Event Reservation Account Request
Account Requirements
Student groups
Group must be registered with the SOLE office, only currently listed signatories may request accounts, and you must use a personal email address
Department
Must use your department email, listed in the UCLA Directory
Off Campus Clients
Anyone from outside of campus, or does not fall into the 2 categories above
How to create an Account
1. Visit the Recreation Online Reservations Website
2. Click “Welcome Guest” in the upper right hand corner of the webpage
3. Click “Sign In”
4. Choose “Request An account” and fill out information fields
5. Click: “Request An Account”
Please note your account is not active until you receive an email confirmation from us with further instructions, this can take up to 2 business days.
Request How To's
Click here for our instructions on how to reserve space.
Reservation Request Tips and Facts
- Although a space may appear to be available, your request does not constitute an automatic approval or reservation as multiple requests for the same date could be pending.
- Your reservation time is your venue access time. Be sure your request includes enough time for catering, vendor, and your set-up/clean-up needs. Your requested set up will be completed before you arrive.
- Include a general event itinerary with times and activities and a brief description of how the room should be set-up. Be sure to request tables, chairs, and any audio/visual needs you have for your event space.
- If you are requesting a reoccurring reservation or multiple space request please add all spaces/dates on one request (for instructions, please contact our office).
- Reservation request processing can take up to 2-3 business days, longer during peak times and can be subject to approval by facilities managers that may need additional information. Once your request is made, it will be assigned to an event manager who will contact you with additional questions to ensure we give you a proper cost estimate. You event manager will submit a Major Event Application on your behalf if deemed necessary for review.
- All reservations are reviewed on a first come, first served basis with the exception of the Student Activities Center which follows the Student Activities Center Charter. For more information in regards to the SAC Charter, please contact Dion Veloz at dveloz@recreation.ucla.edu
- The Pauley Pavilion Arena is not available for request online. To request the Arena send an email to reserve@recreation.ucla.edu with a brief description of your event and potential dates and times.
- Please wait for confirmation of your reservation prior to making any further arrangements including any advertising or marketing.
- UCLA Registered Groups and Departments will be sent an online confirmation application and cost estimate.
- Off Campus Groups/Individuals must wait until they received a fully executed contract.
Please note that a reservation request does not constitute as a confirmed reservation.
Spaces We Manage
Check out our facilities page.
Request Timeline
How early do I have to request space?
UCLA Registered Campus Organizations and UCLA Departments:
Meeting Rooms/Studios = 5 business days
Event Venues = 20 business days
Off Campus groups and individuals:
All spaces 30 business days.
Pauley Pavilion Arena is not available for request online. To request the Arena send an email to reserve@recreation.ucla.edu with a brief description of your event and potential dates and times.
Meeting Rooms and studios: spaces that have an existing set up and do not require additional special permissions such as fire and/or food permits, additional tables or chairs, etc.
Event Venues: spaces that require but, are not limited to… set up of tables or chairs, A/V, staffing, food and fire permits, fire marshal approval, etc.
Please note that a reservation request does not constitute as a confirmed reservation.
General Rental Guidelines
- Any event considered by UCLA Sports Venues & Event Operations to be potentially harmful to the public image of UCLA in any way will not be allocated space.
- UCLA Sports Venues & Event Operations reserves the right to determine the potential harm to facilities and may reject said request.
- The scheduling of events will be based on facility availability and approval by UCLA Recreation Sports Venues and Event Operations. There may also be a review by other department-supported committees.
- All events will be negotiated by UCLA Sports Venues & Event Operations, which will determine the extent of personnel required to safeguard event attendees, as well as the University's interest.
- UCLA Sports Venues & Event Operations must have the appropriate contact for each request.
- Groups renting a facility will be held financially responsible for any special cleaning, maintenance or repair resulting from the event or activity.
- Groups renting a facility are required to observe all applicable policies of UCLA Sports Venues & Event Operations and UCLA, and all local, state and federal laws.
- UCLA Sports Venues & Event Operations is not responsible for any lost, stolen or damaged property belonging to those who attend an event while within our facilities.
Specific Event Policies
Please refer to our Policies and Guidelines page
What are some charges associated with my event?
Registered Campus Organizations and UCLA Student Affairs Departments:
Will be responsible for all direct costs incurred by UCLA Recreation that are necessary for the proper operation and maintenance of the facility. These costs include, but are not limited to, equipment rental, facility operations staff (set up/strike and event staff), environmental services staff, lifeguards, paramedics, security, traffic personnel, sport officials and scoreboard operators. The amount of staff assigned to an event will be determined based on the size and nature of the event. Groups will also be charged for any special cleaning, maintenance or repair resulting from the event or activity.
Departments and Off Campus Groups/Individuals:
In addition to the space rental fee, the rental group is responsible for all direct costs incurred by UCLA Recreation that are necessary for the proper operation and maintenance of the facility. These costs include, but are not limited to, equipment rental, facility operations staff (set up/strike and event staff), environmental services staff, lifeguards, paramedics, security, traffic personnel, sport officials and scoreboard operators. The amount of staff assigned to an event will be determined based on the size and nature of the event. Groups will also be charged for any special cleaning, maintenance or repair resulting from the event or activity.
Definition of Space Rental Fee: The length of the rental period includes preparation, set-up and strike/clean-up times.
Definition of After-Hours Charges: In addition to the rental and event operation fees, any group that schedules an event outside of a facility's regular operating hours must pay the personnel costs incurred in keeping the facility open beyond its’ regular operating hours.
Questions?
Please contact us at reserve@recreation.ucla.edu or 310.825.3588.
