Meeting/Event Reservation Resources

Greetings,

UPDATES ON SOCIAL GATHERINGS & MEETINGS:

The Stevenson Event Center (and other venue facilities) is available to reserve for events & social gatherings starting Fall '21, on the basis that planners/organizers follow COVID mitigation best practices. Refer to UCSC Events Protocols and the CDPH Blueprint for guidelines on social gatherings (see also the UC Community Safety Plan for more guidance and guidelines).

In-person events are allowed indoors and outdoors per the California Department of Public Health, however, in-door events cannot be mandatory.

Mandatory COVID Safety Guidelines for your event:

• See this Official UCSC Event Protocols.
• Event Guidelines for SOMeCA/SOAR
• Instruct campus visitors (non-faculty, staff, or student) to complete the Visitor COVID symptom check, and provide them with FAQ. This will likely be for guest facilitators or family members.
• Event planners must provide masks for all event attendees.
• Ensure PPE and sanitation supplies are provided (request supplies via the EH&S form).
  
• Ensure ventilation and airflow via doors/windows.
• Encourage social-distancing amongst attendees.
• Implement a contact-tracing program via an attendee guest list or sign-in sheet at check in.
• Follow any 'best practices' mentioned in the CDPH document.

Our college facility managers will also provide support in these areas to ensure event organizers and attendees have everything needed for a safe event.

 

NOTICE: Event Center CLOSURE: The Event Center will be closed for renovations from 11/30/21 - 1/15/22, and reservations will not be accepted for within this time frame. 

 

Here are various resources that may be helpful in seeking services for venue reservations, facilities equipment, event setup, event planning, etc.

 

• Policies/Procedures for guaranteeing a successful event!
  • Reservation Policies
    • NOTE: Reservations for subsequent quarters will not be considered until 6 weeks prior to the start of that quarter (i.e. Winter quarter reservation requests will not be considered until late Fall).
  • Posting and Flyer Placement Policies
  • How to host a ZeroWaste event!
  • Check out more Sustainability Resources and news!
  • For event pricing, see Venue Fees
  • Diagrams/Layouts for Stevenson Event Center
  • See our venue capacity sheet to determine eligible spaces for your event
  • Got an 'after-hours' meeting or event? See our After-hours Venue Use Guide
  • Are you a non-UCSC individual or group interested in using a University facility for your event?
    • Complete a 'Facility Use Permit' application

• Is your event considered a Major Event?
  
  • Read the policy page and understand the rules so you're successful!
• To reserve one of the below venues, submit a Room Reservation Request Form
  • Stevenson Silverman Conference Room
  • Stevenson Senior Commons
  • Stevenson Fireside Lounge
  • Stevenson Event Center
  • Cowell Conference Room
  • Cowell Fireside Lounge
  • Founders Glen
  • Cowell Courtyard
• Can't find a venue at Cowell-Stevenson? Check with our counterparts at the other colleges:
  • Merrill Reservations Info
  • Crown Reservations Info
  • College 9 Reservations Info
  • John R. Lewis College Reservations InfoIf you want to reserve a classroom at any college campus, visit the Registrar's 'Classroom Scheduling' page!
• Feel free to use a post-event cleanup checklist like this one! for Stevenson Event Center
• Are you tabling at Cowell-Stevenson? Be sure to read through our  Tabling Policy

Need presentation tech for a meeting or conference?

• AV/Meeting & Event Tech Request Form
  • Virtual meeting & video conferencing systems
  • Projector & a projector screen
  • HDMI or VGA cable, adapters & dongles
  • Laptop for presenting or playing video
  • Roku Conferencing & Presenting TV
  • Power cables
  • More!

Want to leave feedback about your reservation? Please take less than 5 minutes and do so!

• General feedback for the Reservations Coordinator

We want to about your experience! Client insight is critical to the development of our reservation and event-oversight processes. Follow the link below to complete our post-event client satisfaction survey :

• Post-event Satisfaction Survey

For weekend reservations (after business hours) in either of the below-listed spaces, you must check-out a key in order to access the venue:

• Stevenson Silverman Conference Room [ submit form]
• Stevenson Senior Commons [ submit form]
• Cowell Conference Room [ submit form]
• Cowell Senior Commons [ submit form]