Making Reservations
Requirements
Registered Student Organizations (RSO) in tracks 2, 3 or 4 are allowed to assign two primary leaders as authorized reservers. Only authorized reservers can make reservations. You can update your authorized reservers in AggieLife using the Leader Update Form. Please allow 2-5 days for processing.
You must have an active Agency Account to make a room reservation. Accounts expire on June 30 each year. Agency Accounts must be reactivated with the ARC Business Center.
Meetings
Meetings are events that DO NOT require additional event support, such as facility staff labor, ticketing, catering, AggieHost, etc.
All Registered Student Organizations (RSOs) receive 4 hours per week for free in general meeting space (field space not included).
Meeting Reservation Step-by-Step Guide
Special Events
An RSO can make a special event reservation at any point throughout the academic year (July 1-June 30) at least 2 weeks before the event date. However, if the event requires multiple event support approvals, the facility manager has the right to deny the reservation if they do not believe the approvals can be completed in time.
Special Event Reservation Step-by-Step Guide
Major Events
An RSO can make a Major Event reservation at any point throughout the academic year (July 1-June 30) at least 6 weeks before the event date to ensure all parties’ safety. If your event qualifies for a Major Event CSI will reach out to your organization.
Additional Resources and Information
- Meeting Reservations Release Dates
Fall: first day of fall quarter (NOT the first day of instruction).
Winter: the last day of instruction for fall quarter.
Spring: the last day of instruction for winter quarter.
Summer: After your RSO re-registers their organization.
- Dance and Performance Practice Spaces
- Dance performance and recreational sport RSOs reserve weekly practices at the University Credit Union Center (U Center). The U Center has space available for various sports including martial arts, dance performance, combat sports and more!
Each RSO can receive two hours twice a week (a total of 4 hours per week) from Monday through Sunday. RSOs must complete a Google Form EVERY QUARTER to secure a space. Quarterly reservation deadlines are on the Operations and Event Management website
Reservation Fee Tables:
Your organization may accrue charges for various reasons like reserving more than 4 hours of classroom space per week, hosting a special event, etc. Review the tables below to see the charges associated with the various meeting and event request.s
| Meetings | Fee |
|---|---|
| Meetings in academic/classroom, ARC, MU, SCC meeting space for 4 hours or less per week | No cost |
| Meetings in academic/classroom space for more than 4 hours in a week | $33 reservation fee (per room for each day) |
| Meetings in ARC, MU, or SCC meeting room for more than 4 hours in a week | $33 reservation fee + $10 an hour per room |
| Special Event | Fee |
|---|---|
| 3 or less Special Events in academic/classroom space in a quarter | No cost |
| 3 or more Special Events in academic/classroom space in a quarter | $33 reservation fee (per room for each day) |
| Special Events in other on-campus facilities | $33 reservation fee + facility rental rate |
Altering Reservation Requests
If your RSO wants to make ANY changes to your current reservation request, you’ll need to complete this form, and you can incur the following fees:
| Change Request | Fee |
|---|---|
| Coordination Fee | Coordination fees are billed in 15-minute increments at an hourly rate of $123. |
| Time Adjustment | More than two-time changes will incur a coordination fee. |
| Room Adjustment | Results in a cancellation (CES will cancel the room and you will be required to re-reserve the new room you are requesting). |
| Add Date to Existing Reservation | We will manually enter the new date which will incur a coordination fee. |
| Date Adjustment | Results in a cancellation (CES will cancel the room and you will be required to re-reserve the new room you are requesting). |
| Account Number Adjustment | Results in a cancellation (CES will cancel the room and you will be required to re-reserve the new room you are requesting). |
| RSO reserves a non-billable space in the MU and does not show up | $15/hour no-show fee |
Avoid Additional Fees/Penalties:
- Room Alterations
-
- You must rearrange the room contents (i.e. furniture, AV equipment, etc.) in their original positions. If the space is not arranged properly and/or missing contents, you may incur charges to restore the room.
- Damages of any kind will incur CES coordination fees and Custodial charges to restore the room.
- Dancing/Music
-
- Please return room contents to their original positions. Please keep in mind there may be other classes in session and keep noise level at a minimum.
- Damages of any kind will incur CES coordination fees and Custodial charges to restore the room.
- Cleaning Up
-
- If attendees are being served food or snacks, please ensure trash is picked up and thrown away. Any extra time custodial spends cleaning up a room will be paid for by the RSO.
- Damages of any kind will incur CES coordination fees and Custodial charges to restore the room.