Campus Space Reservations

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.

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.

Wooden Center Meeting/Studio Spaces = 5 business days*
All Other Recreation Spaces = 20 business days**
Major Event Requests= 30 business days and must go through an additional approval process with the University

Please note that a reservation request does not constitute as a confirmed reservation

Once you have created an account, click here to view available spaces and reserve spaces through the Recreation Online Reservation System. You can contact Recreation for more assistance via email: reserve@recreation.ucla.edu.

Registered Campus Organizations: some events require event or vendor insurance, check with your OFSL Staff Advisor and Event Manager for specifics regarding deadlines, insurance amounts, and how to submit.

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. Check with your Event Manager on specifics and deadlines.

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.

If you are mailing a check, please mail to:
UCLA Recreation - Events
2131 John Wooden Center
Los Angeles, CA 90095

Please email csobel@recreation.ucla.edu to let he know how you will be paying for your invoice so she can keep an eye out for the payment/follow up.

The UCLA Events Office provides venue scheduling and management assistance for non-academic meetings and events organized by Registered Campus Organizations (RCOs/fraternities & sororities). They schedule activities in the University’s general assignment classrooms and outdoor campus quads. In all cases RCOs must have approval from their OFSL Staff 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. Visit their website for the scheduling guidelines and procedures for the most common student activities.

What is the lottery? The 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. Appointment dates are assigned by lottery, not by the time you reply to the email.

The lottery is typically open during week 7 or 8 of the preceding quarter. The Fall 2022 Lottery has already passed.

Requests for one-time meetings (non-weekly/non-recurring) can be made by using the online meeting room request form. Requests must be made at least seven days in advance of the meeting date.

• Chapters/councils are allowed to schedule one meeting per week however, chapters/councils may reserve more than one meeting room per week starting Week 3 of each academic quarter.

Your chapter/council signatory must acquire event pre-approval from your staff advisor. The signatory emails the scheduling request to the Events Office. The request email must include the event date, time, location needed, and a description of the event. The signatory must copy their OFSL staff advisor on the request email. When the scheduling is confirmed, the signatory will be emailed an Event Summary form and a link to complete an Events OnLine (EOL) registration along with the name of their assigned Events Office Event Manager. The signatory emails the completed Event Summary to their assigned Events Office Event Manager. The Event Manager will then contact the signatory to discuss the details of the event, create a layout if necessary, and provide an estimate of costs for services or equipment needed for the event.

UCLA Events Online (EOL) Event Registration is a comprehensive, web-based notification, communication and approval system for requesting extracurricular use of University facilities. The EOL Event Registration system also facilitates coordination of campus-wide efforts to consolidate pertinent event information into a single, comprehensive database and is the mechanism by which UCLA is able to track and monitor all non-academic use of University facilities. EOL will provide information about University event policies, a customized checklist for event arrangement and notify certain campus service departments about your event (Parking, AVS, Fire Department, Facilities, etc.)

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. 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.

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. After 5pm PST on September 28, any groups who missed their appointments/need additional meeting rooms can do so during regular operating hours.

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. You may also sign up for one (1) week of waiting list banner space.

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. ASUCLA has also created a guide to walk your organization through reserving a space with ASUCLA.

Once your organization makes a request, it will move through a series of phases before it is approved.

Once you have created an account, click here to view available spaces and reserve spaces through the Recreation Online Reservation System. You can also contact ASUCLA for additional assistance:

Email: reserve@asucla.ucla.edu
Call: (310) 206-0832
Visit the reservation desk on A-Level of Ackerman Union at the Information Window on M-F from 9am – 5pm

Chapters/council can reserve the area next to the Bruin Bear, the Stage Area, or both locations. Keep in mind, requests are approved on a first come, first serve basis. Bruin Plaza is available to reserve for registered campus organizations looking to host food sales, tabling events, performances, practices, etc.

The calendar will let you know what spaces are already reserved. Please view this prior to submitting your space request.

Your request will be reviewed by your staff advisor before being sent to the ASUCLA Events Office. Once the request has been received by the ASUCLA Events Office a reservationist will work with you to identify your event details. (i.e. A/V needs, layout).

Res Life and your staff advisor will help you navigate programming and/or funding opportunities if you submit a proposal for Co-Programming and/or Funding. For registered student organizations seeking to co-program an event or program that reaches On-Campus Housing residents, please submit a proposal. All co-programs must comply with Residential Life’s Guidelines for Co-programming.

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 the Reservation Terms. Rooms are provided as-is and may not be used to host programs or events.

Applications will open early fall and outreach emails will be sent out to existing student theatre groups and advisors by week 2. Residence Life is collaborating with registered campus organizations in hosting a theatre production. Groups may submit an application to be apart of the Residence Life Northwest Campus Auditorium Theatre season. If selected, the campus organization will collaborate with Arts Engagement staff to host rehearsals and shows.

UCLA Catering and Conference Services coordinate events on the Hill for a variety of paying clients, including both University affiliates (departments, student organizations, etc.) and outside entities. UCLA Recreation oversees the Sunset Canyon Recreation Center and other locations on the Hill. Non-Residential Life programmers may program independently in On-Campus Housing or adjacent venues.