Instructions on How to Reserve Space on Campus
Created by LINA LAYIKTEZ on 1/9/09 - last edited by BRANDON EDWARDS on 9/4/09
- REQUEST FORM TO RESERVE CAMPUS FACILITIES.
- THIS FORM IS TO BE COMPLETED BY CAMPUS CLIENTS ONLY.
- YOU MUST SUBMIT FORM AT LEAST 3 BUSINESS DAYS BEFORE THE EVENT FOR NON-PAID SPACES AND A MINIMUM OF TWO WEEKS FOR ALL PAID SPACES.
*STUDENT ORGANIZATION SPONSORED EVENTS REQUIRE MORE THAN TWO WEEKS NOTICE DUE TO THE APPROVAL PROCESS AND POTENTIAL PRE-EVENT MEETINGS*
OUR CLIENTS
Conference and Event Services (CES) processes all on-campus facility requests for events sponsored by "Campus Organizations" as defined in UCD Policy & Procedure:
http://manuals.ucdavis.edu/ppm/270/270-05.htm
The majority of our clients are in the following Campus Organizations:
DEPARTMENTS (Staff & Faculty)
REGISTERED STUDENT ORGANIZATIONS (P&P 270-07)
REGISTERED CAMPUS INTEREST GROUPS (P&P 270-08)
SUPPORT GROUPS RECOGNIZED BY THE CHANCELLOR (P&P 270-60)
PROCEDURE TO REQUEST TO RESERVE CAMPUS FACILITIES
In order to expedite the reservation process, all clients are urged to take advantage of our "Space Availability" website:
http://cevs.ucdavis.edu/dept_cont/space/
to find available facilities and dates before they contact us.
Departments: After checking to see if the facility is available, departments should complete a "Reservation Request Form" (see menu at left) and fax the form to our office at 752-3388. Please note that reservations are processed on a first come, first served basis.
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 752-2813 to confirm we received your request. It is the sponsor's responsibility to review all dates/times/locations and policies on your permit and follow up with the necessary contacts outlined on the permit. It is always a good idea to have your permit with you at your event.
All changes or cancellations must be made in writing via email to ues@ucdavis.edu. The event coordinator will update the estimates, policies and procedures as needed and email you an updated permit.
Registered Student Organizations: You must come to the office located at 442 in the MU to submit your facility requests.
The request form must be filled out completely and signed by one of the two approved members of your organization who has authority. You will be required to schedule a meeting with an Event Coordinator if the event is not just a standard meeting. The front desk Reservation Coordinator(s) will assist you with any questions you may have about filling out the form, facility amenities and policies and procedures. Your event will not be confirmed until you have completed all of the necessary procedures based on UCD policy. After it's confirmed, you will be emailed a link where you can download and print your permit. It is a good idea to have your permit at each of your events. All changes made to a reservation must be submitted in writing using the "change of reservation" form and submitted to our office. They will update your reservation and email you an updated permit.
Registered Campus Interest Groups & Support Groups: (See "Departments" above for procedures)
Complete, print, and fax the reservation request to (530) 752-3388 for processing.
REGISTERED STUDENT ORGANIZATIONS
Complete, print and sign this form then submit it in person to CES, Room 442, at the Memorial Union.
CAMPUS INTEREST GROUPS & CHANCELLOR SUPPORT GROUPS
If currently registered, complete and fax this request to (530) 752-3388.
If you CANCEL at any time after the reservation is entered, there is a $20 processing fee for each room on each date. There may be additional fees for coordination of services that you requested through your coordinator. Contact your coordinator for those fees via email to ues@ucdavis.edu. NOTE: This $20 processing fee is in addition to the facility cancellation fees.
For fee information, please go to http://cevs.ucdavis.edu/Public/content.cfm?CONTENT=36&SRVC=EVENT
Requests are processed in the order they are received and you are not guaranteed to receive your requested facility. Campus Departments may fax new reservation requests to 752-3388. Please check "Setup/Take down times for facility managers", located under "Facility Information" on the left hand side prior to submitting your reservation request.
If the facility is available, a reservation will be made and you should receive an email with a link to download your permit within 2 business days. You are instructed to follow up with our front desk staff at 752-2813 if you do not receive a permit within 2 business days.
You are responsible for knowing the cancellation policies which go into effect upon entering the reservation. They can be found at http://cevs.ucdavis.edu/Public/content.cfm?CONTENT=36&SRVC=EVENT
If there are problems with your request, you will be contacted by phone.
All fields must be completed. Continue to the form->