Navigating Events at UCLA: A Comprehensive Guide to Events & Transportation Services
UCLA, a vibrant hub of academic and extracurricular activities, offers a wide range of resources to support its diverse community. Among these, the Events & Transportation (E&T) department plays a crucial role in facilitating seamless event management, parking solutions, and transportation services. This article delves into the services provided by the UCLA Events Office, focusing on its role in coordinating events, managing venue scheduling, and supporting Registered Campus Organizations (RCOs).
Events & Transportation: A Multifaceted Support System
Events & Transportation (E&T) provides an array of event management, parking and transportation services to the UCLA community. The Events Office coordinates approximately 900 events annually and is responsible for extracurricular classroom and outdoor venue scheduling, the campus events coordination system and film shoot management. Transportation manages nearly 23,000 parking spaces, including parking enforcement and citation adjudication; campus traffic systems and control; a fleet of almost 1,100 university-owned vehicles; the Bruin Bus campus shuttle system, carrying over one million riders annually; and extensive alternative transportation programs.
The Role of the UCLA Events Office
The UCLA Events Office serves as a central hub for coordinating a wide array of non-academic events and meetings. The UCLA Events Office provides venue scheduling and management assistance for non-academic meetings and events organized by Registered Campus Organizations (RCOs). We schedule activities in the university’s general assignment classrooms and outdoor campus quads. They are responsible for extracurricular classroom and outdoor venue scheduling, the campus events coordination system and film shoot management.
Supporting Registered Campus Organizations (RCOs)
A primary focus of the Events Office is to provide support and resources to Registered Campus Organizations (RCOs). The Events Office provides venue scheduling and management assistance for non-academic meetings and events organized by Registered Campus Organizations (RCOs). In all cases RCOs must have approval from their Student Organizations, Leadership & Engagement (SOLE) advisor to hold an activity on campus.
Event Management Assistance for RCOs
The Events Office provides event management assistance at no cost to students for RCO events, however there are costs for other event services, such as Facilities room openings, Audio Visual Services, equipment rentals, etc. This support extends to venue scheduling and management, ensuring that RCOs have access to the spaces they need to host successful events.
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Venue Scheduling: Classrooms and Outdoor Quads
The Events Office plays a key role in scheduling activities in the university’s general assignment classrooms and outdoor campus quads. This includes coordinating reservations and ensuring that spaces are appropriately allocated based on event needs and availability.
Scheduling Requests: A Step-by-Step Guide
To ensure a smooth scheduling process, RCOs are advised to follow a specific set of guidelines when submitting their requests. An authorized signatory should submit their room request a minimum of five business days in advance at our Scheduling Request Form. Exception: Weekend requests must be submitted a minimum of six business days in advance to allow time for scheduling, payment, and a room opening order.
Advance Notice Requirements
To allow sufficient time for scheduling, payment, and room preparation, the Events Office requires advance notice for all scheduling requests. An authorized signatory should submit their room request a minimum of five business days in advance at our Scheduling Request Form. For weekend events, this timeframe is extended to six business days. Exception: Weekend requests must be submitted a minimum of six business days in advance to allow time for scheduling, payment, and a room opening order.
Authorized Signatories and SOLE Office Verification
Before submitting a scheduling request, students should verify with the SOLE Office that they are a registered signatory prior to scheduling. This ensures that the request is submitted by an authorized representative of the RCO.
Submission Methods: Online Form and Drop-In Hours
Requests can also be made in person during our drop-in hours (please be sure to bring your ID). The Events Office offers multiple avenues for submitting scheduling requests, including an online scheduling request form and in-person drop-in hours.
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Room Request Limitations for RCOs
To ensure equitable access to campus resources, the Events Office has implemented certain limitations on room requests for RCOs. Registered Campus Organizations are only allowed to have one meeting room per week. We will begin accepting multiple room requests during Week 5. Exception: You can request a second (one-time) meeting room for Friday-Sunday. Multiple room requests submitted before Monday of Week 5 will not be processed.
Weekend Request Fees
Weekend Requests are subject to a room opening fee starting at $58.75. For events held on weekends, RCOs should be aware of potential room opening fees. This fee does not include AV activation.
Audio Visual (AV) Activation
Classroom reservations do not automatically include use of the installed AV system. RCOs should take note of specific considerations regarding AV activation when planning their events. This includes understanding the process for requesting and utilizing audio-visual equipment in classrooms.
Obtaining Event Pre-Approval
The RCO signatory must acquire event pre-approval from their SOLE advisor. To ensure compliance with university policies, the RCO signatory must acquire event pre-approval from their SOLE advisor.
Fundraiser Requests: A Separate Process
For RCOs planning fundraising events, a separate process is in place to ensure proper authorization and coordination.
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Advance Notice for Fundraisers
An authorized signatory should submit their request through our Google Form at least two weeks in advance of their intended fundraiser. RCOs are required to submit their fundraising requests well in advance of the intended event date.
Events Online (EOL) Registration
When the scheduling is confirmed, the signatory will receive a link to complete the Events Online (EOL) registration. Upon confirmation of the scheduling, the signatory will receive a link to complete the Events Online (EOL) registration.
Transportation Services
Beyond event management, E&T also oversees a comprehensive transportation network. Transportation manages nearly 23,000 parking spaces, including parking enforcement and citation adjudication; campus traffic systems and control; a fleet of almost 1,100 university-owned vehicles; the Bruin Bus campus shuttle system, carrying over one million riders annually; and extensive alternative transportation programs.
Parking Management
With nearly 23,000 parking spaces under its management, E&T is responsible for parking enforcement, citation adjudication, and maintaining campus traffic systems.
Bruin Bus Shuttle System
The Bruin Bus campus shuttle system, carrying over one million riders annually. A vital component of campus transportation is the Bruin Bus system, which serves over one million riders each year.
Alternative Transportation Programs
E&T also promotes sustainable transportation options through various alternative transportation programs.
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