Reservations

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.

Reservation Release Dates

Meetings

RSOs must submit their requests two days before your event date, and reservations open shortly before each quarter.

  • 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.

Available Facilities for Meetings

  • Academic space or classrooms (i.e., Wellman, Olson, California Hall, etc.):
    • Available Monday - Friday, 6 - 10:30 PM
    • Available Saturday - Sunday, 7 - 10:30 PM

Additional meeting spaces:

  • Activities & Recreation Center (ARC): Meeting Room 1-3
  • Student Community Center (SCC): Meeting Room A-E
  • Memorial Union (MU): DeCarli, Fielder, Garrison, Smith

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.

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.

Dance and Sports 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. 
  • NOTE: CSI DOES NOT process or have access to tabling reservations, so please contact the U Center at 530-752-2172.

Requesting Reservations

1. Go to the Conference & Event Services website and click on ‘Students, Staff and Campus Interest Groups’ to access the Online Reservation Form.

2. Once you’re logged in, click on ‘New Reservation,’ and if you’re an Authorized Reserver for multiple RSOs, choose the correct organization profile.

3. Next, check your desired building/room’s availability, and fill out the following information:

  • Building name and room number
  • Event date
  • Estimated attendance
  • Client access time – The time the RSO (client) can set up and cleanup for their event.
  • Event time – The actual time of the event when guests are expected to arrive

4. When you have entered all your reservation information, click “Proceed to Event Information”.

5. Afterward, complete the following questions such as contact, billing and event information such as whether you’ll be collecting money or have amplified sound.

6. When you click “Submit,” the Center for Student Involvement Reservation team will reach out to you in 2-3 business days with potential next steps.

Approval Process

After your submission, you will receive an email from csireservations@ucdavis.edu indicating whether your reservation was approved or needs additional approvals.

Reservation Fees

Check your permit! The first thing you should do after getting a reservation confirmation email is to check your permit to see reservation and facility fees that will be charged to your Agency Account in the ‘Estimated Charges’ section.

Meeting Reservations
MeetingsFee
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 Reservations
Special EventFee
3 or less Special Events in academic/classroom space in a quarterNo 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:

Reservation Change Requests
Change RequestFee
Coordination FeeCoordination fees are billed in 15-minute increments at an hourly rate of $123.
Time AdjustmentMore than two-time changes will incur a coordination fee.
Room AdjustmentResults 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 ReservationWe will manually enter the new date which will incur a coordination fee.
Date AdjustmentResults in a cancellation (CES will cancel the room and you will be required to re-reserve the new room you are requesting).
Account Number AdjustmentResults 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 Potential Fees/Penalties

If your event includes:

  • 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.
  • 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.
  • 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.