Schedule A Space

Internal Clients, which include students and departments, have specific guidelines for booking events.

• Students are required to reserve routine events like meetings and information tables at least five (5) business days in advance, while extraordinary events such as induction ceremonies necessitate a reservation at least ten (10) business days beforehand. Student organizations are exempt from room rental fees for routine meetings or free events, but charges apply when admission or registration fees are involved. Additional charges may be incurred for special setups or equipment usage, payable via various methods.

• Routine Departmental events, like regular meetings, should be scheduled with a minimum notice of five (5) business days. For special events such as ceremonies or large gatherings, reservations should be made at least fifteen (15) business days in advance, with advance booking several months ahead strongly encouraged. Departments are subject to incur room rental charges for events. For elaborate setups requiring additional staff or operator services, departments may incur staffing fees. Payment for these services will be processed through a university account (IDT). For a comprehensive breakdown of rental fees, please refer to the UC Scheduling department.

• University departments and student organizations can co-sponsor events with non-university groups, with rental rates falling under the sponsoring entity's category. Requirements for co-sponsored events include initiating the partnership for mutual benefit, aligning with the organization's mission, and outlining responsibilities. The sponsoring TAMU-CC entity serves as the primary contact, handles reservation charges, and takes responsibility for damages and any violations during the event, even if caused by the non-university group.

The Tier System for reservations, effective from May 14, 2025, to May 13, 2026, categorizes bookings into five tiers:

• Tier I (first week of April at 9:00 a.m.): Allows reservations up to five years in advance for significant campus events like Homecoming, orientations, and convocations.

• Tier II (second week of April at 9:00 a.m.): Pertains to departmental student organizations such as Campus Activites Board (CAB), Student Government Association (SGA), and various councils and associations.

• Tier III (third week of April at 9:00 a.m.): Covers student organizations under governing bodies, including academic groups, fraternities, sororities, and interest clubs.

• Tier IV (fourth week of April at 9:00 a.m.): Reserved for University departments.

• Tier V (first week of May at 9:00 a.m.): Designated for external groups, requiring requests through Event Services for booking.

Entities misrepresenting events or affiliation to avoid fees and charges may face appropriate charges and reservation privilege suspension.

The following steps only apply to recognized student organizations and university departments coordinating events defined as University or Academic Functions in procedure 41.01.01.C0.01 Use of University Facilities.

• Please provide the date, time, expected attendance, set-up preference, and equipment needs for your event. Specific requests will be accommodated, when possible, but reservations may be assigned to the most suitable space available.
• Request Space through the UC I-Engage portal. 
• An Event Coordinator will review your request and reach out to you accordingly. All requests will remain tentative until all necessary forms and protocols are fulfilled and approved.

All reservations will remain tentative until confirmed by the client via a signed confirmation form returned to the UC Office Rm: 215. Reservations not confirmed at least five (5) days before the event may be canceled, relocated, or subject to change. Cancellations must be communicated to your Event Coordinator via email or phone at least three (3) business days before the booked date. While every effort will be made to accommodate change requests, some may not be feasible due to late notice or may be subjected to additional fees within five (5) business days.

If an event space is set up but canceled within three (3) business days, staff set-up fees may apply. Not canceling or attending without notice can result in penalties such as staff, room, or equipment fees, and/or future booking restrictions. 24 hours from your booking, all additional changes, accommodations, and/or changes to your event will incur fees due to last-minute requests. For rain locations, the decision to use the reserved rain location must be made 24 hours before the event to avoid set-up fees if not utilized. In the event of a sudden hurricane or natural disaster, your event could be canceled or postponed without notice at the UC's discretion.

A special event is characterized by its distinction from regular meetings. To organize a special event successfully, collaboration with an Event Coordinator is essential to adhere to all relevant TAMU-CC policies. Such events are defined by specific criteria.

• Over 100 guests
• Open to the public
• Political campaign events
• Event time before, after, or outside of operating ours of the UC including set up and tear down of event
• Utilizing an external caterer
• Outdoor event