Planning Your Student Org Event with TAP

• Find funding options for your event:
  
  • Funding Resources
  • Triton Community Fund & Triton Tournament Competition Fund
• Check the status of your AS funding requests. You will be asked to enter your confirmed allocation amount on the TAP finance page.
• You must pay any balance due to the Student Life Business Operations Office at least 14 days before your event before any goods and services can be secured.
• Make your check payable to UC Regents, and deliver it to the Student Life Business Operations Office. Payment can also be made electronically. Your SLBO Fund Manager will provide an e-market link after you’ve submitted your TAP. If you have any more questions, please contact your SLBO fund manager.

All student organizations are required to use the university payment processes on TAP when ordering carnival games, inflatables, amusements and dunk tanks. This provides additional liability protections to student organizations and the University.

Use the Approved Other Vendor List.

• Performance Agreements are required for all performers (speakers, band, DJ, dance group, etc.), paid OR unpaid, who are NOT current UC students, staff, or faculty.
• Any speakers who are current UC students, staff, or faculty (this includes all UC campuses) are not required to have a performance agreement. 
• Alumni are required to complete a Performance Agreement unless they are a current UC staff or faculty member.

Use the Contract Information Worksheet (PDF) to gather information to be used and entered into TAP.

Note: The Student Life Business Office cannot process payments to UC employees. Additionally, student organizations MUST go through the TAP system to process any and all performance agreements. 

Event Insurance: The University of California has purchased insurance to cover Registered Student Organizations (RSOs) for most on-campus events. The university pays for the coverage, but RSOs must ensure their event is registered with the carrier. The event insurance module on TAP will guide you on whether registration is necessary.

Event Waivers: Please review the UC Hazard Class Chart (PDF) to determine whether your event requires participant waivers. Event waivers are also required if participants are minors or non-affiliates. If required, student organizations may create and store electronic waivers online through the ewaivers.ucsd.edu website.

Certificate of Liability: A current Certificate of Liability Insurance is required of all off-campus catering vendors, in addition to other vendors as specified by the University. 

For more information about insurance, waivers, and certificate of liability, visit Required Insurance and Liability Waivers.

In order for student organizations to show films and shows outside of an academic classroom setting, Public Performance Rights (PPR) are needed. You can learn more about this policy and how to obtain rights here.

Public Performance Rights (PPR) are required whenever a film or show is shown outside of an academic setting in places accessible to the public or large gatherings beyond a normal circle of a family and its social acquaintances (Title 17, U.S. Code). 

PPRs can be obtained by contacting the copyright holder and purchasing them, or obtaining written permission to screen the film. PPRs often come with costs, which can exceed $500. It is crucial that you plan ahead since it may take at least 2 weeks to acquire the rights for your selected film/show. 

Contact your student organization advisor for more information.

Consider having two or more organizations or departments sponsor your program and share the cost and responsibilities. 

Recommended statement for events with event sponsors:

The following statement is recommended to be verbally stated at an event and included on any advertisement (i.e. flyers, websites, or public communication) when an event is sponsored by on- or off-campus entities:

"The views expressed at these events do not necessarily reflect the views of the sponsors or of the University of California, San Diego. As a public institution of higher education, UCSD supports and protects the free expression of a variety of ideas and perspectives, which is vital to a learning community."

To obtain an estimate of costs for guest parking and transportation services, visit: Arrange Event Parking and Transportation for Guests. For an official quote, please email eventsparking@ucsd.edu or submit a Space Request Form. 

Since student organizations do not have a departmental index, please specify "Check" in the Space Request form when prompted for the index number. This is unless your organization received department/university funding to cover parking costs. Payments made via check must be delivered in person to the Transportation Services office at Campus Service Complex Building D. This should be done within 5 business days of receiving the reservation confirmation or at least 2 days before the event date, whichever comes first. For further inquiries, please reach out to Transportation Services directly at eventsparking@ucsd.edu.

Triton Print & Digital Media is an on-campus print and document service that can be used for:

• Flyers
• Programs
• Posters and Banners

See Printing and Duplication Services.

• Check with facility/ venue contact to determine the venue capacity before starting your ticket sales.
• Depending on the event type, venue, and capacity, you may need to hire ticket takers. For more details, your CSI advisor can provide further assistance.
• Remember that A.S., GPSA and Triton Community Fund (TCF) will not fund events that charge admission fees. Please read the AS Funding Guide, GPSA Funding Guide or the TCF Funding Guide for more information.

In order for vendor items to be paid for, you MUST provide: An invoice or official quote from the vendor. This MUST be uploaded to the vendor module in TAP more than 14 days prior to the event date.

If using university funding, purchases must be made from an approved vendor. See Approved Vendors List. 

• For any off-campus vendors that are not listed in the approved other vendors list (remove link for clarity), a Certificate of Liability Insurance (sample PDF) must be uploaded to TAP.
• If you're trying to use a vendor not listed in the approved other vendors list (remove link for clarity), please work with your student organization advisor more than 21 days prior to your event.

Learn more about: 

• Payment to Vendors 
• Invoice examples for food and service orders.