Policies

Qualcomm Institute Events Terms and Conditions

Safety Requirements

Sponsor is responsible for ensuring event follows University guidelines with safety protocol. Campus safety requirements can be found here: https://returntolearn.ucsd.edu/return-to-campus/safety-requirements/index.html. Information hub can be found here with information for various types of events and audiences: https://returntolearn.ucsd.edu/.

Reservations and Deposits

All space reservations are subject to review and are not confirmed without QI approval via QI Events. Facility use may not be advertised prior to approval. Internal events with UCSD Sponsors must provide an accurate chartstring number to QI Events confirming the availability of funds and the possible additional expense of all related event and vendor costs. Billing may not be split between multiple chartstrings.

Final changes to reservations including setup, staffing, rentals, and services must be in place 14 days prior to start of event. QI Events cannot guarantee last minute requests.

For events with Non-University Sponsors, space reservations are confirmed when a service agreement is signed and returned to the QI Events (qi-events@ucsd.edu) and a non-refundable deposit has been paid specified in the service agreement.

Event may be displayed on reservation calendar for the purposes of reservation availability and scheduling.

Facility Requirements

Rehearsal time, setup, and breakdown must be included in determining the total time needed for the reservation and final amount charged. PFA must be included in the rental of event space in conjunction with rental of theater or auditorium. Theater and PFA rentals must be included in the rental of the courtyard. Additional usage beyond the defined time period per rate will be subject to additional staff time charged at the appropriate hourly rate.

One AV support staff and one events support staff is the minimum required for the time period indicated. Basic rental equipment, including microphones and simple projection needs are included with the rental. Additional equipment and services can be requested and if available, may be charged upon consultation of event needs.

Attrition and Cancellation

For UCSD sponsors, events cancelled with less than 14 days written notice will be charged 50% of estimated event cost with the event as set forth in MOU. Final changes to reservations and attrition including setup, staffing, rentals, and services must be in place 14 days prior to start of event.

1-5 days' notice cancellation: 100% due

6-14 days' notice cancellation: 50% due

For Non-University sponsor, all deposits are non-refundable. Cancellations within 14 days of the scheduled event date will be charged in full.

Rates and Payment

After event approval, all sponsors should be contacted by their event coordinator and will receive an estimate of anticipated QI costs prior to the non-refundable cancellation date. All estimates are subject to change if services or goods change or increase. Rates are based on event time as detailed in each category.

For UCSD sponsors, QI recharge costs will bill out the month of service or, for late-month events, the following month. Goods, and non-recharge services, and some non-QI recharge costs may post at a later date. Single chartstring per event required (may not split charges between indexes).

For Non-University sponsors, a service agreement is required and must be signed with a deposit to hold the space. A deposit schedule is outlined on service agreement, and final payment (cash or check) is due within 30 days of receipt of final invoice. International clients (only) can pay via Wire Transfer.

Alcohol

If alcohol will be served during your event, UCSD policy requires complete the Use of Alcoholic and/or Malt Liquor Beverages Form PPM (510) no less than 3 weeks from event date. Sponsor is responsible for a completed form, and it may be routed to QI Events for official review and approval by the UCSD Police Department. Additional details on UCSD's alcohol policy can be found here: https://blink.ucsd.edu/travel/entertainment/entertainment-process/alcohol.html

Participant List

If food and/or beverage will be ordered with QI Events assistance, Sponsor is responsible for providing full registration information on all attendees including full name, title, and organizational affiliation in order to meet University policy. This must be provided within 2 business days after your event ends.

Sponsor is responsible for all event participants must be registered (in advance or on-site) with minimum information of name and email, and must have approval to be on campus per University guidelines. [EM2] 

Standard vs. Overtime Rates

Standard rates are charged during normal business hours (7am-7pm Monday-Friday). For events that occur outside of normal business hours (including weekends), additional fees apply.

Major Event Policy

Sponsor must submit the Event Intake Form with central campus in addition to requesting an event through Qualcomm Institute. The form can be found here: https://blink.ucsd.edu/sponsor/events/index.html

If your event qualifies as a Major Event, it is the responsibility of the Sponsor to ensure that the Major Event Policy is followed. For campus departments and non-affiliate events use, MEP is intended for UC San Diego and SIO on-campus events only where event attendance is expected to be over 100 guests and alcohol is likely to be served. You can work with your QI Event Coordinator to complete the Major Event Protocol. For more information: http://adminrecords.ucsd.edu/ppm/docs/510-1.5a.html.

Proof of Insurance

For Non-University sponsors, proof of insurance is required. Event liability insurance may be purchased using this form: https://events.campuscoverage.com/programs/uc/ucsd/tulip

Sponsor is responsible for verifying and maintaining vendor insurance with the specifications listed below:

INSURANCE 

Supplier, at its sole cost and expense, will insure its activities in connection with providing the Goods and/or Services and obtain, keep in force, and maintain the following insurance with the minimum limits set forth below, unless UC specifies otherwise: 

A. Commercial Form General Liability Insurance (contractual liability included) with limits as follows:

1. Each Occurrence...........................................................................$1,000,000

2. Products/Completed Operations Aggregate....................$2,000,000

3. Personal and Advertising Injury.............................................$1,000,000

4. General Aggregate.......................................................................$2,000,000

B. Business Automobile Liability Insurance for owned, scheduled, non-owned, or hired automobiles with a combined single limit of not less than one million dollars ($1,000,000) per occurrence. (Required only if Supplier drives on UC premises or transports UC employees, officers, invitees, or agents in the course of supplying the Goods and/or Services to UC.)

C. If applicable, Professional Liability Insurance with a limit of two million dollars ($2,000,000) per occurrence with an aggregate of not less than two million dollars ($2,000,000). If this insurance is written on a claims-made form, it will continue for three years following termination of the Agreement. The insurance will have a retroactive date of placement prior to or coinciding with the effective date of the Agreement.

D. Workers' Compensation as required by applicable state law and Employer’s Liability with limits of one million dollars ($1,000,000) per occurrence.

E. If applicable, Supplier Fidelity Bond or Crime coverage for the dishonest acts of its employees in a minimum amount of one million dollars ($1,000,000). Supplier will endorse such policy to include a “Regents of the University of California Coverage” or “Joint Payee Coverage” endorsement. UC and, if so requested, UC’s officers, employees, agents and sub-suppliers will be named as "Loss Payee, as Their Interest May Appear” in such Fidelity Bond.

F. Additional other insurance in such amounts as may be reasonably required by UC against other insurable risks relating to performance. If the above insurance is written on a claims-made form, it will continue for three years following termination of the Agreement. The insurance will have a retroactive date of placement prior to or coinciding with the effective date of the Agreement. If the above insurance coverage is modified, changed or cancelled, Supplier will provide UC with not less than fifteen (15) days’ advance written notice of such modification, change, or cancellation, and will promptly obtain replacement coverage that complies with this Article.

G. The coverages referred to under A and B of this Article must include UC as an additional insured. It is understood that the coverage and limits referred to under A, B and C of this Article will not in any way limit Supplier’s liability. Supplier will furnish UC with certificates of insurance (and the relevant endorsement pages) evidencing compliance with all requirements prior to commencing work under the Agreement. Such certificates will:

1. Indicate that The Regents of the University of California has been endorsed as an additional insured for the coverage referred to under A and B of this Article. This provision will only apply in proportion to and to the extent of the negligent acts or omissions of Supplier, its officers, agents, or employees.

2. Include a provision that the coverage will be primary and will not participate with or be excess over any valid and collectible insurance or program of self-insurance carried or maintained by UC.

Additionally insured should read: 

The Regents of the University of California C/O Insurance Tracking Services, Inc.
PO Box 20270
Long Beach, CA 90801 

- Must provide a 3rd Party Endorsement