Library Walk Usage Policy
Diagram of Library Walk Usage Policy

I. POLICY

A. The UCSD Library Walk (Library Walk) is a space open to the public generally as an access way for transitory use, as defined herein. It is also an event programming space for the use of the academic departments, administrative units, UCSD registered campus staff or student organizations and members of the public who are sponsored by any academic departments, administrative units or registered campus organizations. In addition to being a major pedestrian access way and an event programming space, the Library Walk is a campus fire lane providing required access for emergency vehicles to buildings along its length. As a fire lane, 20 feet of the entire width of the Library Walk must be clear of obstructions at all times. To maintain proper fire-lane width, space for Events and Information Tables may be reserved on Library Walk for two options only:

1. Along one side of the Library Walk and extend in the Library Walk up to 10 feet from the edge of that side of the walk

2. Along both sides of Library Walk but extend only up to 5 feet from the outer edge of each side of the walk.
To maintain proper fire-lane width, Events and Information Tables shall not be permitted on the eastern side of Library Walk along the entire length of the western side of Center Hall. At this location, Events and Information Tables are restricted to the space on the western edge of Library Walk and must be at least 26 feet from the west side of Center Hall.

B. The University Centers is delegated the authority to manage use of the Library Walk. Any use of the Library Walk other than Transitory Use, as defined in Section I.C.4.below, must be pre-approved by the Price Center One Stop. This policy describes the space reservation and scheduling procedures and the types of permitted uses on Library Walk. It applies to anyone wishing to use the Library Walk including but not limited to students, campus departments, registered campus organizations, hereinafter referred to as “campus entities”, and off-campus organizations that are sponsored by or affiliated with a campus entity.

C. DEFINITIONS

1. Library Walk
The UCSD “Library Walk” shall be defined as the cement walk and 6’x 6’ lighted concrete architectural seating dentils extending from the northern edge of the sidewalk adjacent to Gilman Drive at the south end to the last dentil immediately adjacent to the southern edge of the Silent Tree Crossing in front of Geisel Library on the north end.

2. Information Table
An Information Table is defined as a single table intended solely for the display of information upon the tabletop itself and/or the dissemination of information through the use of the Information Table.

3. Event
An Event is defined as any use of the Library Walk that involves activities exceeding the space designated for Information Table use. Events include but are not limited to barbecues, booths, carnivals, concerts, fairs, festivals, food/drink, games, large displays (e.g. any display not set upon the surface space of the Information Table), rallies, and sales of goods or services authorized in connection with authorized vendor fairs.

4. Transitory Use
The term “Transitory Use” as used in this policy means the use of a designated space for pedestrian access, resting temporarily, socializing and other legal activity that does not include any freestanding equipment or structures.

5. Non-Transitory Use
The term “Non-Transitory Use” as used in this policy means the use of a designated space for activities associated with the use of designated Library Walk space for Information Tables and Events.

6. Dentils
The term “Dentils” as used in this policy means the concrete architectural seating structures located along the western edge of Library Walk.

II. LIBRARY WALK USE LIMITATIONS

A. Transitory Use
Reservations are not required for Transitory Uses of Library Walk.

B. Non-Transitory Use
Non-Transitory Uses shall only be permitted with an official written confirmed (not tentative) space reservation from Price Center One Stop, located on level 3 of Price Center East above the food court. Contact Price Center One Stop at (858) 534-7666 for more information.

C. Information Tables

1. Permitted Use
An Information Table may be used for the dissemination of information. All display activity involving the use of Information Tables shall be confined to the boundaries of the tabletop itself. Only one table may be set up per Information Table reservation. No more than 4 chairs may be placed behind or to the sides of the table. To maintain the proper fire lane width, chairs must not be placed in front of the Information Table and the table must be no larger than 72” wide and 30” deep. For safety reasons, items over 48” tall are not allowed on the tables.

2. Use Restrictions

a. Event Functions Not Permitted
To ensure public safety and compliance with UC/UCSD policies and all applicable laws, Information Tables shall not include any of the uses listed below. Requests for the use of Library Walk that include any of the uses listed below shall be classified as an Event and shall be reviewed and scheduled according to the Events procedures described in Section III. B below. The following uses are not permitted in spaces reserved for an Information Table:

i. Promotion or sales of any goods or services (including food and beverage sales)
ii. Amplified sound
iii. Distribution of any food, beverage or alcohol (including BBQ’s and Pot Lucks)
iv. Open flames (including candles and torches)
v. Vehicles, generators and other motorized equipment
vi. Any free-standing structures (besides a single table no larger than 70” wide by 30” deep and a maximum of 4 chairs) set up outside the Information Table top, including: additional tables, canopies, tents, carts, booths, stages, fences, displays, games, amplified sound equipment, lighting equipment, and audio-visual equipment
vii. Solicitation of donations whether monetary or physical property

b. Compliance with Applicable Law and Policy
Information Tables may not include any activities that violate UC or UCSD policies or any applicable laws or activities that present a clear and present danger to the orderly operation of the campus. Refer to UCSD Policies and Procedures Manual 510, Section II A.3.1. for more information. If any of the foregoing activities occur, UCSD reserves the right to rescind the reservation for the Library Walk space of the Information Table in question and require it to be dismantled immediately.

D. Events

1. Permitted Uses
Events include all non-transitory activities greater in scope than an Information Table. Events may be used for activities such as but not limited to barbecues, booths, carnivals, concerts, fairs, festivals, food/drink, games, large displays (e.g. any display not set upon the surface space of the Information Table), rallies, and sales of goods or services.

2. Compliance with Applicable Law and Policy
Events may not include any activities that violate UC or UCSD policies or any applicable laws or activities that present a clear and present danger to the orderly operation of the campus. Refer to UCSD Policies and Procedures Manual 510, Section II A.3.1 for more information. If any of the foregoing occurs, UCSD reserves the right to rescind the reservation for the Library Walk space of the Event(s) in question and require the Event(s) in question be immediately dismantled.

III. Reservation Procedures

A. Information Tables

1. To provide the campus sufficient time for review and scheduling, Information Table space reservations on Library Walk must be made at least one business day in advance of the requested day.

2. Only one Information Table reservation will be issued per organization per day. If more than one table is requested for a reservation, the reservation request will be classified as an Event shall be processed according to the Events procedures outlined in Section III.B. below.

3. Times and Location:

a. Information Table setup may begin at the approved Information Table start time on the confirmed University Centers Reservation form. All teardown and clean-up must be completed by the sponsoring organization before the approved end time.

b. The Information Table must be set up in the reserved space corresponding to the designated Dentil or other named location. Information table sponsors that are not set up in their reserved space must move to correct location when requested.

c. The Information Table may be set up on either the east or west side of Library Walk, but may not protrude more than 5 feet from either side of the outer edge of Library Walk.

B. Events
Subject to current University Centers Reservations policies, which may be found at: http://universitycenters.ucsd.edu, Event space reservations may be made for any of the dentil spaces from Gilman Drive to the Dedication Plaque dentil immediately adjacent to the southern edge of the Silent Tree Crossing in front of Geisel Library.

1. Approving Authorities: All events on Library Walk must be approved in advance. Approving authorities for campus entities and off-campus organizations are:

a. Student Organizations: Center for Student Involvement and University Centers Operations Manager’s electronic signatures of approval through the Triton Activities Planner online system.

b. Campus Departments: University Centers Scheduling and Events Manager’s signature of approval on a confirmed University Centers reservation request.

c. Other Campus Entities: University Centers Scheduling and Events Manager’ signature of approval on a confirmed University Centers reservation request.

d. Off – Campus Organizations: University Centers Scheduling and Events Manager’s signature of approval on a confirmed University Centers reservation.
Depending upon Event logistics (see Section III B.3, below), other UCSD approving authority signatures may be required such as but not limited to UCSD Environmental Health & Safety, UCSD Fire Marshal, and UCSD Police. The appropriate approving authorities in this section shall inform the Event sponsors of the additional signature approval requirements after receiving all logistical details for the Event.

1. Logistics: To provide the campus sufficient time to review, approve, and schedule Events and to ensure the safe and orderly operation of the campus, all logistical details as listed in this section regarding an Event must be approved at least ten (10) business days prior to the start date for the setup of the Event by the appropriate approving authorities listed in Section III B.2, above. Logistical changes to the Event must be submitted in writing from the Event sponsor to the Price Center One Stop at least five (5) business days in advance of the start Event start date. The request may be approved if space is available and the Event sponsor provides written documentation of signature approval for the requested change from the approving authorities listed in Section III B.2, above.
At a minimum, the logistical details required for an Event shall include all relevant information regarding:

a. Admission fees if admission will be charged or fund raising or the solicitation of monetary donations if it is proposed to take place.

b. Any activities involving promotion or sales of any commercial goods or services (including food and beverage sales).

c. The use of amplified sound, lighting, or audio-visual equipment, distribution of any food, beverage or alcohol (including BBQ’s and Pot Lucks).

d. Off-campus artists, speakers or other performers.

e. The proposed use of open flames (including candles and torches).

f. Paid staffing (i.e. security, ushers, coaches, event assistants).

g. Vehicles, generators and other motorized equipment.

h. A diagram of the size and location of all freestanding structures, including but not limited to tables, tents, carts, booths, stages, fences,displays, games, amplified sound equipment, lighting equipment, audio-visual equipment, generators and vehicles.

4. Times and Location:

a. Setup for the Events may begin at the approved event start time indicated on the confirmed University Centers Reservation form. All teardown and clean-up must be completed before the approved event end time.

b. All freestanding structures must be set up within the boundaries of the space assigned for the Event as indicated on the confirmed University Centers Reservation form, and in conformance with the approved logistic diagram (if provided).

c. All freestanding structures must be located within the space assigned to the Event so as not to interfere with the minimum 20-foot wide fire lane.

d. Requests for changes of the location of the Event must be submitted in writing by the Event sponsor to the Price Center's One Stop at least five (5) business days in advance of the approved start date. The request may be approved if space is available and the Event sponsor provides written documentation of signature approval for requested change from the approving authorities listed Section III B.2, above.

C. COMMERCIAL USE
Any person, department, administrative unit or campus organization hosting an Information Table or Event for commercial purposes is required to comply with UCSD PPM 510-1 Section X in addition to the policies and procedures set forth herein.