triple spaces vary by facility.

Marshall College

Marshall Neighborhood Map

Residence Halls: Buildings N-V

Apartments: Townhouses Buildings A-F, Apartments: G-M (Offline for 2018)

Sample Building Layouts*

*Sample layouts only. Configurations and Triple spaces vary by facility.


Revelle Conference Desk

Location: TBD

Hours of operation: 7am - 11pm, 7 days a week

Dates: TBD

Address:

  • 2 Scholars Drive South
    La Jolla, CA 92093

Map Location

Phone: 858.534.3303

Revelle Neighborhood Map

Housing Locations:

Residence Halls (Fleets): Atlantis Hall, Beagle Hall, Challenger Hall, Discovery Hall, Galathea Hall, Meteor Hall

Residence Hall: Argo Hall, Blake Hall

Apartments: Keeling Apartments 1 – 3

Sample Building Layouts*

*Sample layouts only. Configurations and Triple spaces vary by facility.


Warren College

 

Housing Locations:

Warren College

Warren Neighborhood Map

Residence Halls: Frankfurter Hall, Harlan Hall, Stewart Hall

Apartments: Black Hall, Brennan Hall, Douglas Hall (Under construction for 2018), Goldberg Hall (Under construction for 2018)

Sample Building Layouts*

*Sample layouts only. Configurations and Triple spaces vary by facility.

Sixth College

Sixth Neighborhood Map

Residence Halls: Buildings A-H

Apartments: Matthews Apartments A-E, Apartments 100 - 1300

Sample Building Layouts*

*Sample layouts only. Configurations and Triple spaces vary by facility.

Download Housing List Instructions

The Organization must submit a completed Housing List in the same Excel-based electronic format as initially provided by Conference Services. The Housing List is due fourteen (14) days prior to the earliest conference arrival date. If the Organization fails to complete the Housing List as requested in the required format, a $500 labor charge will be incurred and billed on the final invoice. If this “Housing List” is not received fourteen (14) days prior to the Conference Check-in date, the Organization will be charged an additional late processing fee of $50 per day.

Final revisions to the Housing List and guest count are required three (3) day prior to check-in date and no modifications will be accepted after this time. Revisions encompass name changes or add-on participants (pending availability) only.  Under no circumstances may the room or apartment to which a conference participant is assigned be used by any other person without the prior approval of Conference Services.

Information required to complete the excel spreadsheet include:

  • Conference Participant’s Full Name
  • Gender (Gender Neutral Housing available for guests 18 and over)
  • Roommate preference (if applicable)
  • List of all Staff supervisors/Chaperones contact information and procedures
  • Physical limitations or dietary restrictions (See Attachment E)

Supervision, Rules & Safety

Throughout the entire stay on campus, the Organization shall provide adequate supervision of all conference participants. Supervision requirements are as follows unless your organization receives prior approval from The University for other supervision ratios:

  • One (1) adult supervisor for every ten (10) youth participants.
  • Adult is defined as a person over the age of eighteen and youth is defined as person under the age of eighteen.
  • Supervisor is defined as an employee of the Organization.
  • The Organization must submit a list of all staff supervisors and contact procedures along with the “Housing List”.

If your organization would like to order boxed meals, snack packs or catered parties as a meal replacement, order requests should be made no later than seven (7) business days prior to your delivery date.  We are unable to accept new order requests less than seven (7) full business days prior to the pickup or delivery. Any changes to exisiting orders must be made no less than two (3) business days prior to delivery date. Boxed meals or snack packs that are not picked up within 8 hours will be donated.

All boxed meals or snack packs can be picked up from a designated Dining unit at no charge or delivered to a campus location for a $25 delivery fee. The Organization is responsible for handling the food in a safe and sanitary manner, including maintaining the appropriate temperature according to local and state health standards. The Organization must provide coolers to ensure the food remains at an appropriate temperature.

  • Minimum of five (5) required for any boxed meal or snack pack orders
  • Minimum of twenty (20) required for all Catered Parties

Meal Cards

Each conference participant will be provided a meal card. Meal cards are coded for the Dining facility assigned.  Lost meal cards can be replaced at the Conference Desk for a $5.00/fee, paid at the time of replacement. Replacement fee can also be added to the Conference final invoice.  Meal cards not returned during check out will also be subject to a $5.00 lost meal card fee.

VIP Meal Cards

VIP meal cards are used for providing extra meals for individuals that are not housed on campus and are not included in a meal plan. Conference Clients may request VIP Meal Card(s) to the Conference Coordinator. Any meals provided with the VIP Meal card will be charged to the Conference Group’s final invoice.

Medical and Religious Diets

UC San Diego Dining works diligently to reasonably accommodate medically necessitated, religiously motivated, and lifestyle preferred dietary needs. Our highly trained culinary team is well versed in the top food allergens and will do their best to ensure your dining experience here on campus is safe and nutritionally balanced.

Those with medically necessitated diets will need to complete Attachment E/Medical Form. The UC San Diego campus procedure requires any accommodation related to a medical diagnosis be supported with proper documentation from a physician. Forms can be faxed, e-mailed or mailed to the Hospitality and Conference Services office. If a Parent/Guardian sends the form directly to Conference Services, the Parent/Guardian is responsible to communicate dietary needs to the Conference Group Leader.

Once documentation has been received, reviewed, and approved, our Dining Department will work with the culinary team to accommodate the participant's dietary needs. The participant will need to identify him/herself to a Dining MANAGER when entering the eatery and state the particular food allergy/dietary needs. The manager will then notify the chef so the food can be prepared according to our allergen accommodation process.

If a participant prefers a religiously or lifestyle motivated dietary preference, please be aware that Dining offers a wide variety of selections daily that accommodate halal and kosher friendly diets, as well as gluten-friendly, vegan and vegetarian lifestyles. If a participant requires a CERTIFIED KOSHER or CERTIFIED HALAL MEAL, please be aware Dining can provide this service for a nominal fee. You will need to complete the section on Attachment E – Page 1 ONLY requiring notification of the certified kosher meal and associated costs. Documentation by a physician is NOT required.

Should you have any questions pertaining to our dietary procedures at UC San Diego, please contact UC San Diego directly by sending an email to meetings@ucsd.edu and including the Conference name and date in the subject line.

UCSD Emergency Notifications

UC San Diego uses this phone and e-mail notification system, in addition to the UCSD Emergency Status website, to keep the campus community updated in emergency situations.

Registration for emergency notifications is voluntary and all members of the campus community are eligible, including students, staff, faculty, parents, and visitors.

In case of emergency, call the police at 858.534.4357(858.534.HELP) or x44357 (x4HELP) from a campus phone, or call Emergency 9-1-1. Please state your name, location at UC San Diego, and the nature of the emergency.

Automated External Defibrillator (AED) locations at UC San Diego

UC San Diego Emergency Guide

The Emergency Guide contains essential phone numbers and “what to do in case of….?” information.

UCSD Campus Emergency Contacts

Use these numbers or links for information, or to report an emergency at UCSD campus facilities:

Parking on the UC San Diego campus is by permit only Monday (7am) - Friday (11pm). Permits can be purchased on-line prior to your arrival to campus or at any of the Conference Desk locations using the complimentary computer kiosks. For advanced purchase, please visit http://transportation.ucsd.edu/parking/visitor/conference.html to purchase your permit. If needed, we can guide you through the Guest Account process for purchasing a permit.

Parking Permit Rates are as follows:

  • $8/1-Day
  • $35/5-Day (plus weekend)
  • $61/1-Month (“S” only)

Permits can also be purchased at the Parking Office located in the Gilman Parking Structure or at one of the kiosks located in the parking lots. Permits at these locations are $2/per hour or $20/per day.

  • Rates are subject to change.
  • No refunds will be issued for any unused permits regardless of cause. 
  • Parking spaces are not guaranteed.
  • Transportation & Parking Services will be directly responsible for selling all permits via their website.
  • UC San Diego will not be held liable for any loss or damage to vehicles and property incurred in its parking facilities.
  • UC San Diego will not be held liable for parking tickets or fines imposed on your organization, conference participant(s) or guests.
  • Parking policy can be found at http://adminrecords.ucsd.edu/ppm/docs/toc545.HTML

UCSD Media Services

UCSD Media Services provides an array of fee-based audio-visual support and production services for large and small events held on campus. Services include video production and editing, sound reinforcement for special events, and AV equipment rental to individuals or groups.

Contact your Conference Services Coordinator to place an order.

Internet Information

Basic Internet access is included in your conference stay. Wireless connectivity is available in large areas of campus as well as the Housing areas. Wireless access and speed is not guaranteed and may vary due to campus location and number of devices attempting to access wireless systems. Wired Internet access MAY be available in housing locaitons from either an Ethernet wall jack or a data modem. Cables are not provided by the University, so it's suggested to bring your owns.  For more information: blink.ucsd.edu/technology/network/connections/wireless/guest.html.

Once you are connected and open an Internet browser you will directed to a ResNet "Authentication" website with the option to register as a Guest on the residential network (ResNet).

To reduce the amount of time it takes to get connected, make sure you have the following before coming to campus:

  • Enabled Firewall
  • Updated Antivirus software
  • Updated operating system
  • Updated software - especially Adobe products and Java

For wireless Internet access on the main campus, the UCSD-GUEST wireless network will only require agreeing to the AUP. For any questions or problems with the network, please call ResNet at 858.534.2267. Additional information, including steps for the requirements listed above can be found on the ResNet website at resnet.ucsd.edu/conf.

Equipment Rentals

Requests for tables, chairs and audiovisual equipment can be made directly with your Conference Services Coordinator a minimum of two weeks in advance of check-in (4 weeks is recommended). Standard rental fees will apply. All equipment must be returned to the original drop off location, or additional charges will be accessed.

Renting Vehicles

Your organization must bring your own vehicles or rent Golf Carts from an outside entity. Additional insurance certifications are necessary. (Refer to the Insurance Section for further details.) A representative from the organization must be present to take possession of the rented Golf Cart(s) and provide the rental agency with a signature of receipt. UC San Diego will not be responsible for accepting or returning the Organization’s Golf Carts to the rental agency. Contact your Conference Services Coordinator for a list of vendor(s) that may provide golf cart rentals to the Organization.

Hospitality & Conference Services will conduct check-in activities at the Conference Services Desks unless alternate arrangements are made, such as mobile check in.  Fees may apply.  Each participant will receive a set of keys and meal card upon arrival.

Conference Services will conduct all check-outs and collect all meal cards, keys, and/or access cards that were originally issued.

After check-out, facilities will be reviewed for cleanliness and overall condition. Should it be determined that a specific area will require repair, excessive cleaning, or excessive trash removal, Conference Services will bill the Organization on the final invoice. (Fees are determined by the University based on required action).

Lost Keys

Keys and/or access cards not returned at time of check-out will be considered lost and lock change and/or key replacement procedures will begin immediately. Replacement or lost key fees can be paid at the Conference Desk by a participant or be added to the final invoice.

The Organization/Client will be billed the applicable fee noted below:

  • $20 per key (subject to change) for all other housing areas.

 

Lounge Spaces, Classrooms and Sports Facilities

For information on our Meeting & Event Venues as well as the booking process for classrooms, please refer to our Venues page.

Lounge Spaces within Housing Areas

To request lounge space or meeting rooms within Housing areas, please contact your Conference Coordinator. Half-day, full-day and 24 hour rates are available depending on rental needs.  A walk through (before & after) along with a review of the A/V equipment will be done before access is given to the on-site Organization’s representative. If lounge keys are checked out to the organization and not returned, the organization will be responsible to pay for a lock change. The cost of the lock change will depend on how many door locks and keys will need to be replaced.

Classrooms

You have access to the following equipment in classrooms:  Computer/Video projector, VHS/DVD/CD Player, Overhead transparency projector, wall screen, and microphone.  Contact your Conference Services Coordinator for additional details and pricing.  Non-UC San Diego Organizations will need to contact Conference Services to request classroom space.  Classroom space is not guaranteed and will not be confirmed until April 2019.  All classroom rental fees include the provided tables, chairs and desks included in the room as well as access to the facilities' audio visual equipment (if applicable).  Movement of any furniture within any classrooms or laboratories is prohibited.  If furniture is relocated there will be labor fees applied to the Master Invoice to reset the bedroom(s)/suite.  Once classrooms are confirmed, the Organization has two (2) weeks prior to their check-in date to release any unneeded spaces otherwise the Organization will be billed for the entire rental fee of confirmed spaces.

Sports Facilities

Use of UC San Diego's amazing sports facilities are one of the many enhancements that can be added to a Conference experience when hosting an event on campus! Request the use of a Sports Facility by calling the Office of Sports Facilities at 858.534.7884.

Campus Recreation

Recreation cards are available for purchase during your stay. Conference participants can purchase passes at RIMAC, Main Gym, and Canyon View. 

Please contact UC San Diego Recreation (858.534.4037) for more information, rates and for the specific policy regarding minors under the age of 18. All hours subject to change without notice.

Mail

Mail is delivered to our Conference Desks Monday through Friday and available for pick up at your convenience. Any US mail not claimed prior to check out will be “Returned to Sender”.

To send mail to any conference desk location, please include the following:

  • Name of Conferee/Guest & Name of Conference (if applicable)
    (Muir/Warren/ERC/Revelle/Village) Conference Desk
    UC SAN DIEGO
    9450 Gilman Drive
    La Jolla, CA 92092-0100

FedEx/UPS

Ground shipment through FedEx or UPS is processed through our centralized Receiving and Distribution Department on Campus and will add a delay of up to two (2) business days before reaching the respective conference desk.

If your package is being sent via overnight or expedited shipping, please utilize the format below for addressing your package. Pertinent Conference Desk information may be found above in the “Conference Desks” Panel.

When sending packages via overnight or expedited shipping please address and include the following:

  • Name of Conferee/Guest & Name of Conference (if applicable)
    [Muir/Warren/ERC/Revelle/Village] Conference Desk, [Applicable building name: Tamarack/Warren SAC/ERC SAC/Blake Hall/Village West Building 3], [Desk Phone Number]
    UC SAN DIEGO
    9450 Gilman Drive
    La Jolla, CA 92092-0100

Amazon

For your convenience, UC San Diego has an Amazon Locker in each college housing location. Please search for a locker using the Zip Code 92093. The lockers on campus are marked as not public. Amazon Locker - Village requires keycard access to the building. All other locations are available 24 hours a day.  Alternatively, Amazon@UCSanDiego is conveniently located in the center of campus and another option for receiving your Amazon packages. Activate the benefits of Amazon@UCSanDiego at http://ucsd.amazon.com/

Outgoing Mail

USPS Mail with appropriate postage affixed to it may be sent out through the Conference Desk. Packages shipped via FedEx or UPS must be coordinated by the Conference on-site Contract through their respective services or dropped off at the UCSD Postal Center.

Insurance

The Organization shall furnish the University with a certificate of insurance naming the Regents of the University of California as an Additional Insured on a separate "Additional Insured Endorsement." It is imperative that the furnished certificate of insurance contain the clause "USE OF UNIVERSITY CAMPUS", as a description of location of the Organization’s program. The certificate must be sent to Conference Services Coordinator at least sixty (60) days prior to your event.

If your organization is unable to provide its own General Liability Insurance, you may purchase coverage through the University's Insurance Broker, Marsh. Contact Marsh Service Center at 1.866.838.9536 or refer to the website for details http://ucsd.campusconnexionsuc.com/

The Organization, at its sole cost and expense, shall insure its activities in connection with this contract and obtain, keep in force and maintain insurance as follows: Commercial Form General Liability Insurance (contractual liability included) with minimum limits as follows (at its discretion, the University may require that the Organization procure and maintain insurance coverage in limits in excess of the amounts set forth below):

  • General Aggregate— $2,000,000.00
  • Products/Completed Operations Aggregate— $2,000,000.00
  • Personal and Advertising Injury Each Occurrence— $1,000,000.00
  • Each Occurrence— $1,000,000.00

If the above insurance is written on a claims-made form, it shall continue for three (3) years following termination of this Contract.

For additional information please refer to your conference agreement or contact your Conference Coordinator.

For Campus Departments: If there is a liability claim filed, the UC Department will be responsible for any deductible payments.

Waiver of Liability and Indemnification Agreement

Each participant, will be required to sign a ‘Waiver of Liability, Assumption of Risk, and Indemnity Agreement’, IF the guests are arriving prior to the conference dates or remaining on campus after the conclusion of the conference dates.  Completed forms can be submitted via the web or at the time of check-in.

Forms

Lost and Found

All lost and found items will be held at the Conference Service Center for one (1) week. After one (1) week, the items will be sent to the UC San Diego Police Department (unless prior arrangements have been made with Conference Services Coordinator). The UC San Diego Police Department will hold the items for ninety (90) days. After ninety (90) days, if items have not been claimed, the items will become the property of UC San Diego to dispose of in any way they determine.

UC San Diego Lost and Found: 858.534.4361

Additional Resources

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