Audio Visual & Room Scheduling FAQs

General

1. Is the contact for AV and Room Scheduling the same?

   No. Although we are in the same department, we are located in different offices and have different contacts. However all of our room scheduling and AV staff can be reached at av-rooms@ucsd.edu. If you need to call us you can reach us at:

   Room Scheduling: 858-822-5741

   AudioVisual: (SOM) 858-534-0963; (Hillcrest and Thornton) 619-543-6341

Event Planning Information

1. Where can I get extra chairs?

   SOM: Facilites Managment: 858-534-3944. Medical Centers: There is no known group who has extra chairs.

2. Do you have information for catering?

   Information about catering can be found on our Event Planning page.

Room Information

1. How can I find out room capacity information?

   Our Room Descriptions page has a listing of all the rooms we schedule with capacites.

2. What types of equipment are in the rooms?

   The types of equipment will vary from room to room. Each room has its own page and you can find them by clicking on a room via the Room Descriptions page.

3. Is there a calendar to see what rooms are available? Is there a calendar available to view my reservations?

   Yes. We have a calendar that shows all scheduled events. You can also enter in your room request number and only your reservation will be displayed.

4. Do you schedule all of the rooms at the SOM campus? Medical Centers?

   No. We only schedule the rooms listed on our Room Descriptions page.

5. Do you schedule the Moores Cancer Center?

   No, but you can reserve rooms on their site: http://cancer.ucsd.edu/ONcLINE/Room.asp

6. Do you schedule any rooms on the main UCSD Campus?

   No, you can use Blink conference room search to find rooms on the main campus.

Room Reservations

1. How long does it take to receive confirmation once I submit a request?

   Although we try to send confirmations within a few hours, please note it can sometimes take up to 48 hours to receive a confirmation. If you have a last minute request (i.e. meeting is today), you can call 858-822-5741 to request a room.

2. How do I cancel a meeting?

   You can email us at av-rooms@ucsd.edu. Please include your reservation number, date, and time of your meeting and if you have any AV reserved.

3. I need to submit an online request with multiple dates, is there a way to do that? or Can I use the same request form for more than one date?

   Yes. If your event has the same time and locations for all meetings but they meet on different dates, you just choose "Yes" for "Recurrence" on the form- a chart will pop up prompting you to fill out the days and months you want. There is also an "Additional Notes" section where you can just type out the specific dates you want.

4. Is there a charge to reserve a room?

   No, but all clients reserving our spaces must be from UCSD or have a UCSD sponsor. However, there is a charge to use AV services.

5. Is there a way to show my Room Reservations on the UCSD Calendar of Events?

   Yes. You can fillout this form - [468 kb] and then send it back to us. It may take up to 3 days for your event to show on the UCSD Calendar of Events.

6. Do I have to fill out a new form if I realize I made a mistake after sending an online room request?

   No. You can simply send an email message to av-rooms@ucsd.edu explaining your error and including your change or revisions.

Standing Meetings

1. What is a standing meeting?

   A meeting that occurs on a regularly recurring basis. i.e, weekly, monthly, quarterly.

2. Can I reserve my standing meeting to the end of the year? or How long can I schedule a standing meeting? or When does a standing meeting expire?

   All standing meetings are scheduled on the academic calendar (July 1- June 30). You must renew your meeting every year by June 1 otherwise we cannot guarantee the same room for your meeting.

3. How do I renew a standing meeting?

   You can begin renewing standing meetings in March. You will need to submit an online room request complete with the following information:

   1. Meeting Name
   2. Room
   3. Meeting Time
   4. Meeting Pattern (i.e. every Wednesday, 1st Tuesday of the Month, etc)
   5. Contact Name, Phone Number, and Email Address
   6. Approximate Number of Attendees
   7. Any known exceptions (due to Holidays or other circumstances)
   8. Identify Audiovisual Needs that are part of this reservation
      
   9. Please make a note in the "Additional Information" field that this is a request for Renewal.  Please note, any renewals with day or time changes will be considered a "new" meeting.
      

    

4. Will you remind me to renew my standing meeting?

   We will send out a courtesy reminder to all of the clients in our database in March. Therefore, if the contact information for your meeting has changed but that information was not forwarded to us, you will not get the reminder email. If the contact for your meeting changes, please let us know immediately so we can update our client database.

   Even though we send out reminder emails, it is your responsibility to make sure your meeting gets renewed for the upcoming academic year.

AV Reservations

1. What are the rates for equipment?

   Please call our AV staff directly for the most current rates. For Medical Center events, please call 619-543-6341. For SOM events, please call 858-534-0963.

2. How do I confirm my AV order?

   After submitting an online or email AV request, you will recieve a confirmation within 48 hours. If your confirmation has a request number you can check your AV orders on our Room Availability page under "Confirm Reservation".

3. Can I get AV for rooms that are not on your Room Description Page?

   Yes. We provide AV to the UCSD Health Sciences campus. This includes the Moores Cancer Center, Skaggs Pharmacy Building, and conference rooms we don't schedule at Hillcrest Medical Center. You can fill out an AV Request form for these rooms.

4. What if I find out I need AV after I have already requested a room?

   You can fill out a separate new AV Request form.

5. Are all rooms furnished with telephone access if I need a speakerphone?

   SOM Campus- No. Not all of our rooms on SOM campus have active jacks. You will need to call Telecom at 858-534-1853 to inquire if the room reserved has an active jack. The charge for activating a jack is approximately $52.50 (as of 10/1) and they need at least 5 days advance notice. You then can rent a speakerphone from AV. If there is no jack in the room, you can request a free estimate from Telecom to see how much installation will cost.

   Hillcrest and Thornton- Yes. There are active jacks in the majority of  the rooms (contact Hillcrest AV for a complete list), but you will have to rent a speakerphone from AV.

   Long-Distance- For all locations you will need to have an Authorization Code to call long distance numbers.