Lecture Hall or Classroom Meetings or Events
How do I reserve the room for my event?
First you must meet with your SOLE advisor and have them approve your event. Then, you must schedule the room with the appropriate department.
In general, any room in Ackerman Student Union or Kerckhoff Hall is booked by the ASUCLA Events Office and any academic lecture hall or classroom (called "general assignment classrooms") are booked by the UCLA Events Office. The appropriate steps to take and the guidelines for scheduling your room be found here: Steps for a Successful Event Planned by a Student Signatory.
Can we use the in-room projector and sound system?
In a general assignment classroom or lecture hall you can. However, there is a charge per projector, per day. Rates are set by Audio Visual Services and more information can be found at http://www.oid.ucla.edu/classroom/av.
Room use includes the use of the sound system, but not the rental of any microphones. Microphones are an additional rental charge.
Another option is to use a projector from the CLICC lab. These projectors are free to use and can be checked out for 6 hours at a time. The only thing you need is your BruinCard. Projectors can be reserved up to 24 hours in advance by calling (310) 206-0271. The projectors work with almost all the sound systems in the classrooms, with the exception of a select few. Please make sure to ask your event manager if the room for your event is one of these exceptions. The CLICC Lab is located inside Powell Library. Click here for CLICC Lab Hours. Projectors cannot be kept out overnight. The CLICC lab does not lend out microphones. Please let your event manager know if you will need to rent any.
Can we have food in the room or hallway?
In general assignment classrooms and lectures food and drinks are not allowed, either in the room or in the hallway. You are only allowed to have bottled water.
Are there any sound restrictions in the classrooms? Can we perform music?
Musical performances are not allowed in the classrooms or lecture halls, except in Moore 100 on weekend events. A reasonable sound level, no louder than speaking level, is expected to be maintained during lectures and conferences.
Can I invite the public?
Yes. Check with your RCO SOLE advisor about restrictions on inviting non-UCLA general public community to the event. Your SOLE advisor will need to be aware of any off-campus promotions you undertake to make sure they comply with University regulations. In addition, if you are selling tickets to the event, they must be sold through the UCLA Central Ticket Office (CTO). You are not allowed to sell tickets independently. There is a $3 surcharge per ticket for those that are sold to the public that is added to the ticket price. It is your responsibility to calculate this fee into the price of your ticket when advertising.
Do I need tickets?
You do not need tickets if admission to your event is free. For fire safety room capacity regulations, there does need to be a system in place to monitor the attendance of your event if you are expecting high attendance or if you have advertised to the public. An RSVP system and a person standing at the door with a clicker are two possible options.
How and where can I advertise my event?
You can advertise your event on Happenings (the UCLA online event calendar) by checking off the box for that request when you fill out the EOL. You can flyer and display free standing signs along Bruin Walk only. You cannot write with chalk on facilities or put signs up on trees, lamp posts or buildings. Your SOLE advisor can give you more in depth regulations governing advertising on and off campus.
Can I rent additional equipment, such as microphones, tables and chairs?
Yes. You can rent these through http://uclaevents.com/rentals/equipment-rentals/.
If your event has an assigned event manager, he or she might be able to coordinate the rentals for you.
Can my speaker or performer sell merchandise?
If approved by SOLE and ASUCLA, you may sell merchandise. UCPD or other security is required if the amount of cash on site requires it. The determination of the need for security is made by UCPD and the SOLE advisor. The cost of this security is the responsibility of the producing RCO.
I want to film my event. Do I need a permit?
If you would like to film your event for archival purposes for your RCO, you do not need a film permit. When filling out your EOL, simply click on the box that asks you if you will be filming your event and it will be noted.
The permit permission does not extend to non-archival commercial use, or use by any other group other than the RCO (e.g., the guest speaker or performer can not use the video footage for their website).
Do I need to have security if I have a high profile personality or controversial speaker at my event?
Please inform your SOLE advisor about your speaker and they will let you know if it is necessary. Personal security for the protection of the speaker is the cost responsibility of the RCO. If security of the event is in question, certain UCPD costs may be covered by the University if 70% of the attendees are from UCLA. Again, check with your SOLE advisor.
Theaterical Performances and Concerts
How do I sell tickets?
Tickets must be sold through the UCLA Central Ticket Office (CTO). You are not allowed to sell tickets independently. There is an administrative charge for setting up the ticket sales as well as staffing if you need sales on site at your event. All ticketing revenue is collected by CTO and then distributed to the producing group after the event.
Can I invite the public?
Yes. Check with your RCO SOLE advisor about restrictions on inviting non-UCLA general public community to the event. Your SOLE advisor will need to be aware of any off-campus promotions you undertake to make sure they comply with University regulations. In addition, if you are selling tickets to the event (and therefore selling through CTO), there is a $3 surcharge per ticket for those that are sold to the public that is added to the ticket price. It is your responsibility to calculate this fee into the price of your ticket when advertising.
Do I need tickets?
You do not need tickets if admission to your event is free. For fire safety room capacity regulations there does need to be a system in place to monitor the attendance of your event if you are expecting high attendance or if you have advertised to the public. An RSVP system and a person standing at the door with a clicker are two possible options.
How and where can I advertise my event?
You can advertise your event on Happenings (the UCLA online event calendar) by checking off the box for that request when you fill out the EOL. You can flyer and display free standing signs along Bruin Walk only. You cannot write with chalk on facilities or put signs up on trees, lamp posts or buildings. Your SOLE advisor can give you more in depth regulations governing advertising on and off campus.
Can my speaker or performer sell merchandise?
If approved by SOLE and ASUCLA, you may sell merchandise. UCPD or other security is required if the amount of cash on site requires it. The determination of the need for security is made by UCPD and the SOLE advisor. The cost of this security is the responsibility of the producing RCO.
I want to film my event. Do I need a permit?
If you would like to film your event for archival purposes for your RCO, you do not need a film permit. When filling out your EOL, simply click on the box that asks you if you will be filming your event and it will be noted.
The permit permission does not extend to non-archival commercial use, or use by any other group other than the RCO (e.g., the guest speaker or performer can not use the video footage for their website).
How do I get an estimate for my culture show?
RCO representatives must meet with the appropriate performance venue representative and provide all necessary information to get an estimate. Venue contact for performing arts venues can be found at: Find an Appropriate Indoor or Outdoor Campus Venue for Your Event.
The venue then drafts an estimate and sends it to the UCLA Events Office. The event manager will send the estimate and an RCO Agreement to a signatory for your group to sign. This will be a contract that ensures that the RCO will be responsible for all the costs associated with their event and will guarantee that you will pay the full cost of the estimate for the event.
Political, Religious, Display or Political Rally
How do I reserve the space?
First you must meet with your SOLE advisor and have them approve your event. Then, you must schedule the room with the appropriate department.
You must reserve a space either through the UCLA Events Office (Wilson Plaza or other quads around campus) or through SOLE (Meyeroff Park [the area in front of Kerckhoff] or Bruin Plaza).
Can I have a political rally on campus?
All political rallies must be discussed and approved by your SOLE advisor. Once approved, you can then schedule a space for this through either the Events Office or SOLE.
Can I have a poster or artwork display?
Poster displays must be discussed with and approved by your SOLE advisor. After an area is reserved, you can work with an event manager in the Events Office to determine the exact location and receive approval for posters. Posters must not be attached to buildings, light poles or trees or staked into the ground.
Can I have amplified sound at Meyeroff Park (lawn in front of Kerckhoff Hall), Free speech area?
Yes, but you must discuss with and get approval from your SOLE advisor. SOLE also approves amplified sound in that area, which can only occur between 12 p.m. - 1 p.m. on weekdays. Here is a link to the guidelines of Meyeroff Park: http://events.ucla.edu/webdocs/guidelines/EV145.pdf.
What should I do if I have a high-profile speaker or controversial speaker at our event?
If you are scheduled to have a high-profile or controversial speaker at your event, you should notify your SOLE advisor and the Events Office, who can notify UCPD if there is a need for added security. Personal security for the protection of the speaker is the cost responsibility of the RCO. If security of the event is in question, certain UCPD costs may be covered by the University if 70% of the attendees are from UCLA. Again, check with your SOLE advisor.
Fairs and Festivals
What locations can I have my event in?
Potential outdoor venues include Wilson Plaza, Court of Sciences and Dickson Court North and South (all of which are reserved by the Events Office). Other potential venues include IM Field and Drake Stadium, both of which are scheduled by UCLA Recreation. Information on venues can be found here: Find an Appropriate Indoor or Outdoor Campus Venue for Your Event.
How do I order equipment, tents, stage, tables, chairs, etc.?
The Events Office can help you order equipment and supplies for your event as well as create a diagram with you for fire marshal approval. Please work with your Event Manager to rent these items as well as create a diagram of your event space.
Can I bring in a dunk tank, bounce house or inflatables?
Dunk tanks, bounce houses and inflatables should all be discussed with and approved by your SOLE advisor. To have these types of activities on campus, you will also need to have liability insurance, which your SOLE advisor can help you with as well.
Can I bring food trucks?
Food trucks will need to be reviewed on a case-by-case basis. If the food trucks plan to sell food at the event, ASUCLA will need to work directly with the truck to make sure they are approved to sell food on campus.
Can I invite food vendors or restaurants?
To have off-campus food vendors at your fair/festival, you will need to consult ASUCLA since they have the first right of refusal for food vendors on campus. Once approved, each vendor will need to obtain the proper county health and food permits.
Can I have a car/vehicle display?
Car/vehicle displays need to be approved by your SOLE advisor as well as the Events Office. There are specific areas around campus where vehicle displays can happen with the proper approval from SOLE, the Events Office and the UCLA Fire Department. Please speak with your event manager to go over the details of the vehicle display and read the campus policy for vehicle displays: http://eol.ucla.edu/EV200.pdf.
Can I sell tickets?
Tickets must be sold through the UCLA Central Ticket Office (CTO). You are not allowed to sell tickets independently. There is an administrative charge for setting up the ticket sales as well as staffing if you need sales on site at your event. All ticketing revenue is collected by CTO and then distributed to the producing group after the event.
Can I sell food?
An RCO is allowed to sell food they have prepared at an event. However, all food sales must be approved by the UCLA Environment, Health, and Safety office (EH&S). Your SOLE advisor can provide more information on health permitting.
Do I need a health permit to sell food?
Yes. Your SOLE advisor can provide more information on health permitting.
Can I have amplified sound?
Yes. However, amplified sound is only allowed outdoors between noon and 1 p.m. Please speak with both your advisor as well as your event manager if you have additional questions regarding amplified sound. Exceptions for outdoor concert type events are on a case-by-case basis only.
Can we bring in our own event related equipment?
You are welcome to provide any small event equipment you need for you event if you already own it. Any other equipment (tables, chairs, tents, etc.) must be rented through the UCLA Events Office rather than another outside entity, either on-campus or off-campus.
Can I rent my own equipment?
Any equipment that needs to be rented for your event must be rented through the Events Office. The Events Office has a rental program with tables, chairs and canopies if needed. All requests can be made either through your event manager or online at http://uclaevents.com/rentals/equipment-rentals.
Can I bring buses?
Yes, buses are allowed on campus. However, there are restrictions on where buses can park and stage. You must make these arrangements with the Special Events Parking office at (310) 825-1286.
Can I collect cash on site? What is the cash handling policy?
Any sort of cash collecting or handling on site must be discussed with your SOLE advisor as well as your event manager. Depending on the estimated amount of cash to be collected, a UCPD officer or security guard may be required to be on site.
Do I need Police or Security on site?
Depending on the scope and programming of your event, security or UCPD officers may be required. This is often the case if there will be cash exchanged on site or if there are expensive pieces of equipment or high profile guests. Your SOLE advisor and Event Manager will help make the determination whether security is needed on site. You should also keep the UCPD dispatch number in your phone at all times for emergencies: (310) 825-1491.
Where can vendors load in and park?
Depending on the needs of your vendor load in, arrangements can be made with your Event Manager and Parking Services on campus. Any vendor vehicles that can fit within the parking structure must be parked there. Special arrangements can be made with Parking Services to stage oversized vehicles as needed.
We plan to cook on site. Do we need a fire permit?
If there will be cooking on site, you must work with the Fire Marshal's office to obtain a temporary fire permit. Fire extinguishers are required when having an open flame. Read more about Fire Safety policies here: http://map.ais.ucla.edu/go/1003134.
How will we obtain electrical power for our event?
Event power can be provided by on-campus Electricians. The cost of the setup is responsibility of the RCO/event producer. You can work with your Event Manager for temporary power. In very rare instances where generators are needed for an event, approval from the Fire Marshal office for placement will be required.
Can I invite the public?
Most programs that student organizations present are for the education and enjoyment of the UCLA campus community. However, on occasion, it is appropriate to invite people from off campus. Speak to your SOLE advisor regarding this and make sure you obtain the appropriate approvals.
Are there any advertising rules and guidelines?
Your SOLE advisor is the best resource for advertising rules and guidelines since the SOLE office approves any advertising that can be done for your events. Here is a link with some specific rules for advertising: http://www.studentactivities.ucla.edu/flyers.html.
What is the deadline for payment?
The Events Office needs to receive full payment for any event 5 business days prior to the event. Please keep this date in mind when you are submitting any funding requests. Many funding sources take a long time to approve funding and also have their own deadlines. Please consult your SOLE advisor regarding these funding deadlines. The Events Office can receive payment by check, interdepartmental recharge, on-campus funding sources and credit card. If you are paying by credit card, there will be a 2.5% credit card processing fee.
What are the outdoor venue guidelines (trash, irrigation, etc.)?
Here is a list of guidelines for most outdoor venues on campus, including: Court of Sciences, Dickson Court North & South, Wilson Plaza, Sculpture Garden, Pauley Pavilion, LATC, Sunset Canyon Recreation Center, IM Field, Drake Stadium, Meyeroff Park and Bruin Plaza at Learn How Event Policies Protect UCLA, Your Attendees & You.
Food Sales
Where can I sell food on campus?
Food sales fund raisers for Registered Campus Organizations can be held either on Bruin Walk, in Bruin Plaza by the Bruin Bear statue or in a specific area in the southwest portion of the Court of Sciences. There are no other pre-approved areas for RCOs to sell food on campus.
How do I reserve the space?
Bruin Walk table space is available on a first come, first serve basis only, and not scheduled in advance.
Bruin Plaza is scheduled through the Student Organizations Leadership and Engagement at the following website: http://ucla.orgsync.com/org/bruinplaza/home.
The Court of Sciences is scheduled by email to the UCLA Events Office. The email must be sent by a current signatory of the RCO and should contain the group name, the date and time of requested reservation, and planned activities. Court of Sciences space can be reserved no sooner in advance than 8th week of the academic quarter preceding the quarter of intended use.
What authorization do I need for food sale approval?
First and foremost, the activity needs to be approved by the RCO's Student Organizzations Leadership and Engagement (SOLE) advisor. The SOLE advisor should be consulted prior to any reservation so applicable rules can be reviewed. The SOLE advisor will also need to authorize the Events OnLine (EOL) application for the food sales. The EOL application is an online document that is initiated by the scheduler and filled out by a group signatory. The EOL contains pertinent information regarding the food sale. The EOL is submitted electronically to the SOLE advisor for approval and is simultaneously sent to appropriate campus officials who need to approve the event (Fire Marshall, Health & Safety).
Can we BBQ or cook on site?
Any cooking on site is only possible with a permit from the Campus Fire Marshal's Office (UCFD) and the Environmental Health and Safety (EH&S) office. It is the RCO members' responsibility to receive permit permission from both these entities.
For a food sale in the Court of Sciences, the RCO members must complete an EOL and draw up a diagram of the placement of the barbecue in the space in relation to the tables and any other setup prior to contacting UCFD. A link to a blank template of the Court of Sciences space is available at Work With Your Event Manager to Order Services. The template must be printed out and diagram completed by the RCO. The RCO should bring it in to the Events Office in Kerckhoff 168 for review by an Event Manager to make sure it will meet Fire Marshal requirements prior to setting up a meeting with the Fire Marshal. Please note that usually only propane grills are allowed and fire extinguishers are also required to be on site.
Where can I get equipment for my food sale like tables, chairs and fire extinguishers?
For Bruin Plaza, RCOs should contact the ASUCLA Events Office in Ackerman Union.
For the Court of Sciences, tables and chairs and a fire extinguisher are available for rental through the UCLA Events Office. An order may be placed via the website at http://uclaevents.com/rentals/equipment-rentals.
Please note that while ASUCLA offers free tables for Bruin Plaza events, the UCLA Events Office does not offer free equipment.
Rental costs may be reduced if the RCO picks up and returns the table and chairs themselves.
Where can I find information on Fire and Health Permits for food sales?
Your SOLE advisor can give you guidance on the health and fire safety permits necessary in order to hold a food sale on campus.
Are there restrictions on what food can be sold?
An RCO's SOLE advisor is the best resource on policies and restrictions on food sales. For example, RCOs are not allowed to partner with outside restaurants in food preparation or sales. All food must be prepared by the students themselves.
Other restrictions have to do with proper food preparation guidelines for public health reasons. This type of information is available from UCLA Environmental Health and Safety.
Walk/Run Events
What are the Guidelines for run walks, road runs, races, 3Ks, 5Ks, triathlons or bike races?
Some of the guidelines are as follows:
Any walk or run on campus must take place prior to 10 a.m. on Sunday mornings.
There can be only one road walk/run per month
It can only be on a route approved by the UCLA Events Office, working with Transportation Services.
The student group is required to have medical personnel.
More guidelines can be obtained by request from the UCLA Events Office.
What is the participant limit?
For road runs, the max capacity is 2,000. If you are planning a non-road closure (sidewalks only) run, there is not set number, but it should most likely be no greater than 200. For runs of greater than 200, road closures and the costs associated with road closures are necessary.
How can I reserve the spaces/routes?
The UCLA Events Office schedules the outdoor public quad spaces necessary to conduct a road run. UCLA Recreation schedules fields and Drake Stadium if that is part of the request.
Do I need cones?
If your run/walk is on a campus road, you do need to rent cones at the group's expense. The Events Office can provide vendor names and place the order. Cone vendors do not set the cones out on the route, so student groups must provide volunteer staffing to perform this setup and pickup.
Where can I put signs?
Signs can be placed on sidewalks or roads as long as they don't block any pedestrians or vehicle traffic. Signs must be free standing (attached to cone or other a frame). Signs must be taken down immediately after the run.
Do I need medical personnel on site?
Yes. This service needs to be provided through the UCLA Emergency Medical Services department. There is a charge for this staffing that the student group needs to pay for.
Do I need traffic control?
Yes, if the walk/run is to take place on campus roadways.
Can I close a road?
If the activity is approved by your SOLE advisor, the UCLA Events Office and UCLA Transportation Services, then certain campus roads can be temporarily closed. The cost for traffic control and closures is the responsibility of the student group. Roads can only be closed between 7 a.m. and 10 a.m. on Sunday mornings, one Sunday each month.
Water stations?
It is the responsibility of the student group to set up, clean up and take down any water stations along the route.
Vehicle Display
Can I bring a blood testing/bone marrow vehicle to campus?
The activity first needs to be approved by the group's Student Organizations Leadership and Engagement advisor. Then the UCLA Events Office, Fire Marshal's Office and Parking Office need to approve a location and terms for set up.
Where can I hold a vehicle display on campus?
Vehicle displays can be used for non-profit issue awareness only. Students are not permitted to partner with commercial or for-profit promotional displays. There are very few approved vehicle display locations on campus, and almost all of these are only in existing parking areas. The UCLA Events Office can let the student group know which spaces are permitted following the pre-approval by the Student Organizations Leadership and Engagement.
Food Trucks
Can I bring a food truck on to campus?
As a stand-alone food sales vehicle, food trucks are not permitted on campus because their business activities conflict with those of ASUCLA Restaurants. Under special circumstances, food trucks might be permitted to provide restricted food services for an event only. This needs to be approved by the UCLA Events Office, ASUCLA Restaurants and the campus Fire Marshal.
Student Film Shoots
For information on Student Filming, please see http://uclaevents.com/filming-and-photography/student-filming.
