Making Reservations

Requirements

Each RSO is allowed to assign 2 primary leaders as authorized reservers, only authorized reservers can make reservations. In order to gain access to the Conference and Event Services system (Updating your Authorized Reservers after completing registration can take 2-5 business days).

You must have an active Agency Account to make a room reservation. Accounts expire June 30th of every year. Agency Accounts must be reactivated with the ARC Business Center.

Reservation Quickstart Guide:

Change Authorized Reservers:

Learn about the Meeting Reservation process:

Learn about the Special Event Reservation process:

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Reservation Release Dates

Meetings

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

    • Fall: 1st day of Fall quarter (NOT the 1st 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

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.

Major Events

A Major Event is an event where one or more of the following conditions apply:

    1. Over 400 people are expected to attend.
    2. 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).
    3. The event is likely to significantly affect campus safety and security.
    4. The event is likely to significantly interfere with campus functions or activities.
    5. The event is a dance or concert featuring amplified sound.
    6. The event includes a current political candidate.
    7. Over 100 people are expected to attend and alcohol is intended to be served at the event.

An RSO must submit Major Event requests at least 6 weeks before the event date to ensure all parties’ safety.

If you have more questions about the purpose or procedures of Major Events, click HERE.

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 & room number
      • Event Date
      • Estimated Attendance
      • Client Access Time – The time the RSO (client) can setup and cleanup for their event.
      • Event Time – The actual time of the event when guests are expected to arrive

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

5. Afterward, complete the follwoing 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 CSI Reservation team will be 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. If you want more detailed information on full reservation process, please review the Meeting and/or Special Event page.

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.

 

Meetings
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 Events
 
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 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.

If you did not find the answer to your question, please email CSI at csireservations@ucdavis.edu.

 

 

MU and Silo Tabling

The Memorial Union (MU) manages tabling at the MU and Silo. CSI DOES NOT process or have access to tabling reservations, so you have any questions please call the MU Information Desk at 530-752-2222.

Officers from Registered Student Organizations (RSOs), Registered Sports Clubs (RSC), and ASUCD units can reserve tables up to four weeks before their tabling date. Tables are available Monday-Friday every quarter excluding holidays, finals and academic breaks.

Tabling reservations open a few weeks before the beginning of the coming quarter through the MU Information Desk, SCC Service Desk, or Your Recreational Portal.

Please visit the Memorial Union website for more information.

Dance & Sport 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 (total of 4 hours per week) from Monday through Sunday. RSOs must complete this 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.