Room PoliciesViolations of these policies could cause your group to forfeit any existing room reservations and future room reservation privileges. General - Responsibilities of Departments and Individuals Requesting a Meeting Room
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All individuals using shared meeting room(s) are expected to clean up after themselves. This would include arranging tables and chairs back to the usual configuration of the room(s), erasing the white board(s), picking up all food items and trash, and generally leaving the room(s) in an orderly condition suitable for the next event.
Please turn off projector and lights at the end of your event.
Requesting departments should notify Room Scheduling immediately of any meeting cancellations, so that the room may be made available to others.
Make sure you schedule all necessary set-up and breakdown time for your meetings. Due to the limited space, meetings are often scheduled "back-to-back" and you may not have the time needed to set-up or clean up after your meetings.
Food is permitted in the meeting rooms. Please clean up all food immediately after your meeting. There are more specific stipulations for the Dean's Large Conference Room, Leichtag 107, and Leichtag Lobby. These stipulations are listed in the below in the policies listed for those rooms.
We cannot guarantee that white board supplies (dry-erase markers, erasers) will be available, as these items have a tendency to disappear. Bring your own to be certain you have them when needed. - Standing Meetings
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Standing meetings are meetings that occur on a regularly recurring basis (i.e. weekly, monthly). Standing meetings can be made for a maximum of one year and must be renewed annually by email or Room Request form. We schedule all standing meetings on the Academic Year (July-June).
We will send out a courtesy reminder to all of the clients that are currently in our database. If the contact for your standing meeting changes throughout the year and we are not notified, we cannot guarantee you will get the courtesy reminder. Even though we send out the reminder emails, it is your responsibility to make sure your meeting gets renewed for the upcoming academic year. - Size, Duration and Frequency of Meetings
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Shared meeting space is limited and demand is high, which necessitates placing some limitations on group size, the duration and frequency of meetings, and how many meeting rooms can be reserved for a single time period by one department or individual. Requests will be considered on an individual basis taking into account concurrent activities, room availability, nature of request, and resulting inconvenience to other departments and individuals. In general, the following limitations can be applied to reservations: - Group size should not exceed room capacities according to fire and safety regulations.
- Duration and frequency of meetings should not dominate conference room space, regardless of how early reservations are made.
Select a room that is appropriate for the size of your group rather than for its location.
SOM Campus - Building Access Policy and Procedures
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- Liebow & Garren Auditorium Reservations
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- Only UCSD staff, faculty and students with access to the BSB may reserve the auditoria after 7pm on weekdays. Only UCSD, staff, faculty and student organizations within Health Sciences may reserve the auditoria for weekend events pending approval from Health Sciences Room Scheduling.
- For weekend events, the event contact must sign out keys to the BSB. Keys can be checked out at the front service desk in the Office of Educational Computing, in MTF (Medical Teaching Facility) Rm 265, Monday through Friday, 8am-4pm.
- School of Medicine(SOM) Core Courses have priority access to the Garren and Liebow Auditoriums. We are happy to accommodate non-SOM Core Courses in these rooms. However, on rare ocassions we may need to relocate or reschedule your group to accommodate the needs of the School of Medicine.
- MTF Security Policy
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MTF Southwing To maintain security and to help prevent theft in the MTF, all MTF rooms in the outer portion of the building will be kept locked during after-business hours: - Weekdays: before 8am or after 5pm
- Weekends & Holidays: all day
Individuals or groups scheduling events in MTF 168, 273, 274, and 275 that include after-business hours, will be required to lock the rooms after their event. To check out a room key, a responsible party should come to the Office of Educational Computing (EdCom), located in Room 265 of the Medical Teaching Facility building. A UCSD index number will be required as a deposit. Keys may be picked up any time 24 hours in advance of the event or the last business day for weekend or holiday events. MTF Northwing The Northwing main doors are unlocked Monday-Friday, 8am-5pm. Only faculty and staff with access to the MTF may reserve rooms in the Northwing after-hours/weekends.. - Deans' Large Conference Room (Rm 1320)
- Reservations are made only Monday – Friday between 8:00am-5:00pm (Non-VCHS/Deans' Meetings must end by 5pm due to Alarm setting) (Exceptions are made for Annex building residents only.)
— An index must be provided at the time of booking in the event that there are damages to the room and/or clean-up is required
— Weekend and after-hour use is limited to building occupants only - Use is available to School of Medicine Dean’s Office units and Health Sciences Departments only
— Workshops, seminars, and campus department use is not allowed
— Room is not available for reservations by vendors or outside companies and organizations unless sponsored by a UCSD Health Sciences Department - If an event will be catered, please add an additional ½ hour before and after the meeting for Catering set-up and clean-up
— Food set-up must be contained within the conference room (it is not allowed outside of the room)
— Only light and/or boxed lunches may be provided
— Catering prep is not allowed in the adjacent kitchen area — Groups must clean up food immediately after each meeting. No food allowed on Friday evenings (MUST be cleaned up before 5pm) - Leichtag 107 Conference Room and Leichtag Lobby
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- Start time for reservations must be between 7:00am-4:00pm, Monday - Friday, because the exterior doors lock at 5pm
— An index must be provided at the time of booking in the event that there are damages to the room and/or clean-up is required
— Weekend and after-hour use is limited to building occupants only. Please read the Building Access Policy and Procedures listed above for more details. - Use is available to Leichtag building occupants, School of Medicine Dean’s Office Health Sciences Departments, as well as all other UCSD campus units
- Leichtag Lobby reservations are accepted only for start-times between 4:00pm and 5:00pm
- If an event will be catered, please add an additional ½ hour before and after the meeting for Catering set-up and clean-up
— Food set-up must be contained within the conference room (set-up is not allowed outside of the room) - Medical Education-Telemedicine (MET) Building
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Reservations for MET rooms are made online via the HS AV-Rooms website  . Events outside normal building hours (Monday-Friday 7:00am-6:00pm) will require additional forms to be submitted before confirmations are sent. Please contact HS Room Scheduling at av-rooms@ucsd.edu or 858-822-5741 for more information. - MET - Simulation Training Center
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Reservations for the Sim Center in the Lower Level of the Medical Education-Telemedicine (MET) building are made only Monday - Friday between 8:00am-4:30pm (events must end by 4:30, unless other arrangements have been made). Exceptions will only be made for groups within the Division of Medical Education. Use of the Center requires a Medical Education-approved faculty sponsor who will be responsible for the training session and equipment used. To obtain approval, please email simcenter@ucsd.edu. Be sure to include all the known event details (who, when, approximate number of attendees, event title, reason for event, etc.) with your UCSD affiliation and contact information.
UCSDMC- Hillcrest and La Jolla - Parking
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Hillcrest: Meetings that may be attended by people without staff parking permits can have a negative impact on the availability of patient parking and must be approved by the CEO's office. La Jolla: All meetings that may be attended by people not located at UCSDMC-La Jolla can have a negative impact on the availability of patient parking and must be approved by the CEO's office. - Fire Marshal Approval -- Patios, Hallways, etc.
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I. Purpose The University of California, San Diego Medical Center facilities provide patient care service 24 hours a day. All scheduled activities or events being conducted on the premises of the UCSD Medical Center must support the organization’s strategic goals by presenting a professional, competent and caring image and environment. Such activities should not disrupt the operations or interfere with patient and employee access. Vendors are not allowed in the hospital except for Hospital week. II. Area Accessibility Subject to time, place and manner rules, the use of designated UCSD Medical Center facilities may be requested by employees and UC supported organizations. Such requests are subject to availability and the operation needs of the UCSD Medical Center. All main entrances to UCSD clinical facilities and their surrounding areas, i.e., entrance lobbies, are not available for use in special events or activities. Use of the Rotunda or Atrium will be limited to standing exhibits such as art work or storyboards, and must be approved by the Fire Marshal, UCSD Medical Center. The following are examples of events/activities considered appropriate for scheduling within the designated areas of the facility: - Celebrations for Institutional Milestones
- Special Dedications
- Community Health Awareness Programs
- Staff Recognition Events
Requests for facility access may be initiated by completing the Special Event Scheduling and Access Approval  - [27.9 kb] form. The completed form should be faxed to (619) 543-7581, or mailed to the EH&S Office, (mail code: 8235) within a reasonable time period prior to the event. Please follow up and make sure request arrived by calling (619) 543-7575. The requestor will be responsible for organizing an event plan that will control and minimize the disruption of UCSD Medical Center operations. All events must end by 10pm. III. Access Information These guidelines are implemented to effectively manage the type of activities that are held in areas frequently accessed by our patients and their families. The guidelines do not change the current process for scheduling University-related business in UCSD classrooms and/or meeting rooms. Any questions concerning these guidelines and scheduling process should be addressed to the CEO's office, UCSD Medical Center or to the Medical Center Human Resources Department.
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