Navigating UCLA Room Reservations: A Comprehensive Guide to Policies and Procedures
UCLA offers a diverse range of spaces for meetings, events, and activities, catering to the needs of students, faculty, staff, and registered campus organizations (RCOs). Understanding the policies and procedures for room reservations is essential for a smooth and successful event. This guide provides a comprehensive overview of the various resources and systems available for booking spaces across the UCLA campus.
Booking Spaces Managed by HSSEAS Materiel Services
For spaces within the Henry Samueli School of Engineering and Applied Science (HSSEAS), such as those in Boelter Hall and Engineering VI, the following procedures apply:
ScheduleIt System
To begin, use ScheduleIt at scheduleit.seas.ucla.edu to check room availability and make reservations.
- Accessing the Calendar: On the top bar, locate the “Schedule” tab and click on it. From here, click the blue arrow drop-down next to the title (“Shop Calendar”) and select “Matserv Calendar.” This displays all available rooms and current reservations.
- Selecting a Time Slot: Once you’ve reached the week containing the date you want, scroll down to your date and click the starting hour of your reservation in the row of your room.
- Entering Details: Fill out all the necessary details for your reservation.
- Boelter Hall Penthouse (8500 BH): If you are reserving the Boelter Hall Penthouse (8500 BH), please include a recharge ID in the “Detail” section to which we can charge the reservation fee.
- Finalizing the Reservation: Once all of the details are filled out, click the big green “Create” button.
Key Information and Room-Specific Guidelines
- Key Retrieval and Return: The key for BH 6750 can be picked up from our office in BH 2685. You MUST return the key immediately after your event is over out of respect for people who have reserved the space after you. If our office is closed when your reservation is over, you can leave your key in the grey drop box outside our door. For rooms requiring keys, keys must be picked up no later than 3:30 pm from the front desk in Boelter Hall 5731 or 5732, and users are required to sign the key log sheet when checking out and returning the key.
- Food and Catering: If you are having non-messy food indicate that you will be serving food on the room request. If you are having food - remember, to indicate that you will be serving food on the Engineering IV Patio room request. You are responsible for letting the caterers know when they can come and pick up the leftover food and dishes.
- Engineering IV Patio: You will need to check out a fire extinguisher from the Materiel Services office.
- Cleanliness: Please clean up after yourself and ensure that all furniture is left the way you found it.
Available Spaces
- Boelter Hall Penthouse (8500 BH): A large room at the top of Boelter Hall, designed for medium-sized classes, seminars, and presentations.
- BH 6750: A small conference room meant for executive meetings, interviews, or small presentations. We will have the room ready for you when you need it.
- Student Collaboration Center (SCC): A spacious area designated for student organizations to host workshops and projects. All members must maintain the condition of the SCC, including lab space.
- Boelter Hall Second Floor Meeting Room: A small meeting room located on the second floor of Boelter Hall designated for HSSEAS student organizations. All members must maintain the condition of the SCC, including lab space.
- Engineering IV Patio: An outdoor patio area meant for large gatherings. We will have the patio ready for you when you need it.
- Mong Auditorium: A large auditorium designed for lectures and seminars.
- Cohen Multipurpose Room: This is a multipurpose room located on the first floor of Engineering VI. This room can be divided into two separate spaces.
- Engineering VI Breezeway: An open area that serves as a lobby for the Mong Auditorium and Cohen Multipurpose Room. When booking the Engineering VI Breezeway, please also reserve the Engineering VI Patio and Mong Learning Center.
- Engineering VI Patio: When booking the Engineering VI Patio, please also reserve the Engineering VI Breezeway and Mong Learning Center.
CEE Conference Room Reservations
For reserving the CEE Conference Room 4275, the following guidelines apply:
Eligibility
Reservations are prioritized for CEE department members and department-affiliated student groups. This policy supports effective key management and helps maintain room safety, particularly during after-hours use.
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Room Guidelines
All users are expected to adhere to the following guidelines:
- Return keys in a timely manner.
- Return tables and chairs to their original configuration.
- Leave the space clean.
- Refrain from writing directly on tables.
- Properly dispose of any trash if food or beverages are present.
- Doors must be kept locked at all times and checked before leaving.
Contact Information
Subject: CEE Conference Room Reservation 4275 - Date of RequestFull Name:Group (if applicable; e.g.
UCLA Recreation Facilities
UCLA Recreation manages a variety of the University's recreational and athletic facilities offering recreation, sport, and numerous multi-use options for student and university events. This includes indoor and outdoor spaces such as Sunset Recreation, the Los Angeles Tennis Center, the Wooden Center, and Pauley Pavilion.
Reservation Process
- Account Creation: Signatories need to create an account with Recreation prior to making reservations. Click here for more information and instructions for how your signatories can create an account.
- Online Reservation System: Once you have created an account, click here to view available spaces and reserve spaces through the Recreation Online Reservation System.
Insurance Requirements
All Off Campus groups/individuals: are required to have event insurance. You are required collect insurance from any vendors brought to campus who are not pre-approved by the University. Checks should be made out to UC Regents with the reservation number in the memo line. If you are dropping off a check, please drop it off at Pauley Pavilion Suite 289 during normal business hours of 9:00am-5:00pm. You can enter Pauley on the west side (Acosta Center side) of the building through the doors marked “Office” overhead.
Scheduling Advising Hours
All space reservations will be made virtually. Scheduling Advising Hours are Monday-Wednesday from 10:00am - 2:00pm. During these hours reservation changes, payments and general scheduling questions will be answered. New reservations cannot be made in person.
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ASUCLA Event Spaces
ASUCLA manages a variety of spaces such as meeting rooms in Ackerman and Kerckhoff Hall, the Ackerman Grand Ballroom, and the Charles E. Young Grand Salon.
Reservation Process
Fall 2025 Space Requests: *IMPORTANT: THE ASUCLA EMS IS DOWN AND YOU WILL NOT BE ABLE TO REQUEST AN ACCOUNT OR RESERVE SPACES THRU THEIR SYSTEM INDEFINITELY. The lottery has already occurred for the fall quarter. Please contact ASUCLA directly to request reoccurring meeting room space. Please make sure to list your full organizations name as it is listed in MyUCLA to avoid details.
- Account Creation: *IMPORTANT: THE ASUCLA EMS IS DOWN AND YOU WILL NOT BE ABLE TO REQUEST AN ACCOUNT OR RESERVE SPACES THRU THEIR SYSTEM INDEFINITELY. Signatories need to create an account with ASUCLA prior to making reservations. ASUCLA has adopted a online venue reservation system. In order to reserve a space, organizations must sign up for an EMS Web Account.
- Online Reservation System: Once you have created an account, click here to view available spaces and reserve spaces through the Recreation Online Reservation System.
Additional Information
They can accommodate a wide-range of event needs including equipment rentals, customized buffets and printed programs and awards. ASUCLA’s vast array of amenities with our event-planning experience, attention to detail and personalized service, can help you make any event a special occasion. Each chapter/council will be allowed to reserve up to two (2) hours of meeting space per week; an additional hours per week may be reserved once all lottery appointments are completed. You may reserve a meeting space within one (1) week of the reservation date requested. Each chapter/council will be allowed to reserve one banner space for one (1) week. Once all Lottery appointments are completed, you may reserve one (1) additional banner space for one (1) week.
UCLA Events Office
The UCLA Events Office provides venue scheduling and management assistance for non-academic meetings and events organized by Registered Campus Organizations (RCOs). We schedule activities in the university’s general assignment classrooms and outdoor campus quads.
RCO Requirements
In all cases RCOs must have approval from their Student Organizations, Leadership & Engagement (SOLE) advisor to hold an activity on campus.The Events Office provides event management assistance at no cost to students for RCO events, however there are costs for other event services, such as Facilities room openings, Audio Visual Services, equipment rentals, etc.
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Scheduling Requests
- An authorized signatory should submit their room request a minimum of five business days in advance at our Scheduling Request Form.Exception: Weekend requests must be submitted a minimum of six business days in advance to allow time for scheduling, payment, and a room opening order.
- Students should verify with the SOLE Office that they are a registered signatory prior to scheduling.
- Requests can also be made in person during our drop-in hours (please be sure to bring your ID)
Additional Guidelines
Registered Campus Organizations are only allowed to have one meeting room per week. We will begin accepting multiple room requests during Week 5.Exception: You can request a second (one-time) meeting room for Friday-Sunday.Multiple room requests submitted before Monday of Week 5 will not be processed.Weekend Requests are subject to a room opening fee starting at $58.75.This fee does not include AV activation.Student classroom meetings typically do not require event management assistance.Notes Regarding AV ActivationClassroom reservations do not automatically include use of the installed AV system. The RCO signatory must acquire event pre-approval from their SOLE advisor.2. An authorized signatory should submit their request through our Google Form at least two weeks in advance of their intended fundraiser.3. When the scheduling is confirmed, the signatory will receive a link to complete the Events Online (EOL) registration.
Lottery System for Classroom Reservations
What is the Lottery?
Lottery is a chance for your group to sign up for next quarter’s classrooms. Enter your group into the lottery and you will be given a randomly generated appointment date to come schedule a room for next quarter. How do I sign up for classroom lottery? Lottery sign ups will take place usually the quarter before. This lottery is not for rooms in Ackerman Union nor Kerckhoff Hall.Appointment times will be announced one month before quarter begins.
Residence Life Spaces
Available spaces will be posted on the reservations page and the system is self-serve, so first come, first serve. These spaces are not for events and must follow reservation terms. Below are the spaces overseen by Residence Life: De Neve meeting rooms Hedrick Music Rooms Hedrick Movement Studio Hedrick Study Rooms The Study at Hedrick Rieber Music Rooms Rieber Study Rooms Sproul Music Rooms Sproul Study Rooms Additional spaces are available for groups hosting programs and events who co-program with Residence Life. Registered campus organizations can start submitting requests to co-program with Residential Life beginning September 6th. Co-programs can include virtual and/or in-person and must follow co-programming guidelines.
Restrictions
There are restrictions on these spaces including: n o distribution of food, no posting signs, no fundraising or sales.
General Guidelines for Registered Campus Organizations
Registered Campus Organizations have access to reserving facilities for meetings, programs, and events. For a list of facilities overseen by UCLA Recreation, visit their facilities page. Requests for event space reservations will open on Monday, August 30th. Requests for the John Wooden Center Meeting Rooms and Studios will open on Tuesday, September 7th. Requests for the Student Activities Center will open on Wednesday, September 15th for non-SAC tenants. Please make sure to list your full organization's name as it is listed with SOLE to avoid delays. Reservation request guidelines can be found online.
Important Dates
- Student Activities Center: Monday, August 15 - For Student Activities Center Tenants
- Thursday, September 1 - For all other Account Holders
- Campus Registered Organizations and Departments: Meeting Rooms and Studios require requests be submitted a minimum of 5 business days in advance, all other venues require requests to be submitted a minimum of 20 business days in advance.
- Off-Campus clients: All space requests must be submitted a minimum of 30 business days in advance.
Reminders
Requests do not guarantee space. Large Events: If you are hosting an event for 350 or more people we cannot guarantee space approval with less than 30 days’ notice, due to the University’s Major Event Policy.
Ronald Reagan UCLA Medical Center
Gift Shop
Gift Shop (310) 267-9522Operated by the Ronald Reagan UCLA Medical Center Auxiliary, the Gift Shop offers flowers and plants, greeting cards, candy, gifts, toys, games, sundries, magazines and UCLA signature items. Delivery of gifts to patient rooms is complimentary. on Saturday.
Dining
and Anna Mitchell Family Foundation Dining Commons offers a diverse selection of meals in an inviting indoor or outdoor setting. Vending machines are located on Level B near the Cafe.
Meditation Room/Chapel
Meditation Room/ChapelReligious services (310) 825-7484An interfaith Meditation Room/Chapel, located on the first floor, is available for private prayer and meditation 24 hours a day, seven days a week. Religious services are available in the hospital and on campus. Interfaith chaplains are always available for spiritual care and assistance and sacramental ministries.
Recovery Room
A volunteer from the Recovery Room will call the surgical waiting area to notify the visitor when the patient has arrived in the Recovery Room.
Garden of Peace
Garden of PeaceThe Garden of Peace offers a tranquil outdoor retreat for patients and their families to enjoy.
UCLA Tiverton House
UCLA Tiverton HouseTiverton House is a guest hotel designed to meet the needs of patients and families. Tiverton House offers comfortable accommodations, complimentary continental breakfast, laundry facilities, an exercise room, a children's playroom, a community kitchen and more. It is located within walking distance to the medical center, and shuttle service is available Monday through Friday.
Geffen Hall Building Access
Purpose
To provide a safe and secure environment for DGSOM students, faculty, and staff to pursue academic, administrative, and support activities.
Policy
General Access
The Geffen Hall complex will have general access Monday through Friday from 6 am to 7 pm (excluding holidays).The gates on the B level (from Le Conte) and 1st floor (from Switzer Plaza) will be open during this time.Faculty, staff, and students are asked to wear their UCLA ID Badges on the upper third of their body and ensure it is visible.Restricted areas will have proximity control settings and access will only be provided with authorization.
Night, Weekend, and Holiday Access
During nights (7 pm to 6 am), weekends, and holidays, Geffen Hall will be accessible via proximity card access only to DGSOM faculty, staff, and students with approved authorization.The 3rd and 4th floors will be off limits except to those building occupants who have offices on these floors.
Visitors/Guests
During general access hours, all visitors and guests must be escorted by their faculty/staff/student host or sign in at the B Level Security Desk where they must show identification and receive a visitor’s badge.During nights, weekends, and holidays, a maximum of two guests per host is allowed. Guests must be signed in by security at the B Level Security Desk. Visitor passes will be provided by the security officer after guests sign in and show appropriate identification. If the officer is on patrol throughout the building, hosts should contact 310-267-7100 to ask for assistance.
Special Events and Meetings
Special events and meetings including outside guests need to be pre-approved by the Dean’s Office. Guest lists must be provided and security will check guests in via a single point of access.
Security Posts and Rounding
Security will be posted at the B Level Security Desk during general access hours. Officers may leave post to respond to specific requests for service in Geffen Hall or for emergencies.At 7 pm, security will lock perimeter gates and ensure that all doors are secured. At 6 am (weekdays), the gates will be re-opened.Security will conduct patrols and rounds of the building (internally and externally) from 7 pm to 6 am daily. During these rounds, faculty, staff, and students should present identification when asked. Security will escort individuals out of the building if proper identification is not provided.
General Building Policies
The building is to be used to support DGSOM faculty, staff, and student education and administration. All occupants and visitors should ensure that their behavior is consistent with this mission and does not negatively impact other occupants.Occupants should ensure that all areas they use, including common areas, are cleaned and straightened when they depart the area. This includes ensuring that trash and recycling are disposed of in appropriate bins and furniture is reset to its appropriate place.Bathing is prohibited in Geffen Hall bathrooms.The Student Lounge is for the exclusive use of DGSOM students (and approved faculty and staff for administrative purposes). The request should include the name of the occupant, their University ID number, and 5- or 6-digit proximity card number (on the back of the BruinCard ID).
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