Event Guidelines

• DEFINITIONS

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

  After Hours 
  School of Medicine Education I and II buildings closes 5 pm 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. Expected attendance of 16 or more individuals.
  2. 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 may make decisions on behalf of the RSO.

   

  Security Staffing
  The level of security and number of security personnel required for hosting a Major Event on SOM Buildings or Properties. Staffing levels and associated costs are determined by UCPD.

  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 (must be SOM staff sponsored)
  • 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

  Reservations

  School of Medicine staff fills out the Booking Form and submits the booking form in the SOM Facilities Planning ServiceLink at https://ucrsupport.service-now.com/som_portal?id=sc_cat_item&sys_id=122149651bd55910e4b40dc2cd4bcbbe

  Event Status

  1. Catered event requests must be submitted at least twenty-one (21) business days prior to the event date.
  2. Non-catered events and room changes must be submitted at least fourteen (14) business days prior to the event date.
  3. For catered events, tables are not provided by caterers. For every 30 people, the requestor must turn in an order of 1 table and 1 receptacle.
  4. In Review: an Event or Major Event request pending review, additional details, booking form or approvals by Facilities Planning.
  5. Approved: Event approved by the Facilities Planning.
  6. Not Approved: Event not approved by Facilities Planning.
  7. Canceled:  Event that is rescheduled, postponed, or not approved by the Requestor or Facilities Planning. Facilities Planning requires at least 3 days’ notice for cancellations (or be subject for a COA charge).

   

  Confirmation

  1. All requests are tentative until written confirmation is sent to the requestor and/or sponsor.
  2. No changes can be made within 5 business days of the date of the event. 

   

  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. 
• SCHOOL OF MEDICINE FACILITY / BUILDINGS

  Classrooms
  School of Medicine Education I / II classrooms are available for use, and subject to availability:

  • Education I Building: Classrooms G650 and 1670
  • Education II Building: Classrooms 104, 105, 106, 205, 2^nd floor terrace, and courtyard (depending on the type of event, may require permits).
  • See the reservations procedure section to book a classroom for an event. 

  Conference and Meeting Rooms 
  Conference and Meeting rooms and are not available for classes in Administration space.

  Rates

  1. Facilities Price Sheet
     See the Facilities Price Sheet Event Requests | Facilities Services (ucr.edu)
  2. Recharge Rates
     The rates below have been approved by the Budget Advisory Committee (BAC) for fiscal year 2024 - 2025. Guide to Services | Facilities Services (ucr.edu)