Collaboration & Venue Requests

Suraj Israni Center Screening Room (Auditorium #113) PDF

Suraj Israni Center Screening Room (Auditorium #113) Venue Terms & Conditions (06/2026) PDF

1. VENUE OVERVIEW

• Building: Mosaic, Floor 1, North Torrey Pines Living and Learning Neighborhood (NTPLLN) (Map)
• Address: 9605 Scholars Dr N, La Jolla, CA 92093 (Google Map)
• Entrance: Between Jeannie Hall and Sixth College Dining Hall, large glass doors provides access to the lobby featuring Auditoriums #113 and #114 and restrooms
• Parking: Scholars Parking Structure, 9500 Exploration Drive, La Jolla, CA 92093 (Google Map)

• Auditorium #113 in the Mosaic Building serves as both a classroom and event venue
• The Registrar manages the classroom schedule Monday–Friday, 8:00 AM–3:30 PM
• The Center manages the venue after 3:30 PM on weekdays and all day on weekends
• Auditorium #114 is managed exclusively by the Registrar

• Monday–Friday: 3:30 PM–10:00 PM

• Saturday–Sunday: 7:00 AM–10:00 PM

• The auditorium serves as a classroom until 3:30 PM and cannot be accessed before that time
• The auditorium may also be used as a classroom in the evenings, with schedules changing quarterly. Availability will be confirmed in T-RES based on the Office of the Registrar's Publication Schedule.
• Availability may be restricted due to classes, exams, maintenance, or Center programming

Pricing

• Venue use is free

• Charges may apply for damages, excessive cleaning, repairs, replacements, security, technical support, extraordinary staffing, or other event-related costs incurred by the Center or University

Details

• The room is provided "as-is" and includes only the room and permanently installed features

• Event organizers receive access to the auditorium and lobby during approved reservation hours

Auditorium Features

• Capacity: 250 fixed tiered seats with fold-up side tables plus 5 wheelchair spaces in the front row
• Podium: Fixed podium/table with Crestron control system, HDMI, USB-C, connections, Blu-ray player
• Projection: Built-in projector and drop-down screen (no DCP capability)
• Audio: Volume control through built-in wall speakers; advanced audio capabilities are not available
• Microphone: One lavalier microphone, located in the podium
• Lighting: Adjustable through Crestron controls or wall touch-screen panel
• Walls: Black painted walls (not chalkboard) with two front whiteboards and roll-down covers
• Projection Room: Not accessible; all projection must occur from the podium

Lobby Features

• Layout: Long, narrow room with floor-to-ceiling windows, wood ramp/tiered seating, Center signage
• Connects to: Auditoriums #113, #114 and the restrooms
• Restrooms: at end of hall, managed by HDH, with shared access to the Sixth College Dining Hall
• Usage: A waiting area for students prior to classes, as well as event registration or reception space
• Furniture: No furniture is provided in this space. 
• AV: No outlets or audio speakers in the lobby
• Screens: Two digital TV screen displays are in the room (content not adjustable)

Not Included in Auditorium Usage

• Microphones (aside from lavalier)
• Furniture (tables, chairs, etc.)
• Laptop computers
• Signage or marketing support
• Cleaning services
• Event staff or management
• AV technicians
• Security personnel
• Projection booth access
• DCP player access

2. RESERVATIONS & ELIGIBILITY

Eligibility

• Venue usage is only for events related to film, media, animation or cinematic arts. 
• Reservations can only be requested by UC San Diego registered student organizations or academic departments, administrative units, faculty and staff acting within the scope of their employment.
• Reservations are non-transferable and cannot be made on behalf of outside or unaffiliated groups.
• Events must be free of charge for all attendees.
• The Center reserves sole discretion to approve or deny requests.

Reservation Process

• Requests must be submitted through T-RES at least seven (7) calendar days in advance

• Required information includes: Event name, event description, date and time, event type and setup type, estimated attendance, organization name, primary contact name, phone number, and email, food and alcohol service plans (Use of UC San Diego Catering), Inclusion of speakers, performers, media, dignitaries, celebrities, or public officials, and a Project/Task Code.

Approval & Changes

• Reserved time must include all setup, testing, event, and cleanup activities
• Reservations are not confirmed until a confirmation email has been sent
• Technical AV testing must be scheduled in advance and occur outside of scheduled classes or events
• Events may not be advertised, promoted, ticketed, or publicly announced before approval
• Changes to date, time, attendance, format, or setup require written approval
• Cancellations must be submitted at least 24 hours in advance
• Repeated late cancellations or no-shows may affect future reservation privileges

• Submission of a reservation request or use of the venue constitutes acceptance of these Terms and Conditions

3. EVENT REQUIREMENTS & VENUE RULES

• Independently coordinate all event logistics and services

• Remain onsite throughout the reservation

• Post approved events on the UC San Diego Calendar, identifying the “Suraj Israni Center for Cinematic Arts” as the venue, a minimum of seven (7) calendar days in advance

• Comply with all applicable laws, regulations, University policies, and approvals, including University youth protection requirements for events involving minors
• Coordinate any required accessibility accommodations
• Obtain all required copyrights, licenses, rights, permissions and releases, as needed
• Disclose alcohol service during the reservation process and obtain approval before authorization
• Ensure attendee compliance with venue rules
• Report equipment issues immediately

• Turn off the projector after use

• Remove all event-related trash at the conclusion of the event

• Return the venue to its original condition
• Student organizations are responsible for attendee conduct and all required approvals, including TAP submissions when applicable

Venue Rules

Major Events

• Events subject to UC San Diego Major Event requirements must obtain all required approvals
• Additional requirements may include: Security personnel, Risk assessments, Staffing plans, Event review meetings, Insurance, Alcohol permits
• Any associated costs are the responsibility of the Event Organizer.
• The University reserves the right to require security personnel, crowd management measures, event monitors, or additional staffing as a condition of approval
• Sales, fundraising, solicitation, or commercial activity require advance approval and may be subject to additional University requirements
• The Center is not responsible for items left behind following an event.

Food & Beverage

• Food and beverages are permitted in the lobby during reserved hours only
• Setup and cleanup must occur during the reservation period
• Trash must be removed following food service
• Full-service catering must be provided by UC San Diego Catering, per campus policy
• Outside caterers for public-facing events involving food may require a Temporary Food Facility Permit.
• Alcohol service is prohibited unless approved through all required University processes

Vendors

• The Center does not accept deliveries or provide storage.
• Vendors may be required to provide licenses, permits, contracts, agreements, or insurance documents
• Required insurance must name The Regents of the University of California as an additional insured

Decorations

• Decorations require advance approval and must be removed at the conclusion of the event
• Decorations may not obstruct exits, accessibility routes, alarms, sprinklers, or emergency equipment
• Prohibited items include:
  • Duct tape
  • Nails, screws, staples
  • Permanent adhesives
  • Confetti, glitter, rose petals, birdseed
  • Fog machines and smoke effects
  • Open flames, candles, sparklers, pyrotechnics
  • Sky lanterns

 Advertising & Publicity

• Organizers must post approved events on the UC San Diego Calendar
• Promotional materials must identify the Suraj Israni Center for Cinematic Arts as the venue
• Promotional materials must comply with University branding requirements
• The Center may request advance review of promotional materials

Recording & Media

• Recording, livestreaming, photography, or broadcasting may require advance approval
• Organizers are responsible for obtaining all necessary permissions and rights

Prohibited:

• Access before or after approved reservation times without written approval
• Attendance exceeding approved occupancy limits and standing-room attendance
• Food or beverages (except water) inside the auditorium without written approval
• Unauthorized modification of equipment
• Animals other than Service animals
• Weapons
• Smoking, vaping, tobacco, cannabis, and electronic smoking devices are prohibited
• Projection booth access

4. TERMS & CONDITIONS

Financial Responsibility

• Event organizers are responsible for damages, excessive cleaning, repairs, replacements, security, staffing, technical support, and other event-related costs incurred by the University
• Such costs may be charged to the sponsoring department or organization

Indemnification

• To the extent permitted by law, the Event Organizer agrees to indemnify and hold harmless The Regents of the University of California, its officers, employees, and agents from claims, damages, liabilities, costs, and expenses arising from the Event Organizer's activities, negligence, or failure to comply with applicable laws, regulations, or University policies

University Rights
The University may deny, revoke, postpone, relocate, suspend, or terminate an event if:

• Safety concerns arise
• Policies are violated
• Required approvals are not obtained
• Material event information changes substantially
• Operational needs require venue use
• Facility emergencies occur

Property Disclaimer

• The University is not responsible for lost, stolen, or damaged property belonging to attendees, organizers, sponsors, vendors, contractors, or guests

Force Majeure

• The University shall not be liable for delays, interruptions, relocations, or cancellations caused by circumstances beyond its reasonable control, including natural disasters, utility failures, labor disruptions, public health emergencies, government actions, or campus closures

Suraj Israni Center Screening Room (Auditorium #113) Venue  (06/2026)

FREQUENTLY ASKED QUESTIONS

• Can I use the room for non-film-related events? What if we have in the past?
  • No. The venue is intended for film, media, storytelling, and cinematic arts programming. This policy is being enforced beginning June 2026.
• Can I use the room after class if there is no one in the space?
  • No. All room use after 3:30pm must be scheduled via T-RES and be approved by Center staff.
• Can I reserve only the lobby?
  • No. Lobby use is only available in conjunction with an approved reservation of Auditorium #113.
• Can I borrow Center furniture and microphones for my event?
  • No. The Center furniture and microphones are only used when the event is hosted, planned and staffed by the Center’s team. 
• Can I bring my own furniture for my event?
  • Yes, subject to advance approval. Standard furniture (Tables, chairs, etc.) are allowed, however larger items (i.e. a piano) are not. 
  • All furniture must be brought in and removed by the event organizer and may not obstruct exits, accessibility routes, or building operations.
• Can you post to the UC San Diego Calendar on my behalf? I'm having trouble.
  • No. Posting is the responsibility of the event organizers and is in the terms of using the room.
  • Please view the helpful information on calendarhelp.ucsd.edu, view the calendar FAQ's, and contact the calendar team for help.
• Can I do an AV-test before my event?
  • Yes. Please e-mail surajisranicenter+venue@ucsd.edu to schedule time to view the space.
  • AV tests must be before or after classes and existing events.
• Can I bring my own laptop?
  • Yes. The venue does not provide laptops, which are needed to connect to the podium to display content via the projector.
• Can I bring additional AV equipment?
  • Yes, subject to advance approval. Equipment must not interfere with venue systems, accessibility, or safety requirements.
• Can I charge admission?
  • No. Events must be free of charge for all attendees.
• Can I move the podium?
  • No. The podium and attached podium table are fixed installations and may not be moved.
• Can I store materials overnight?
  • No. The Center does not have venue storage and cannot accept deliveries or hold materials before or after an event.
• Can outside organizations (not affiliated with UC San Diego) use the venue?
  • No. Reservations may only be submitted by eligible UC San Diego departments, administrative units, faculty, staff, and registered student organizations. Outside organizations may not reserve the venue directly.

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