Authorized Reserver Training

Each RSO is allowed up to two primary leaders to be designated authorized reservers for their organization. In order to gain access to the Conference and Event Services system, AR training must be completed by the reserver and approved by CSI. This is essential for requesting space to plan meetings and events on campus and is designed to educate Authorized Reservers on the often complicated reservations process.

  • Please make sure your organization is registered before completing the Authorized Reservers Training.
  • If you plan to be an Authorized Reserver for more than one organization, you can specify that on one form.
Authorized Reservers Training
Requirements for Making Reservations 
  • An Active Agency Account and approved Authorized Reservers are required to log into CES to make reservations.
    • If you have an inactive Agency Account (they expire June 30th of every year):
      • Agency Accounts must be reactivated with the ARC Business Center.
      • It takes up to 10 business days for agency accounts to be activated after the payment is made. You will receive an email from CSI once your account is activated.
    • If you don’t have Authorized Reservers:
      • Please complete the Authorized Reservers Training on Aggie Life.
      • Updating your Authorized Reservers after completing registration can take 2-5 business days.

Click here to learn about the following basic procedures:

  • Overview of the Reservation Process
  • Who Can Reserve Space
  • When to Start Reserving Space
  • How to Reserve Space
  • What Qualifies as a Meeting vs. a Special Event
  • Making Multiple Reservations
  • To Avoid Potential Fees/Penalties

Click here to view frequently asked questions from Authorized Reservers.

Click here to check space availability on campus.

Click here to learn about the following with regards to Meeting Reservation processes:

  • Basics for Meetings
  • Approval Process
  • Create an AggieLife Event Form
  • A Breakdown of Reservation Fees for Meeting Reservations in:
    • Classroom Spaces
    • Paid Premium Spaces

Click here to learn about the following with regards to Special Event processes:

  • Basic ‘Getting Started’ Information
  • Making the Reservation Request
  • Overview of the Approval Process
    • Center for Student Involvement
    • Reservation Coordinators and Facility Managers
    • AggieLife Event Form
    • Service Units
  • A Breakdown of Reservation Fees for Special Events

Click here to explore the many locations which can be reserved on campus.

If your RSO is having an event where one or more of the following conditions apply:

    1. Over 400 people are expected to attend.
    1. The complexity of the event requires the involvement of multiple campus units (e.g., UC Davis Police Department (UCDPD), UC Davis Fire Department, Risk Management Service, Transportation Services).
    1. The event is likely to significantly affect campus safety and security.
    1. The event is likely to significantly interfere with campus functions or activities.
    1. The event is a dance or concert featuring amplified sound.
    1. The event includes a current political candidate.
  1. Over 100 people are expected to attend and alcohol is intended to be served at the event.

If your event includes at least one of these conditions, it is classified as a Major Event, please plan accordingly and the request must be submitted 6 weeks in advance.

The Authorized Reservers Newsletter is distributed to Authorized Reservers monthly. It includes policy update and reminders, strategies for reservation requests and event planning on campus, and more.

  • December 2018: Winter (Quarter) is coming
  • October 2018: Spooky Updates from CSI!
  • September 2018: Re-registration, Authorized Reserver training, agency accounts, and upcoming events
  • August 2018Involvement Fair, reservations timeline, agency accounts
  • July 2018: Prep for Fall Quarter, and available mtg rooms during summer
  • June 2018: Farewells and New Beginnings!
  • May 2018: Re-registration, Fallin’ into reservations, Agency Account updates, and What’s up with AggieLife?
  • April 2018: A message from Transportation, Classroom Maintenance, and Opportunities with CSI
  • March 2018: Tracking Event Participation and remember to check in on those AggieLife Submissions
  • February 2018: Spring Quarter Meetings, Davis Outstanding Student Awards, Student Org Event Highlights
  • January 2018: Change in Reservation Fees, checking out AggieLife, and Reserving Classrooms
  • December 2017: Holiday News and Other Delights!
  • November 2017: AggieLife, a chance to win money, and Winter Quarter Meetings
  • October 2017: Time, Food, FMQ, and Much More!
  • September 2017: Authorized Reserver Training, Fall Quarter Meetings, and More!
  • June 2017: Renew your org, summer event information, and preparing for the next school year

Check out the newsletter archive for historical information related to reservations and events.

If you did not find the answer to your question, please email CSI at or call the Reservations Hotline at (530) 754-0438.