Special Event Reservations

Basics

IMPORTANT: Special Events are events that REQUIRE additional event support, such as facility staff labor, ticketing, catering, AggieHost, etc. An RSO can host as many Special Events in an academic year (July 1-June 30) if the RSO is willing to pay for the rental cost for each reservation.

Unlikely Meetings, an RSO can make a Special Event reservation at any point throughout the academic year. For example, an RSO can make a reservation in Fall quarter for an event in Spring quarter.

NOTE: An RSO must submit their Special Event request 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.

Reservation Request Requirements

To make ANY reservation on the mian UC Davis campus, your RSO must have the following:

1. 1. Your organization must be registered and in good standing with the Center for Student Involvement (CSI).
   2. Your RSO must have an active Agency Account.
   3. There are 1-2 Authorized Reservers, one of the 3 primary RSO officers.

Available Facilities

Step 1 -Making a Reservation

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 next steps.

Step 2 – Event Coordination

After you complete your request through Conference and Event Services, the Authorized Reserver who made the reservation will receive an email from csireservations@ucdavis.edu stating to complete the following actions: 

1. 1. Create an event on AggieLife where they’ll answer questions regarding attendee demographics, food, entertainment, and more.
   2. Connect with the designated facility manager (who is CC’d and listed in the email) to schedule a meeting to confirm the necessary approvals and costs.
   3. OPTIONAL: Create a personal reminder of your auto-cancellation date. If your RSO does not submit the necessary approvals by that date, your reservation will be automatically cancelled. 

Reservation Fees

For special events in academic/classroom spaces:

• • • RSOs are allowed up to 3 Special Events per quarter in academic/classroom space at no charge
    •  After your RSO uses your 3 free Special Events, you’ll be charged a $33 reservation fee (per room for each day)

For all other facilities, rental rates vary depending on the facility. NOTE: The rates included HERE are solely for the costs of the facility. They do not include potential additional fees for event staff labor, equipment rental, etc.

Also, your RSO may incur additional fees for the following situations: