Reservations

Reservations

All event reservations must be made through Conference and Event Services (CES). The reservation process is dependent on if you are an On-Campus Client, Registered Student Organization (RSO), or Off-Campus Client. Please follow the appropriate instructions on how to reserve the Operations and Events Management (OEM) facilities on the CES website or as outlined below.

The OEM Event Venue Managers do not oversee the CES website or the event reservation form. All questions regarding the event reservation form should be directed to ues@ucdavis.edu for On-Campus Clients and RSO's or events@ucdavis.edu for Off-Campus Clients.

 

On-Campus Clients

On-Campus Clients are defined in the UCD Policy & Procedure and include:

  • Campus Departments
  • Registered Campus Interest Groups (270-08)
  • Support Groups Recognized by the Chancellor (270-60)

If you are reserving the OEM facilities as an On-Campus Client, please proceed through the steps outlined on the CES website or in the drop down menu below.

  • Instructions to Reserve OEM Facilities
  • 1. To expediate the reservation process, clients are urged to take advantage of the CES Space Availability tool. If your date(s) appears to be unavailable, please feel free to contact an Event Venue Manager for the facility you are interested in as listed below.

      - ARC Conference Center: 530-754-2171
      - Memorial Union & Putah Creek Lodge: 530-752-1010
      - Student Community Center: 530-754-1083
      - UC Davis Conference Center: 530-752-2043
      - University Credit Union Center: 530-752-2172

    2. UC Davis staff and campus interest groups with a valid UC Davis login may create an account to submit reservation requests online. Otherwise, your must print, sign, and email the completed form to CES at ues@ucdavis.edu. You may also fax the completed form to 530-754-0726.

    3. Approvals are required from your supervisor and DAFIS account manager to create an account.

    4. Clients should receive an e-mail link to download and print your permit within 2-3 business days. If you do not receive an e-mail, please contact our reservation desk at 530-747-3830 to confirm we have received your request.

    It is the client's responsibility to review all dates/times/locations and policies on your permit, and follow up with the necessary contacts outlined on the permit. We encourage you to have your permit with you at your event.
  • Rental Rates
  • Rental Rates for On-Campus Clients can be found on the CES website and reflect facility rental only. Additional charges may apply for staffing, audio visual equipment, facility attendants, reservations outside building hours, etc. Rates listed are subject to change at any time without notice. More information on facility rates and charges for each facility can be found on the facilities' Facility Use Guidelines page.
  • Changes or Cancellations
  • Changes or cancellations must be submitted through this form or submitted in writing via e-mail to ues@ucdavis.edu. It is the client's responsibility to know the cancellation policies that go into effect upon entering a reservation. More information on cancellation fees and exceptions can be found on each facilities' Facility Use Guidelines page.

 

Registered Student Organizations

Registered Student Organizations (RSO's) must be registered with the Center of Student Involvement (CSI). RSO's may place Special Event Reservations, Meeting Room Reservations, and Performance Group Reservations within designated OEM facilities as outlined below.

 

Special Event Reservations:

If you are reserving any of the OEM facilities for a Special Event as an RSO, please proceed through the steps outlined on the Center for Student Involvement (CSI) website or in the drop down menu below. 

  • Instructions to Reserve OEM Facilities
  • Please proceed through the steps outlined on the Center of Student Involvement (CSI) website. If you need further assistance making a Special Event Reservation at the OEM facilities, please proceed through the Special Event Reservations process on the CSI website.
  • Rental Rates
  • Rental Rates for RSO's can be found on the CES website and reflect facility rental only. Additional charges may apply for staffing, audio visual equipment, facility attendants, reservations outside building hours, etc. Rates listed are subject to change at any time without notice. More information on facility rates and charges for each facility can be found on the facilities' Facility Use Guidelines page.
  • Changes or Cancellations
  • Changes or cancellations must be submitted through this form or submitted in writing via e-mail to ues@ucdavis.edu. It is the client's responsibility to know the cancellation policies that go into effect upon entering the reservation.

 

Meeting Reservations:

The OEM facilities that allow 4 hours per week free for general meetings are listed below.

  • ARC Conference Center
  • Memorial Union
  • Student Community Center

If you are reserving any of the OEM facilities that allow 4 hours per week free for general meetings as an RSO, please proceed through the steps outlined on the Center for Student Involvement (CSI) website.

  • Instructions to Reserve OEM Facilities
  • Please proceed through the steps outlined on the Center of Student Involvement (CSI) website. If you need further assistance making a reservation at the OEM facilities, please proceed through the Meeting Reservations process on the CSI website.
  • Reservation Fees
  • Reservation Fees for RSO's using their 4 hours per week free for general meetings can be found on the CSI website.
  • Changes or Cancellations
  • Changes or cancellations must be submitted through this form or submitted in writing via e-mail to ues@ucdavis.edu. It is the client's responsibility to know the cancellation policies that go into effect upon entering the reservation.

 

Performance Group Reservations:

Registered Student Organizations (Performance Groups) are defined as organized practices participated in by members of various student organizations.

Each Registered Student Organization (Performance Groups) may  reserve designated areas in the University Credit Union Center (U Center) for a period of two hours twice a week (total of 4 hours per week) from predetermined times, Monday through Sunday during Fall, Winter, and Spring Academic Quarters as shown below.

 

2021-2022 Performance Group Reservations
Term of Activity Accepting Requests Follow Up Access Provided
Fall Quarter September 1-5 September 8-10
Winter Quarter December 1-5 December 8-10
Spring Quarter March 1-4 March 8-10

 

If you are reserving the U Center as a Registered Student Organization (Performance Group), please proceed through the steps outlined in the drop down menu below.

  •  Instructions to Reserve the U Center
  • 1. Before any reservation requests can be submitted by either the direct or secondary contact for the student organization, all necessary paperwork will need to be completed through the Center for Student Involvement (CSI). Verification on the status of each organization will be confirmed before reservations requests will be processed.

    2. In order for program directors to reserve an area within the U Center, this Google Form must be properly filled out. The Google Form will be accessible beginning around 12:00pm on the dates shown in the table above.

    3. Once the completed form has been received by U Center administration, student groups will receive an e-mail with a link to choose two time slots to reserve. 

    4. Once time slots have been reserved, Registered Student Organizations (Performance Groups) should be aware of the guidelines below. 

    Students may use personal speakers in spaces.
    No storage space will be available. 
    Reservations may be cancelled due to special events taking place in the U Center. Groups will be           notified when such cancellations occur.

 

Off-Campus Clients

If you are reserving the OEM facilities as an Off-Campus Client, please proceed through the steps outlined on the CES website or outlined in the drop down menu below.

  • Instructions to Reserve OEM Facilities
  • Please contact Conference and Event Services (CES) at events@ucdavis.edu.