ASML Conference Center

Jacobs School Events Space Policies Summary

Standards of Conduct

• Staff, faculty, and students, are expected to practice the UC San Diego Principles of Community in their personal, professional, and academic endeavors while conducting business at the University.

• Students are expected to abide by the UC San Diego Standards of Conduct at all times while on University property. 

Safety and security

• For safety or security emergencies, dial 9-1-1 from your cell phone.

• For safety or security non-emergencies, contact UC San Diego Police at 858-534-4357.

• To request a safety escort, call 858-534-9255.

• An emergency call box is located directly outside of the main entrance facing Voigt Drive. 

• Calls from a campus building elevator emergency intercom reach the UC San Diego Police dispatcher.

• In the event of an emergency requiring evacuation, follow these building evacuation procedures. If assistance is needed in developing an evacuation plan for a person(s) with disabilities, please contact jsoe-space-g@ucsd.edu. For more information see Disability resources.

• Jacobs School of Engineering does not accept responsibility for items lost or stolen in its facilities

Guests or non-affiliates

Jacobs School of Engineering adheres to UCOP Presidential Policy, Title V, Division 10, Chapter 1, Sections 100000 – 100015, “Regulations Governing Conduct of Non-Affiliates in the Buildings and on the Grounds of the University of California,” for all procedures and policies governing the conduct of guests on UC San Diego property, including Jacobs School buildings and exterior grounds over which the Jacobs School is delegated authority. 

Franklin Antonio Hall is not open to the general public. Guests must be accompanied at all times by a University employee. Employees must have a UCSD identification card and approved security access for this building. 

Changes, additions, cancellations, and no-shows

The Dean’s Office reserves the right to modify space requests in order to serve the greatest number of programs and activities. Changes, additions, or cancellations should be communicated to the Dean’s Office by 8:00am three (3) business days before the event date.

Fees for UCSD internal event hosts:

No rental fees apply for use of Jacobs School meeting spaces but for any reservations with food and/or 30 or more attendees, hosts are expected to arrange for a professional cleaning by Facilities Management at the host's expense. We will also hold chart string information provided by your group for incidental damage to the space or equipment.

Your chart of accounts will be charged $70/hour (min 1 hour) for an event logistics walkthrough with a Space Manager or other Dean's Office personnel.

Your chart of accounts will be charged $140/hour (min 1 hour) for an on-site audio-visual consult, run-through, or testing, if needed.

Cleaning

Events that meet the below criteria are required to schedule cleaning services at their expense after their event.

• Events with or without food and beverage other than water, with more than 30 persons in attendance. 

• Events with food or beverage other than water, regardless of the number of persons in attendance.

Guidelines for scheduling professional cleaning

• Events that end at 5pm or earlier should schedule for cleaning services immediately after their event. 

• Events that end after 5pm should schedule cleaning services for the first thing in the morning the following day.

Exceptions to professional cleaning requirement

• The professional cleaning services requirement for the ASML Conference Center is waived for student organizations and for engineering occupants of the Structural and Materials Engineering Building with the understanding that the rooms must be thoroughly cleaned at the conclusion of every reservation by following the instructions below. Failure to adequately clean after a reservation may result in impacts to your ability to reserve the space in the future or index recharges for professional cleaning services.

• The professional cleaning services requirement for the Qualcomm Conference Center is waived for student organizations with the understanding that the rooms must be thoroughly cleaned at the conclusion of every reservation by following the instructions below. Failure to adequately clean after a reservation may result in impacts to your ability to reserve the space in the future or index recharges for professional cleaning services.

Catering

Per Regents Policy 5402, all full-service catering performed on-campus must be performed by UC San Diego Catering. In the event UC San Diego Catering cannot perform the services, you must receive approval from Labor Relations before hiring an outside catering company to perform service. If you are ordering food to be dropped off (without any service/labor) or if you plan to pick up the food, you do not need to complete the Rationale for Contracting Covered Services form or receive approval from Labor Relations. Please see Instructions for Catering and Bar Services for more information. 

Deliveries & storage

Due to space and storage constraints, the Jacobs School is unable to receive items in advance of your event date and we are unable to retain items awaiting post-event shipment. The Jacobs School is unable to sign for receipt of shipments on behalf of the client and does not accept responsibility for items that are shipped to us or items that are left behind.

Decorations

All decorations must be approved in advance by the Event Manager. Votive candles in glass votive holders or candles enclosed in glass hurricanes may be used but require approval. The Jacobs School prohibits the use of items such as glitter and or confetti. The Jacobs School only authorizes the use of poster putty and painter’s tape to adhere items to floors, walls, or ceilings. No tacks, push pins, or nails are allowed. Event organizers are responsible for the removal and disposal of all decorations following the completion of their program.

Equipment, electronics, and technical support

Audio-visual equipment

Some Jacobs School event spaces are equipped with basic audiovisual equipment such as LCD projectors and screens. Use of these items is included in an event reservation. It is understood that the client will review the available equipment in the space being reserved to determine if it fits their needs. If additional or different equipment is required, this must be supplied by the event host. Clients are responsible for all fees associated with any lost or damaged audio/visual equipment issued by the Dean’s Office or Office of Engineering Computing. 

Technical support

Basic remote technical support (i.e., troubleshooting) is available upon request by contacting the Office of Engineering Computing (https://support.eng.ucsd.edu). 

Appropriate use of technology

Users are responsible for abiding by Computing Services PPM 135-3.

Security

The Dean’s Office may require the use of security for your program depending upon factors such as the type of event, duration of event, and/or expected attendance. Clients will be responsible for all direct staffing costs associated with the use of security. All hired security must be approved through the UC San Diego Risk Management Office prior to working on campus. Your Event Manager will make a security recommendation to you during the planning process.

Damages

Your organization/department is responsible for the behavior of its guests, employees, patrons, and contractors. Any loss or damages occurring to the facility or equipment as a direct result of your event become the responsibility of your organization. The Dean’s Office reserves the right to charge all expenses to your organization/department for all repair damages and/or equipment replacement.

Posting 

Posting is only allowed in designated spaces such as community boards on campus. Posting directly on walls, the ground, windows, painted areas, or stone surfaces will be removed. Leafleting is not permitted in Jacobs School facilities. 

Please see How to publicize on campus for approved posting locations and related resources.

Smoking 

Please see UC San Diego’s smoke-free website.

All UC San Diego locations and facilities are smoke and tobacco-free. Smoking, use of smokeless tobacco products, including e-cigarettes, are strictly prohibited. This Smoke and Tobacco-free Policy applies to all UC San Diego facilities, owned or leased, regardless of location.

Drug-free workplace

Please see UC San Diego’s Drug-Free Communities Act notice.

All UCSD employees and students are expected to keep campus communities and worksites free from the illegal possession, use, or distribution of alcohol or controlled substances in compliance with federal and state laws. In addition, employees who use or abuse alcohol or controlled substances in a manner that impairs work performance may be subject to corrective action or may be required to participate satisfactorily in a rehabilitation program. Federal law requires drug and alcohol testing of transportation employees. 

COVID-19

All occupants and guests should adhere to the current COVID-19 campus guidelines.

Disability resources

Jacobs School facilities are equipped with ADA compliant resources including ramps, automated doors, and restroom accommodations. If your program requires any specialized accommodations for those with special needs, please contact the Office for Students with Disabilities at osd@ucsd.edu. For faculty or staff members with disabilities requesting accommodations:

• Campus funded staff and faculty – Contact UC San Diego Disability Counseling and Consulting at (858) 534-6744

• UC San Diego Health funded staff and faculty – Contact Health Human Resources at (619) 543-3200 

Animals

Service animals specifically trained to assist a person with a disability are welcome. No other animals, including pets, therapy animals, or emotional support animals are allowed.

If you have questions regarding these guidelines, please contact the Office of Disability Counseling and Consulting.