Reserving Campus Facilities

PLAN IN ADVANCE

WHO CAN RESERVE SPACE FOR YOUR ORGANIZATION

WHEN AND HOW OFTEN CAN YOU RESERVE SPACE

  • Weekly Meetings
  • Non-recurring Events
  • Timetable
  • Cost of Space/Facility Information

HOW TO RESERVE SPACE

  • Important Information for Room Reservations
  • Coordination Fee Update
  • Cancellation Policies
  • Facility Cancellation Information
RESERVATIONS FOR DANCE GROUP PRACTICES IN THE ARC COMPLEX

PLAN IN ADVANCE


In order to have successful activities and events, it is important to plan and identify your space needs as far in advance as possible because:

  • Space is limited and is reserved on a first come first served basis.
  • Depending on the components of your event, you may be required to secure approval and cost estimates from as many as four or five different campus departments (e.g., fundraising, security, tickets, health and safety, etc.)
  • Based upon what you learn, you may decide to change components of your event and then be required to obtain additional approvals and/or cost estimates.
  • Some types of events require long lead times, such as dances that require 30 to 60 days.

WHO CAN RESERVE SPACE FOR YOUR ORGANIZATION?

  • Student organizations must be currently registered and in good standing with CSI to make reservations.
  • Groups can only make reservations for their own organization.
  • Any student from your organization can ask for information. However, only the two students identified by your organization on your OrgSync registration are authorized to make, cancel, or request changes in reservations.   Once your registration or renewal is approved by CSI and your agency account is activated, your authorized reservers will have access within 24 hours to make online reservations through CES.
  • 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 the Reservation Coordinator on any given event.
  • Only the Event chair is authorized to make changes to the reservation once it has been made as they will be the primary contact to the Reservation Coordinator.
  • The chair of the event must be present at all meetings with facility/service units when obtaining approvals.
  • It is recommended that the group’s financial officer be notified at the beginning of the reservation process and kept informed of expenses as cost estimates are received.

Note: If your authorized reservation signers change, you must update your group profile in OrgSync and provide their UCDavis login to access CES reservations.  For more information on how to make changes, please visit HERE.


WHEN AND HOW OFTEN YOU CAN 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.
  • Exceptions to this policy will be granted beginning the 2nd week of each 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.
  • Exceptions to the three special event policy will be granted beginning the 2nd week of 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, Memorial and Silo Unions, Putah Creek Lodge.  The exception does not apply if the event has been cancelled or skipped for a year.

Cost of Space/Facility Information

General assignment classroom space is generally free, although other costs may be incurred for Ticket Office, Security, Custodial Services, etc.
Some free meeting rooms are provided in student-funded buildings (ARC, Memorial Union and Student Community Center).  Other costs may be incurred for equipment and services to support activities in these rooms.
Campus facility information can be found HERE.
Campus facilities that have rental fees can be found HERE.

HOW TO RESERVE SPACE


Reservations are initiated by one of your group’s two authorized signers through Conference and Event Services (CES).

For Weekly Meetings

  • Log onto http://ces.ucdavis.edu under Event Services
  • Check Space Availability to identify location options.
  • Click on “Reserve Campus Space”
  • On the left hand side, click “New Reservation”.
  • Click “Continue” and then select “Option 1″.
  • The “Client/Catering” refers to the set up time.
  • The “Event Time” is the time of your actual event.
  • If this is a recurring meeting, you can check on the boxes below your request to copy the fields to make multiple reservations.
For Special Events
  • Log onto http://ces.ucdavis.edu under Event Services
  • Check Space Availability to identify location options.
  • Click on “Reserve Campus Space”
  • If this is a recurring meeting, you can check on the boxes below your request to copy the fields to make multiple reservations.
  • 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
  • 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 coordinator will be assigned and further steps will need to be completed in order for your event to be approved.

IMPORTANT INFORMATION FOR ROOM RESERVATIONS

  • Any event that is in a billable room (e.g SCC, MU, ARC) or is fundraising (ie: selling tickets, registration) with the exception of dues, a $40 fee is charged before the event occurs.  If the reservation is cancelled it becomes a $20 cancellation fee.  For more information, contact CSI at rso-help@ucdavis.edu.
  • Reserve space as early as you can 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.
  • CSI 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.

CONFERENCE AND EVENT SERVICES (CES) COORDINATION FEE UPDATE (as of October 2013)

  • $40 for single use reservation changes (e.g: changing location or date)
  • $80 for multiple use reservation changes (multiple rooms on a single permit)

Fees will not be assessed for:

    • Adjusting times on single facility use reservations
    • Banner Bumped reservations
    • Single touch changes for single facility use reservations (e.g: changing times, event contact, title or cancelling event).

CES CANCELLATION POLICIES

Effective October 1, 2013 a non-refundable reservation fee in the amount of $40 for paid facilities (ex. Alumni Center, ARC, Pavilion, etc.) will be applied to all reservations. Please note that a facility rental fee is applied in paid spaces. To view facility rental fees, please go to http://ces.ucdavis.edu/ces_pages/download/CEVS%20website/Public%20Rates%20for%20Facilities.pdf.

Reservations that charge a registration fee and/or fundraise will be charged a $40 non-refundable fee regardless of location.

Reservations made prior to October 1, 2013 are eligible for the $20 cancellation fee applied per room, per day in paid spaces, and $5 fee charged for general assignment classrooms. The cancellation fee is in addition to the cancellation charges assessed by facility managers in paid spaces. To view cancellation policies for buildings on campus, please go to http://www.cevs.ucdavis.edu/Public/content.cfm?CONTENT=36.

FACILITY CANCELLATION POLICIES

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


RESERVATIONS FOR DANCE GROUP PRACTICES IN THE ARC COMPLEX

  1. Read and fill out the Facility Request Form.
  2. Email form to ucdarc@gmail.com (Include “Dance Reservation” in the subject line along with the quarter, year, and Club/RSO name).