Planning Your Student Org Event With TAP

Learn how to plan and enter your student organization event in the Triton Activities Planner (TAP), the new online "Blue Form."

You must begin the TAP process at least 3 weeks before your event and complete and enter your transactions into TAP at least 2 weeks ahead. Simple meetings and information tables on Library Walk don't require a TAP submission.

View a Tap Tutorial (Powerpoint) to learn the features of the TAP system.

Use this checklist to find out what orders/ reservations you need to make before you use TAP. Make sure you record all reservation/ confirmation numbers you receive with your orders.

• Location of your event

  Find out how to reserve a facility. Record your confirmation/ reservation info to enter in TAP.

• Technical requirements

  Read about Tech, Sound, and Setup. Record your confirmation/ reservation info to enter in TAP.

• Equipment rental

  Review the rate sheets from Facilities Management to order tables, chairs, canopies, trash cans, and other items. (Some facilities include these supplies in your reservation. Check with your facility before you rent equipment.) Record your order info to enter in TAP.

• Food and beverages

  Read about Food, Beverage, and Alcohol Service and Temporary Food Facility Requirements.

• Entertainment

  Complete the Contract Information Worksheet (PDF) if you hire:

  • Speakers
  • DJs
  • Bands
  • Vocalists
  • Dance companies
  • Individual dancers
  • Magicians

  Once you enter this information in TAP, it automatically generates a required, official university contract for the hired entertainment.

  Note: UC employees are ineligible for payment.

• Security and safety

  The amount of security depends on the event. See Security and Safety at Student Events.

• Insurance

  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 responsible for making sure their event is registered with the insurance carrier. See details at Student Organization Event Insurance.

• Parking

  To get an estimate for TAP, call or visit Special Events Parking, (858) 534-0274, at Hopkins Parking Structure (map).

  • Read How to Arrange Parking for Campus Visitors and Guests.
  • You need to enter your parking order in TAP at least 2 weeks prior to the event.

• Using proceeds to benefit charities

  Read about Fundraising Events for Outside Charities if you plan to use the event as a fundraiser for a charity.

• Co-sponsorship

  Consider having 2 or more organizations or departments sponsor your program and share the cost and responsibilities.

  • If your event has many co-sponsors, specify their areas of responsibility in writing and assign a primary coordinator for your event.

• Ticket sales

  All student organization events held on campus that involve entrance fees or ticket sales must use UCSD Box Office services and staff.

  • The Box Office recharges your organization for the cost of tickets, ticket sellers and takers, and handling charges.
  • Visit the Box Office located at Price Center West (map), level 1, for an estimate. Enter your estimate in TAP.

• Funding sources and procedures

  See Student Organizations Funding Resources for funding options.

  • You must pay any balance due to Student Life Business Operations at least 2 weeks before your event before any goods and services can be secured.
  • Make your check payable to UC Regents, and send it to Student Life Business Operations.

After you submit your TAP, your advisor may contact you to set up a meeting.