UC San Diego departments and private groups may schedule use of the International Center through the International Scholar Assistant at (858) 822-0464. Registered student organizations may schedule use of International Center facilities, but paperwork must be coordinated with their advisors. Completed reservation agreements, together with all fees, must be submitted at least three weeks before the event (or at the time of the booking, if it is within three weeks of the event) with an index number, check, or cash.

Rental fees begin accruing at the established set-up time (when the International Center's event crew member starts to set up tables, chairs, etc.). Rental fees will conclude when all clean-up (by the group and by the event crew) and final lock-up has been completed after the event.

Included in the rental fee is use of the International Center's lounge, dining room, patio and barbecue area, as well as tables, chairs, podium, microphone, and slide screens. Full meal preparation usage of kitchen facilities is available at an additional charge. Dishes, cooking utensils, tablecloths, audio/visual equipment, easel pads, barbecue charcoal, fireplace wood and extra chairs or tables, etc., must be provided by the users, and often can be rented from other sources at UC San Diego (e.g., catering services).

Experience has shown that for a meeting or a small event without food, one-half hour for set-up before the start of the event and one-half hour for clean-up by the group following the event is generally sufficient. A larger event, or one which involves a meal or other food service, may take longer for set-up and adequate clean-up. Groups should try to be realistic in estimating the time of their event, and remember to allocate time for set-up and clean-up, in order to be fair to others coming in later. The International Scholar Assistant can help you determine set-up and clean-up times.

Users of the facilities should establish the exact time they wish to arrive and may not gain access to the facilities earlier unless special arrangements are made. If the event runs overtime, if an event crew member needs to stay later than the scheduled conclusion of the event, or if damages are caused by a guest/member of the reservation group, the users will be responsible for additional charges and the International Scholar Assistant will contact them.

An event crew member is assigned to cover all events and meetings held after 3:30 p.m. on weekdays and anytime on weekends and holidays. The event crew member will arrive at the requested set-up start time and will stay as long as necessary after the event to ensure that adequate clean-up and restoration of the facilities to their original condition are completed.

Availability inquires may be made by telephoning (858) 822-0464 or by summarizing your event details online with the Availability Inquiry Form.