UCLA
Recreation

Policies and Guidelines

Major Event Policies

http://www.adminpolicies.ucla.edu/pdf/862.pdf

A major event application will be submitted on your behalf by the assigned event manager.

Cancellation Policy

Registered UCLA Organizations and Departments

Meetings, small scale banquets, and practices must be cancelled no later than 3 business days prior to the event date. If this deadline is not met, the student organization runs the risk of being responsible for all costs associated with the event and may forfeit any campus funding for these costs. If this deadline is not met by a Department, UCLA Recreation will use the FAU or recharge provided in your EOL to cover the costs of this event.

All large scale events must be cancelled no later than 10 business days prior to the event date. If this deadline is not met, the student organization will be responsible for all costs associated with orders the venue manager is unable to cancel. If this deadline is not met by a Department, UCLA Recreation will use the FAU or recharge provided in your EOL to cover the costs of this event.

Off Campus

Meetings, small scale banquets, and practices must be cancelled no later than 3 business days prior to the event date. If this deadline is not met, the off campus client will be responsible for all costs associated with the events.

Large scale events must be cancelled no later than 10 business days prior to the event date. If this deadline is not met, the off campus client will be responsible for all costs associated with orders the venue manager is unable to cancel.

Alcohol Service

Any event choosing to sell or serve alcohol on the campus is required to operate within State and Local laws and University Policies. Registered groups with SOLE must have approval by their SOLE/Fraternity Sorority Life advisor. Your Event Manager will submit a Major Event Application on your behalf for University review.

Local laws and University Policies requires that no one under the legal drinking age of 21 may be sold, served or allowed to consume alcohol. Proper protocols must be implemented to provide age verification.

The following rules apply

  1. Campus Departments and off campus clients may have alcohol at an event with the prior approval of their Dean, Director or Department Chair (where applicable).
  2. All events are expected to plan and conduct activities in compliance with UCLA policy and State and Local laws.
  3. Serving and consuming alcohol should always be complementary or secondary to the event, NOT the primary focus of the event. E.g. No Beer-Busts or Wine-Tasting etc.
  4. Events with alcohol are required to have security personnel present. The number of security personnel is dependent upon the location, number of attendees, and content of the Event at the expense of the Event producer.
  5. A licensed bartender service must be used to serve alcohol. The service must provide proof of appropriate insurance, including liquor liability.
  6. During the times alcohol is available, food and non-alcoholic drinks must be available to the Event audience free of charge.

Sale of alcohol must have Chancellor's approval and an ABC Liquor License must be obtained.

Failure to abide by this Policy may result in the revocation of the University’s approval of service of alcoholic beverages. If such approval revocation occurs, the revocation shall not be grounds for breach of contract and the University will not be responsible for any fees or losses related to the approval revocation.

Event/Vendor Insurance Requirements

Registered Campus Organizations: some events require event or vendor insurance, check with your SOLE Adviser and Event Manager for specifics regarding deadlines, insurance amounts, and how to submit.

University Departments: some events may require insurance, please check with your Event Manager for needs.

All Off Campus groups/individuals: are required to have event insurance. You are required collect insurance from any vendors brought to campus who are not pre-approved by the University. Check with your Event Manager on specifics and deadlines.

Insurance Policy

Outdoor Amplified Sound

Yes. However, no outdoor amplified sound may be used in our venues during 10th and finals week. View the Academic Calendar.

Ticket Sales

Tickets must be sold through the UCLA Central Ticket Office (CTO). You are not allowed to sell tickets independently (i.e. Eventbrite… etc.). There is an administrative charge for setting up the ticket sales, as well as, staffing if you need sales on site at your event. All ticketing revenue is collected by CTO and then distributed to the producing group or UCLA Recreation (to cover any additional costs accrued during or post event), your event manager will connect you to a representative at the CTO.