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.

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.

The University of California has purchased an insurance program to cover Registered Student Organizations (RSOs) for most on-campus events. The university pays for the coverage, but RSOs are still responsible for making sure their on-campus event is registered with the insurance carrier.

While in the process of submitting your event to TAP, you will visit the insurance website and determine if your event information must be submitted to the insurance company, and whether or not your event participants must sign individual event liability waivers. See details at Required Insurance and Liability Waivers.

In addition to event insurance, a current Certificate of Liability Insurance is required of all off-campus catering vendors, in addition to other vendors as specified by the University. See details at Required Insurance and Liability Waivers.

Start planning early for film or video screenings.

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 .

In general, any time a film or show is ‘displayed at a place open to the public or at any place where a substantial number of persons outside of a normal circle of a family and its social acquaintances is gathered,’ (Title 17, U.S. Code) you will need to secure PPR rights.

PPRs can be obtained by contacting the copyright holder and purchasing them or receiving written permission from the copyright holder that you may show the film. It’s important to note that PPRs can cost upwards of $500.

 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 a quote for special events parking, refer to How to Arrange Parking for Campus Visitors and Guests or visit the office located in the Hopkins Parking Structure. When using the website to place your order with TAP funds, enter 'for TAP' in the index # field.

You need to enter your parking order in TAP at least 14 or more days prior to the event.

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 type of event, venue and capacity, ticket takers may be required to be hired. Your CSI advisor can assist you with more information. 
• Remember that AS will not fund events that charge admission fees. Please read the AS 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 TAP MORE THAN 14 DAYS PRIOR TO EVENT DATE.
• See examples of a quote.
• In order to be processed, the quote MUST include:
  • Vendor name, address, email, and phone number
  • Quote number
  • Itemized list of items ordered
  • Total cost (including tax and delivery)
• See the approved other vendors list. 
  • For any off-campus vendors that are not listed in the approved other vendors list, a Certificate of Liability Insurance (sample PDF) must be uploaded to the TAP.
  • If you're trying to use a vendor not listed in the approved other vendors list, please work with your student organization advisor more than 21 days prior to your event.