WHO CAN RESERVE SPACE FOR YOUR ORGANIZATION?
- Student organizations must be currently registered and in good standing with the Center for Student Involvement to make reservations.
- Any student from your organization can ask for information. However, only the two students identified by your organization on your Registration Application or Registration Update form are authorized to make, cancel, or request changes in reservations. These two authorized students may allow a member of the organization, other than one of the five designated group representatives, to chair an event and work with CES on any given event.
- Only the chair of the event is authorized to make changes to the reservation once it has been made as they will be the primary contact to the CES Coordinator.
- It is recommended that the group’s financial officer be notified at the beginning of the reservation process, of events that may incur expenses.
Note: If your authorized reservation signers change, you must update your group profile in OrgSnc and provide their UCDavis login to access CES reservations.
FOR ALL RESERVATIONS
- Log onto http://ces.ucdavis.edu under Event Services
- Check Space Availability to identify location options.
- Check cost of space under Facility Information.
- Under Submit Reservation Request, complete the Reservation Request Form.
- Select your option for liability insurance.
- Submit your Reservation Request
A $40 fee is charged before the event occurs and if the reservation is cancelled it becomes a $20 cancellation fee. This fee is collected for reservations that are created for billable rooms or those events charging registration or collecting funds in non-paid space. For more information, contact CES at ues@ucdavis.edu.
When should you talk with CES staff?
As far in advance as possible.
Why? Because:
- Space is limited and it is reserved on a first come first served bases.
- Depending on how large or complicated your event is, there may be as many as four or five different offices which must approve aspects of your event (e.g., fundraising, security, tickets, health and safety, etc.).
- Based upon information you receive, you may decide to change many details about your event and therefore you may be required to obtain additional estimates and/or approvals.
- CES can provide you with ideas and assistance to get the most out of University facilities and services. Some types of events require long lead times, for example, dances require 30 to 60 days.
HOW TO RESERVE SPACE
Conference and Event Services (CES) reservations meeting certain criteria will be processed automatically online for authorized signers, eliminating the need to sign and deliver a reservation request form to book space. Events meeting the following criteria will be processed automatically online:
- Reservations in general assignment (classroom) space
- Reservations in non-paid spaces (Memorial Union Moss Room)
- Reservations not on holidays, campus closure days or during finals
- Your event does not require any additional approval (e.g., fundraising, food service, security, one day sales licence).
Reservations needing special approval or not meeting the above criteria will not be automatically processed. For these events, a reservation form will be generated from your online request, which must be printed, signed and brought to CES in 442 MU for the reservation to be processed.
To make any reservation for a student organization, you must be one of the two designated signers for your group. When you log on to http://ces.ucdavis.edu, go to Event Services, Submit a Reservation Request, Reservation Request Form and indicate the event is sponsored by a Registered Student Organization. Fall Quarter weekly meeting reservation requests will be accepted online beginning Monday, September 20, 2010 at 12:01am and special event request for Fall Quarter are being accepted in person now.
NOTE: If your designated reservation signers have changed since your group registered last spring, you MUST update this information in organization’s profile on OrgSnc.
HOW OFTEN CAN WE RESERVE SPACE?
Weekly Meetings
- A limit of two regular standing weekly reservations of 1-4 hours in length (not to exceed a total of 4 hours per week).
- Requests for weekly meetings may be made beginning the last day of classes for the next quarter. Fall Quarter requests are accepted the first day of Fall Quarter.
Non-recurring Events
- Single event (non-recurring) reservations usually cannot exceed 5 hours in length.
- No more than 3 reservations in any one week (Monday through Sunday).
Single event reservations may be requested according to the following timetable.
- Once groups have re-registered in Spring Quarter for the following academic year, they may reserve space for up to three non-recurring events in the upcoming Fall Quarter.
- For special events held for two or more consecutive years, by exception you are allowed to reserve space at anytime during the following year in Freeborn Hall, ARC, Pavilion, Meorial and Silo Unions, Putah Creek Lodge. The exception does not apply if the event has been cancelled or skipped for a year.
CANCELLATION POLICIES:
CES’ cancellation polices have been streamlined and will become effective for all reservations after January 1, 2013.
Large event spaces - Pavilion and Freeborn Hall.
o 90 Days: 25% of estimated charges
o 60 Days: 50% of estimated charges
o 30 Days: 75% of estimated charges
o 48 Hrs: 100% of estimated charges
Medium event spaces - ARC Ballroom A/B, UC Davis Conference Ctr. – Ballroom A/B/C; Student Community Center – Multi-Purpose Room; Memorial Union - MUII, King Lounge, Art Lounge and Griffin Lounge; Silo - Gunrock Pub; Putah Creek Lodge; Rec Pool Lodge.
o 60 Days: 50% of estimated charges
o 30 Days: 75% of estimated charges
o 48 Hrs: 100% of estimated charges
Meeting Rooms and Athletic Fields – UC Davis Conference Ctr. – Conference Room A & B; Athletic Fields – Dairy, Hutch, Russell, A Street and Howard.
o 30 Days: 50% of estimated charges
o 24 Hrs: 100% of estimated charges
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