The UCLA Events Office schedules GA classrooms for non-academic events and activities. Due to shared use by the University registrar for academic classes, GA classroom requests are generally accepted only one academic quarter in advance. For events occurring outside of the weeks of regular instruction (e.g. spring break), requests may be submitted up to 6 months in advance. Event organizers should review the following guidelines before submitting a scheduling request:

• Advance Notice: Scheduling requests must be submitted through our classroom request form a minimum of 5 business days in advance of the scheduled date. Requests submitted with less than 5 business days' notice cannot be accommodated.
• Reserveable Times: Weekday reservations must begin on the hour and end 10 minutes before the end of the hour. Standard reservations are limited to a maximum duration of 1 hour and 50 minutes (e.g. 6pm - 7:50pm).
  • Subject to availability, requests for longer reservation periods may be accommodated beginning in Week 3 of the academic quarter.
• Daytime scheduling: The UCLA Events Office must wait until the academic schedule has been finalized before scheduling weekday events occurring before 6pm in the GA classrooms. The academic schedule is typically finalized during Week 3 of each quarter. Daytime requests will not be accepted prior to this date.
  • Because GA classrooms are primarily used for academic purposes on weekdays, daytime availability is limited. Requests for extended weekday reservations of 3 or more hours are rarely able to be accommodated.
• Weekend reservations: Weekend reservations require an FSR with Facilities Management to unlock the reserved rooms. Please refer to the Facilities Management website for current rates: facilities.ucla.edu/custodial-services.
• Audio Visual Services: Extracurricular events must submit an AV order through Audio Visual Services to request AV activation to use the projector systems. Please refer to the Audio Visual Services website for current rates: https://dts.ucla.edu/avs/equipment.
• Food and beverages: Food and drinks, with the exception of water, are prohibited in GA classrooms and hallways. Event organizers who plan to serve food or beverages must submit an outdoor scheduling request so that we can check for nearby outdoor availability.
• HVAC: As part of the Smart HVAC Program, the University turns off the HVAC (AC and ventilation) in several classrooms during weekends. If an event is scheduled in a room affected by this program, the requestor must submit an HVAC exception request to the Energy Services team to have HVAC service activated for the event. Any applicable costs will be facilitated through Facilities Management via FSR.
  • If budget is a concern, please let us know so that we can prioritize scheduling in rooms that don’t require an HVAC exception request.
• Amplified Sound: Events with amplified sound can be scheduled no earlier than 7pm. All sound must be kept to a reasonable level so that it is not heard outside of your scheduled room.
• Reservation Fees: A reservation fee is required for reservations involving 10+ room usages. Please refer to the applicable rate sheet on page 8 for the fee structure and refund guidelines.
• Request to reschedule: As a courtesy, each event will be allowed one free rescheduling occurrence. If the event must be rescheduled more than once, the original date reservation fee will be refunded per refund schedule (pg 9) and a new reservation fee will apply to the event hold dates.

Scheduling requests for GA classrooms are processed according to the following procedure:

1. A full-time staff or faculty member must submit a classroom scheduling request through our classroom request form at least 5 business days in advance.
   • The requestor must be registered in Events Online as an event organizer before submitting the request. Individuals who are not yet registered may submit an EOL Account Request Form.
2. Upon receipt, a scheduler will review the request and assess room availability.
   • Building preferences will be considered when possible; however, availability is not guaranteed. If a room in the preferred building is unavailable, the Events Office will provide the closest available alternative.
3. The requestor will receive an email confirmation identifying the reserved room and any applicable next steps.
   • The following requirements apply to reservations involving 10 or more room usages and/or an outdoor reservation:
     • The Events Office will request and confirm the requestor's FAU for the applicable reservation fee.
     • The Events Office will provide a reservation agreement form through DocuSign for signature. The agreement will outline the reservation details and associated reservation fee.
4. Once the reservation has been confirmed, the requestor will receive an EOL for the event through Events Online.

The UCLA Events Office accepts outdoor scheduling requests up to one year in advance and no later than 3 weeks before the requested event date.

Outdoor reservations are subject to the following requirements and fees:

• Reservation Fee: A reservation fee of $80 per day, per location applies to outdoor reservations.
• Event Manager Requirement: Events Office event manager oversight is required for all activities in outdoor spaces scheduled through the Events Office. The event manager will assist with event coordination and the placement of service and equipment orders.
  • Event manager services are billed separately at a rate of $80 per hour.
  • For additional information regarding costs associated with hosting an outdoor event through the Events Office, please refer to our Departmental Outdoor Cost Guide.
• Request to reschedule: As a courtesy, each event will be allowed one free rescheduling occurrence. If the event must be rescheduled more than once, the original date reservation fee will be refunded per the refund schedule (pg 8) and a new reservation fee will apply to the event hold dates.

The Events Office works closely with campus partners, including the campus Fire Marshal, to support safe and successful events. Capacity limitations and scheduling restrictions will vary by location. Your event details will be carefully reviewed to determine the most appropriate location for the requested activity.

While the Events Office will make reasonable efforts to accommodate the requestor's preferred venue, the requested location cannot be guaranteed and may not be appropriate for the proposed event.

Outdoor scheduling requests are processed according to the following procedure:

1. A full-time staff or faculty member must submit their request to our Outdoor Venue Request Form at least 3 weeks in advance.
   • Requests submitted with less than 3 weeks' notice cannot be accommodated.
   • The requestor must be registered in Events Online as an event organizer before submitting the request. Individuals who are not yet registered may submit an EOL Account Request Form.
2. Upon receipt, a scheduler will review the event details and assess availability to determine an appropriate location.
   • If the submission does not contain sufficient information, the Events Office will contact the requestor for additional details before availability can be assessed.To avoid scheduling delays, please ensure you provide a detailed description of your event activities and set-up.
   • The Events Office will make reasonable efforts to accommodate the requestor's preferred location. If the requested location is unavailable or otherwise not feasible, the Events Office will provide alternative dates and/or locations.
3. If the requested date, time, and location are available, the Events Office will provide a reservation agreement form through DocuSign for signature. The agreement will outline the reservation details and associated scheduling fee.
   • If the requested date, time, or location is unavailable, the Events Office will provide alternative dates and/or locations.
   • Once an acceptable date, time, and location have been identified, the requestor must complete the provided reservation agreement via Docusign to proceed.
4. Once the reservation agreement has been signed, the Principal Event Manager will assign an Event Manager to the event. In the meantime, the Scheduler will prepare and send the event organizer the EOL for their event. 

• No charge for 9 or less usage of rooms 
• $80.00 for 10-15 room usage     
• $160.00 for 16-20 room usage  
• $240.00 for 21-25 room usage  
• $320.00 for 26-30 room usage  
• $400.00 for 31-35 room usage  
• $480.00 for 36-40 room usage  
• $560.00 for 41-45 room usage  
• $640.00 for 46-100 room usage  
• $960.00 for 101-200 room usage  
• $1,200.00 for 201-300 room usage  
• An Estimate will be provided per request for more than 301 room usage. 

This rate does not include fees associated with weekend room openings and other services.

$80 per location, per day

• If the event hold is cancelled more than 3 months prior to the first event hold date, the Events Office will withhold 50% of the reservation fee or $1,000 – whichever is less.  
• If the event hold is cancelled 1-3 months prior to the first event hold date, the Events Office will withhold 75% of the reservation fee (i.e. 25% of fee returned to customer). 
• If the event hold is cancelled less than 1 month prior to the first event hold date the reservation fee is non-refundable.

• If the event hold is cancelled more than six months prior to the first event hold date, the Events Office will withhold 50% of the reservation fee or $1,000 – whichever is less.   
• If the event hold is cancelled 3-6 months prior to the first event hold date, the Events Office will withhold 75% of the reservation fee (i.e. 25% of fee returned to customer).
• If the event hold is cancelled less than 3 months prior to the first event hold date the reservation fee is non refundable.