Event Guidelines

• SPACE HIGHLIGHTS

  Room	Seating Capacity	Monitor	TV	Camera	Projector	Mics	Mic  (Lapels)
  Ed I #G650	112	1	0	0	1	1
  Ed I #1670	80	1	0	0	1	1
  Ed II #104	140	1	0	2	2	2	1
  Ed II #105	80	1	0	2	2	2	1
  Ed II #106	140	1	0	2	2	2	1
  Ed II #205	140	1	2	2	0	2	1

• DEFINITIONS

  Business Hours 
  School of Medicine Education I and II buildings are open Monday to Friday between 8am – 5pm.

  After Hours 
  School of Medicine Education I and II buildings closes 5pm Monday to Friday and is closed weekends.

  Event 
  Any planned assembly, including but not limited to celebration; social gathering; lecture; forum; performance, concert; rally; speaker presentation; conference; seminar; and student RSO at which one or more of the following conditions apply:

   

  1. Per the determination of designated School of Medicine officials, the planned assembly has the potential to significantly impact the safety, security, and/or services or operations of the campus based on an assessment of:

   

  • Proposed classroom location
  • Estimated number of participants/attendees
  • Date and day of the week
  • Time of day
  • Estimated duration
  • Proximity to other activities or locations that may interfere with or reduce the efficiency of implemented security measures
  • Security resources
  • Anticipated weather conditions
  • Any objective and credible evidence regarding actual threats to campus safety and security
  • Any similar viewpoint and content neutral considerations relevant in the assessment of campus safety, security and/or services or operations

   

  Non-University User
  An individual not currently employed by UC Riverside, or an employee of UC Riverside acting outside the course and scope of their employment.  This also refers to Registered Student Organizations at UCR, group associations, corporations, or other combination of individuals or entities that are neither academic nor administrative department of UC Riverside.

  Registered Student Organization (RSO)
  An organization composed of current UC Riverside students.  Each organization is recognized by UC Riverside via annual registration through the Office of Student Life.

  Note: Only School of Medicine staff are formally authorized by current members to make decisions on behalf of the RSO.

   

  Requestor
  An individual or entity requesting to host an Event on School of Medicine Controlled Properties is classified in the following categories:

   

  • SOM Staff of Employee
  • UC Riverside User 
  • Registered Student Organization – RSO (must be SOM staff sponsored)
  • Non-University User (must be SOM staff sponsored)

  Sponsorship
  The Sponsor is an SOM employee sponsoring the event for UCR, RSO, and Non-University User. The Sponsor includes financial responsibility for all aspects of hosting an Event, including, but not limited to security, associated logistical support, extra cleaning, and any resulting damages to furniture, floor, wall, glass, room, equipment at any School of Medicine Controlled Properties and the courtyard.

  School of Medicine Controlled Properties and Buildings
  The entire physical footprint of the School of Medicine Education I and Education II buildings, including, but not limited to every structure; facility; parking lot; as well as all grounds and the courtyard.

  UC Riverside User
  Any academic or non-academic unit, any other official UC Riverside entity, or any officially recognized part thereof, or any student government authorized by UC Riverside (Associated Students of UC Riverside and the Graduate Student association of UC Riverside).

  Classroom Contact
  The School of Medicine Facilities Planning department that manages reservations and schedules events.

   

  
   

• PROCEDURES

  SOM Divisions and Departments:

  1. Download, fill out, and sign the Booking Form. 
  2. Submit the signed form in ServiceLink: SOM Portal (service-now.com). ​​​​

  • In Review: Space request pending review, additional details, booking form or approvals by Facilities Planning.
  • Approved: Space approved by Facilities Planning.
  • Not Approved: Space not approved by Facilities Planning.
  • Canceled: Space that is rescheduled, postponed, or not approved by the Requestor or Facilities Planning. If the requestor is canceling a catered event, please provide at least 3 days’ notice. Please contact Facilities Planning planning@medsch.ucr.edu | x:27906.

  For All Other Non-SOM Units:

  1. Email Facilities Planning planning@medsch.ucr.edu | x:27906.
  2. SOM Scheduler will inform you of the availability and request Event form to be completed for more information:

  • Download, fill out, and sign the Booking Form. 

  1. A final confirmation of the room reservation will be provided by the Facilities Scheduler.

  Conditions and Restrictions

  1. Event organizers/requestors are responsible for arranging clean-up and are liable for any damage that may occur in School of Medicine Controlled Properties and Buildings.
  2. Any receptacle or items removed, and any materials used are put back in their designated places after the event.
  3. All classrooms must be restored to their original and clean state by the start of the next scheduled class or event. This includes ensuring that all desks, chairs, and other furniture are properly arranged. 
  4. Event Scheduler will determine if an event requires additional custodial services after to be provided and paid for by the event sponsor’s COA. 
  5. Doors and hallways may not be blocked or propped open with chairs or other equipment. 
  6. Clean-up of trash, decorations, etc., is the responsibility of the sponsor/requestor. 
  7. If it is determined by Event Scheduler that a facility, the furnishings or surrounding area has been defaced or broken, a clean-up/repair and replacement charge will be assessed to the event sponsor/requestor.
  8. The use of candles, heating devices or flammable materials is prohibited. 
  9. Smoking is prohibited in all university facilities, including the School of Medicine exterior courtyard, patios, and balconies. 
  10. The use of BBQ grills, air fryers, gas burners, and/or smoke machines are not permitted.

  Decorations

  1. Event sponsors must coordinate decorations with the School of Medicine Scheduler/Planner in advance. 
  2. Masking tape, scotch tape, tacks, nails, staples, etc., are not permitted on any surface in any of the School of Medicine facilities. 
  3. Paint, permanent markers, glitter, sand, dirt, or gel bead vase filler items are prohibited.