Space Use Guidelines

The UCLA DataX space in Murphy Hall is intended to advance the mission of fostering innovation, research, and community in data science, data justice, and creative applications of data. We welcome internal UCLA campus units, recognized organizations, and external collaborators whose activities align with the DataX vision. These guidelines establish a consistent process for reserving DataX spaces for events, meetings, and collaborative activities while ensuring the environment remains clean, respectful, and productive for all. By submitting any meeting or event request form, you acknowledge and agree to abide by these guidelines.

This policy applies to all DataX-affiliated staff, UCLA students, faculty, and external collaborators seeking to reserve DataX spaces for meetings, workshops, events, or study purposes. The guidelines govern space use during both the academic year and the summer term to ensure consistency.

• Academic Units: UCLA schools, departments, and institutes formally recognized by UCLA.

• Academic Year: As defined by the UCLA Registrar’s academic calendar.

• Affiliated Groups: Campus organizations engaged in work aligned with data science, data justice, or creative data applications.

• Student Organizations: Groups officially recognized by UCLA SOLE (Student Organizations, Leadership & Engagement).

• DataX Programs: Events or meetings organized or sponsored by DataX staff or faculty.

• Event Organizer: Individual or unit responsible for the event or meeting request and ensuring compliance with these guidelines.

A. General Expectations for All Guests

To maintain a welcoming and professional environment, all guests are expected to:

• Respect people, equipment/furniture and spaces.

• Clean up after yourself - including food, trash, and personal belongings. Be mindful with food and drinks and clean up spills promptly.

• Use only the designated campus waste bins (landfill, recycling, compost). See UCLA Waste Guide here.

  • • Large items/boxes must be disposed of at the Murphy Hall loading dock dumpsters on Level A. 

• Wipe down tables and high-touch surfaces after use with the cleaning wipes found in the office.

• Avoid touching monitor screens.

• Only mobile furniture may be moved. Large, stationary furniture such as desks, couches, or tables not on wheels, should stay in place. All equipment and furniture must remain in the DataX suite - it should not be removed.

• Please do not adjust the thermostats as the system affects multiple rooms.

• Please avoid adjusting or using any items in the space including windows (they should always be closed), signage, plants, equipment or supplies unless given express permission.

• Do not leave behind any belongings or perishable items in the refrigerator (in the lounge room). Follow refrigerator rules here. 

• Keep all pathways clear at all times for emergency access and do not block fire extinguishers. 

B. Community Hours and After-Hours Access

• DataX Community Hours: Monday - Friday, 10:00 a.m. - 4:00 p.m., except on holidays or special events

• Murphy Hall Building Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m., except on holidays 

• After 4:00 p.m., only individuals with DataX-authorized BruinCard access may enter. Guests must be escorted, and the event organizer is responsible for coordinating their entry.

• During building lockdowns, only individuals with a confirmed reason or RSVP will be admitted. Always carry your BruinCard with you.

• All after-hours use, whether for events or meetings, requires advance approval.

C. Examples of Eligible Space Use

Space requests are reviewed by the order received. Here are examples of events we've hosted or collaborated with:

• DataX Programs (e.g., research talks, workshops)

• UCLA Academic Units (engaged in relevant data work)

• Affiliated Campus Organizations (e.g., student/faculty groups)

• External Collaborators (by invitation or sponsorship)

D. Event and Meeting Reservations

• Submit the Event & Marketing Support Request Form at least 8 weeks in advance for review and decision of approval. 

• Submit the Meeting Space Request Form at least 1 week in advance for review and decision of approval. 

• No rental fees apply. However, DataX may request the event organizer to pay or reimburse us for any repairs or cleaning costs depending on the extent of damage. 

• All requests require final approval from the DataX Administrative Director. You will receive confirmation via email from one of our DataX staff member once a request has been approved. 

E. Events vs. Meetings

Use the appropriate request form based on the nature of your gathering:

• Events may include (but not limited to): 

  • • *Catering (drop-off or staffed)

      • • *Full service caterers typically need a staging area or kitchen set up for prepping food and storing catering equipment, etc. Please note space is limited and staffed catering must be approved in advance. 

    • A/V needs for screens, projector, microphones, speakers, and/or other A/V equipment rentals

    • Vendor coordination and funding support

    • Furniture rentals (i.e., additional chairs, cocktail or food tables, linen, podium, etc.)

    • Event/Digital marketing or flyer creation/promotion

    • Guest list coordination or logistics regarding external attendees (parking, lodging, etc.)

    • DataX staff assistance with setup (i.e., room configuration) and planning

    • Vendor coordination and funding support

    • Possible funding support or collaboration with DataX

• Meetings may include (but not limited to): 

  • • Fewer than 20 attendees

    • No A/V setup, vendors, or *full service catering vendors on site (*full service caterers typically need a staging/kitchen set up for prepping food, storing oven racks and other equipment, etc. This is not allowed for meetings.) 

    • No event marketing or flyer promotion needed

    • No set up/room configuration from DataX team (However, furniture can be moved by attendees and must be returned to original layout)

    • Light snacks or refreshments are allowed with prior approval

    • Organized by internal campus groups such as departments, student organizations, centralized units, or research teams

• Important Note: If your gathering is fewer than 20 people, but involves additional room set up, vendor coordination, and/or requires marketing or promotion to internal or external audiences, please use the Event & Marketing Request Form.

F. Catering and Refreshments

• Food and drinks are permitted with prior approval.

• Event organizers must be present to receive catering.

• Alcohol is prohibited unless approved in advance by the Administrative Director and must follow state and university policies .

• Important Note: In light of updated UCLA guidance on cost-saving measures, DataX will no longer provide catering for events or sponsor catering for others (effective May 2025). 

G. Audio/Visual and Recording Notice

• Events may be photographed or recorded. A standard Notice of Photography and Visual Recording will be posted on-site. If participants have concerns, they should notify the event organizer.

H. Facilities and Maintenance

• For any damages, repairs, accidents, or facility assistance, immediately notify Susan Swarts (sswarts@conet.ucla.edu) or Jacky Duong (jduong@conet.ucla.edu). 

• Examples include:

  • • Any accident or spill that is too large to clean adequately

    • Any damages to walls, furniture, carpet, computer monitors, flooring, or equipment

    • A room that is uncomfortably too hot or too cold (no airflow or AC issues)

    • Water leaks or plumbing issues 

    • Broken windows or fixtures (or opened windows that are difficult to close)

I. Right to Relocate, Reschedule, or Cancel

The DataX team reserves the right to relocate, reschedule, or cancel an event at any time under the following conditions:

• Conflict with a higher-priority program

• Failure to comply with these guidelines

• Safety or risk management concerns

• Facilities or staffing limitations

• Emergencies beyond our control

Event organizers will be notified as early as possible, and we will assist in finding alternatives when needed.

UCLA DataX

3312 Murphy Hall

Click here for directions.

Phone: (310) 794-3282 (Note: “3282” spells “DATA” & that the last 5 digits are the corresponding UCLA campus extensions) 

Mailing Address:

UCLA DataX

3312 Murphy Hall

410 Charles E. Young Dr., East,

Los Angeles, CA 90095-6976

Responsible Officer(s): DataX Executive Assistant, DataX Event Coordinator, DataX Administrative Director
Last Revised Date: August 28, 2025