Planning a Conference
When organizing a conference with UC San Diego HCS, an experienced Senior Event Coordinator will assist you throughout the entire process. They support everything from initial program planning and contract signing to coordinating accommodations, dining and catering, as well as managing check-in and check-out procedures. Additionally, they offer helpful suggestions for meeting rooms, classrooms, and recreational facilities to ensure your event runs smoothly.
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Housing Lists
HCS will provide the Organization with a blank Housing List approximately 2 months before the start of the program. The Organization must submit a completed Housing List in the same Excel format as the one initially provided by HCS. The Housing List is due two (2) weeks before the check-in date. Your Conference Coordinator will provide additional information about Housing Lists during the planning process.
Catering
Saltaire Catering offers full-service custom catering options for groups seeking a more elevated dining experience than what is offered in our Dining facilities. For more information about dining or catering options, please reach out to your Conference Coordinator.
For more information about dining or catering options, please reach out to your Conference Coordinator.
Dining & Dietary Information
Conference packages include 3 meals per day for each night of housing. These meals are provided at the college's Dining Hall where your program will be housed. Alternative meal options, such as Boxed Lunches, Snack Packs, and Conference Parties, are also available. UC San Diego Dining works diligently to reasonably accommodate medically necessary, 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.
Check In / Check Out
Hospitality & Conference Services will conduct check-in 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 a meal card upon arrival. Conference Services will conduct all check-outs and collect all meal cards, keys, and/or access cards originally issued.
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. If a specific area requires 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 the required action).
Lounge, Meeting Space, and Classroom Rentals
During the summer conference season, our inventory of meeting rooms and lounge spaces expands, allowing us to offer a broader selection of venues beyond those available during the academic year. To request lounge space or meeting rooms within Housing areas, please contact your Conference Coordinator. For information on our Meeting & Event Venues and the classroom booking process, please refer to our Venues page.
Media Services, Equipment, and Vehicle Rentals
UCSD Media Services provides a range of fee-based audiovisual support and production services for events of all sizes on campus. Services include video production and editing, sound reinforcement for special events, and AV equipment rental for individuals or groups. Contact your Conference Coordinator to place an order.
Your organization may bring its own vehicles or rent Golf Carts from an outside entity. UC San Diego does not rent vehicles or Golf Carts to off-campus clients or guests. Additional insurance certifications are required. (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 signed 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 vendors that may provide Golf Cart rentals to the Organization.
Recreation
Recreation cards are available for purchase during your stay. Conference participants can purchase passes at RIMAC, the Main Gym, and Canyon View Aquatic Center. Please contact your Conference Coordinator for more information on adding recreation spaces, activities, and cards to your stay.
UC San Diego offers a wide variety of recreational facilities that may be available to summer conference groups, including soccer fields, basketball and volleyball courts, recreation gyms, swimming facilities, tennis and pickleball courts, and the spacious LionTree Arena.