Guidelines for Co-Programming

GUIDELINES FOR CO-PROGRAMMING ON THE HILL

Thank you for your interest in co-programming or being funded by UCLA Residential Life! We are no longer accepting for the 2021-2022 year. We will begin accepting 2022-2023 funding and co-programming proposals starting in September 2022.

Please reach out to Mike McCormack (mmccormack@orl.ucla.edu) with any questions.

ON CAMPUS HOUSING PROGRAMMING INFORMATION

Programming with UCLA Residential Life in On Campus Housing facilities is coordinated through Residential Life program staff and committees. Programming must be open to and intended to welcome and engage residents of the Hill specifically.

All events offered by Residential Life programmers are managed and tracked through the Event, Room, and Equipment Scheduler (ERES) web database. Residential Life programmers submit an approved proposed event through ERES to schedule space and request resources and support for Residential Life programs. There are a wide variety of facilities on “the Hill” available for reservation which include large ballrooms, multipurpose rooms, auditoriums, small meeting rooms, lounges, etc. Some of the co-programs may also get listed on the campus Events Online (EOL) system.

CONDITIONS APPLICABLE FOR CO-PROGRAMS BETWEEN RESIDENTIAL LIFE AND ANY OTHER ENTITY:

  1. There is an understanding that the Residential Life programmer is responsible for the program. All programmers, both Residential Life staff and the co-programming partner, must share a complete understanding of the program from beginning to end. The Residential Life programmer helps to execute program proposal and may change, adapt or cancel a program in order to meet the needs of the On Campus Housing Community and appropriately utilize resources.
  1. The Residential Life programmer and co-programmer must be in attendance during the entire event (setup through breakdown, including all rehearsal dates and times). Furthermore, the Residential Life programmer agrees to take responsibility for coordinating all publicity and logistics, and ensuring that accrued charges are paid via the agreed-upon funding sources.
  1. A registered student organization co-programming with Residential Life is expected to consult with their campus advisor before, during, and after the co-program. The Residential Life programmer partnering with a registered student organization is responsible for ensuring the non-Residential Life programmer has consulted and informed their campus advisor(s) about the co-program. **please CC your SOLE advisor(s) and signatory in all communication regarding your events.**
  1. Residential Life co-programmed events will not be charged for the use of space on the Hill. However, charges may accrue for the logistics of the program (including equipment rentals, food orders, linens, etc.)
  1. All publicity should state that the sponsoring Residential Life entity is the co-programmer of the event, for example: “Residential Life and ABC Organization present - Event Title.” All forms of publicity must list the Residential Life programming group/entity with at least equal (if not greater) billing, in type no smaller than the non-Residential Life programmer, and situated in a no less visible location. The program must be publicized to the residential community and open to residents of On-Campus Housing. See OCH Rules & Regulations.
  1. Funding for co-programmed events should not necessarily be limited to Residential Life funding sources, but should explore a broad range of diverse funding opportunities. See http://www.sole.ucla.edu/funding/ for funding opportunities beyond Residential Life.
  1. UCLA Dining Services and/or UCLA Catering shall be the sole provider of any food or refreshments in Covel Commons, Carnesale Commons, and Northwest Campus Auditorium, to ensure the safe preparation and handling of food. Outside food requests must be submitted for all public venues.
  1. All On-Campus Housing and University policies are to be followed. Please review this information at: http://www.orl.ucla.edu/rules/regulations
  1. All donations and corporate contributions/sponsorships of any kind must be reviewed by Residential Life and cannot be accepted for the program unless approved, and any publicity or recognition stipulations must be upheld.
  1. Any feedback regarding a co-programmed event will be shared with the Funding & Advisory Board. Board members may reference past feedback when reviewing any future co-programming proposals by the same registered student organizations.
  1. Criteria for selection: Funding and Advisory Board considers application based on the needs of the communities. When applying, consider how your event will positively impact students on the Hill. The Funding and Advisory may add stipulations regarding funding and event resources. Additionally, selection may be changed based on space and resource availability.
  1. Virtual engagement support: While Res Life will offer logistical and technical support, we are unable to create digital assets or design. Content creation will be the responsibility of the student organization.

PROGRAMMING IN ON-CAMPUS HOUSING FACILITIES

Residential Life works in cooperation with UCLA Housing, Catering, and Conference Services to schedule and utilize venues for programs and events to benefit the On Campus Housing community. Events are to be free for residents to attend, as venues are funded in part by resident fees.

a. How to Propose a Co-Program

Submit a program proposal to the Residential Life Funding and Advisory Board. The Funding and Advisory Board will review proposals in consideration for co-programs, and will refer qualified proposals to other Residential Life programming staff when appropriate. The proposal submission form and instructions can be found at: www.reslife.ucla.edu/programming

b. Room Setup and Décor

Furniture arrangement, A/V equipment, signage, and decorations must be planned and communicated to Residential Life Program & Event Management by the Residential Life programmer in advance of the program. These plans may be subject to UCFD approval.

c. Facility Clean Up

It is the expectation that general clean up will be conducted by all programmers, up to the point of vacuuming as needed. All decorations and food waste must be removed, bagged, and deposited in nearby trash/recycling/compost dumpsters at the conclusion of the program. Any resulting cleanup or damage charges will be billed to the appropriate party.

d. Performance Agreements/Insurance

For programs with outside artists, performers, or vendors - Residential Life will expect to have a University Performance Agreement executed and approved by UCLA Insurance & Risk Management. Proof of insurance is also required or an appropriate waiver arranged as per IRM guidelines.

e. Parking Permits

Parking permits for Sunset Village, Dykstra/DeNeve Structures, and Lot 11 (Hitch Suites) may be purchased at a Parking Information Booth or at a Park & Pay Kiosk. Remember to purchase parking passes or provide courtesy parking for any special guests or talent you are expecting. If there is a large volume of anticipated vehicles, parking services needs to be informed. Parking permits are made only to external vendors, NOT students or staff members.

f. Single-Use Plastic Policy

In order to receive funding, recipients must follow UCLA Policy 809: Single-Use Plastics which is to eliminate single-use plastics and, if applicable, explore ways to recover all edible food to be re-served to the campus community in combating food insecurity. Guidance on these policies can be found in the Single-Use Plastic Implementation Guide and the Food Recovery Implementation Guide.

Green Resources

UCLA Policy 809 - Single-Use Plastics - official UCLA Policy page with links to all the resources below

Single-Use Plastics Policy | UCLA Sustainability - UCLA Sustainability designated page for Single Use Plastics Policy

Plastic Policy Implementation Guide - Google Docs
Plastic Alternatives Matrix - Google Sheets (also found within the Implementation Guide)

Green Events Guide

Green Events Resources - links to catering services, food recovery groups, and event rentals (also found within Green Events Guide and SUP Implementation Guide)

Green Events Page - Green Events Certification Form and other information can be found here

Non Residential Life Programs:

Not all events in the On-Campus Housing community are Residential Life Co-Programs. UCLA Catering and Conference Services coordinate events on the hill for a variety of paying clients, including both University affiliates (departments, student organizations, etc.) and outside entities. UCLA Recreation oversees the Sunset Canyon Recreation Center and other locations on the hill.

Non-Residential Life programmers may program independently in On-Campus Housing or adjacent venues. Scheduling and costs are determined by the following:

UCLA Catering & Meeting Rooms | 310.825.7021 | www.catering.ucla.edu
UCLA Recreation | 310.825.3701 | www.recreation.ucla.edu