Scheduling Policies, Priorities and Parameters

Details on when space can be reserved on campus. Please note that ANY reservation request outside these priorities/parameters will require you to submit your reservation via fax or email and will incur a coordination fee for processing if approved by the facility manager.

Departments and other Registered Campus Organizations

Departments & Registered Campus Organizations conducting official university business are allowed to reserve up to:

24 months prior to the date of the event, in the following facilities:

  • UC Davis Conference Center (Full Facility only)
    • Note: cancellation of portions of this reservation will result in cancellation fees for all portions cancelled.
  • Alumni Center (Full Facility only)
    • Note: cancellation of portions of this reservation will result in cancellation fees for all portions cancelled.

13 months prior to the date of the event, in the following facilities:

  • Alumni Center
  • ARC Ballroom and Meeting Rooms
  • ARC Pavilion
  • Memorial Union
  • Outdoor Space/Fields
  • Putah Creek Lodge
  • UC Davis Conference Center - Full Ballroom
  • Welcome Center - Full Facility and Presentation Room
  • Gunrock Pub

6 months prior to the date of the event, in the following facilities:

  • • UC Davis Conference Center - Partial Ballroom and Conference Rooms

3 months prior to the date of the event, in the following facilities:

  • Welcome Center - meeting rooms and Digital Lounge.

 

Campus Recreation and Unions Reservation Policies

Reservations must be submitted a minimum of 14 business days prior to event in the following event facilities:

  • MU II
  •  King
  • Griffin
  • Putah Creek Lodge
  • Gunrock Pub
  • Welcome Center full facility
  • Presentation Room

A $15.00 per hour no show fee will be applied to all free meeting space, if campus departments or student organizations do not cancel 48 hours prior to their meeting reservation. Cancellations must be sent via the online Resevation Change Request Form and must reference the reservation number.

 

General Assignment Classroom Space Reservation Policies

Reservations that take place during the academic year:

  • 12 months in advance if the reservation is on the weekend between 7am – 10pm.
  • 6 months in advance if the reservation is during the work week 6pm – 10pm.

Reservations that take place during the summer can be reserved on or after April 1 of that year:

  • Rooms released for summer events (these will be posted as “news” on our website).
    • Reservations can be made in these spaces between 7am – 10pm.
  • Rooms that are used for summer school
    • Reservations can be made in these spaces between 6pm – 10pm.

Bumped Reservations:

  • Clients will not be charged for classroom reservations that are bumped for academic use. Clients will be notified if their reservation has been bumped/cancelled and will need to search for alternate space.

 

Registered Student Organizations

  1. Organizations that re-register during spring quarter may reserve space for 3 non-recurring events through fall quarter . 
  2. Beginning fall quarter, registered groups may reserve space for 3 non-recurring events per quarter through spring quarter. Events scheduled for the summer may not be scheduled until the group re-registers for the next academic year.)
  3. Weekly meetings (maximum of 4 hours per week) for the following quarter may be reserved the last day of classes of the current quarter. Fall quarter reservations are accepted the first day of fall quarter.

 

Sutter Square Galleria

Catalog deadline each quarter, otherwise, first come first serve.