Bird’s Eye View of the Reservation Process
Who Can Reserve Space
- Student organizations must be currently registered and in good standing with CSI to make reservations.
- Groups can only make reservations for their own organization.
- Your organization is allowed two officers within your organization to make reservations on CES.
- 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: To change or update the two Authorized Reservers for your organization, 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 to Start Reserving Space
- Requests for meetings for the following quarter may be reserved the last day of classes of the current quarter. Fall Quarter requests are accepted the first day of Fall Quarter.
- Requests for special events may be made beginning the first day of Fall Quarter. Beginning fall quarter, RSOs may reserve space for events through to the spring quarter. Events scheduled for the summer may not be scheduled until the RSO re-registers and activates their agency account for the next academic year.
How to Reserve Space on Campus
- Before making a reservation, you can check to see if the space is available by date and time using this form: http://ces.ucdavis.edu/Public/plan/space/. If you are reserving a classroom space, you can utilize the Classroom Lookup Guide to determine classroom features such as classroom setup, media capabilities, and seating capacity.
- Once you have found out if the space you want to reserve is available, you must reserve the space here: http://ces.ucdavis.edu/CEMS/index.cfm?fuseaction=resForm.start.
- Indicate the type of insurance that your student organization is covered by.
- Fill out event details. Keep an eye out for reservation fees.
The Difference Between MTGs and SPEs
- Meetings (MTGs) refer to general membership club meeting reservations; usually re-occuring.
- Special Events (SPEs) refer to one time special event reservations for events such as banquets, workshops, and/or conferences.
Duplicating Reservations in One Form
Did you know that you can reserve more than one space for re-occurring meetings in the same form?!