Schedule A Space

The Tier System for reservations, effective from May 31, 2025, to July 31, 2026, categorizes bookings into five tiers:

Tier 1 – Campus-Wide Priority Events

Definition: Large conferences, seminars, banquets, or socials for the entire TAMU-CC community. Includes admittance of members/attendees outside of the hosting organization/department, recur annually on or near the same time each year. Is a booking of over 5 hours (full day reservation).

• Submissions accepted: March 31, 2025 - July 31, 2026
• Examples: Islander Lights, Islanders Beach Bash, Endowed Scholarship Banquet, Hooding Ceremonies

Tier 2 – Special Events, Departmental Student Organizations 

Definition: Departmental student organizations may request reservations for: large conferences, seminars, banquets, or socials. Includes admittance of members/attendees outside of the hosting organization, recur annually or bi-annually. Is a booking of over 5 hours (full day reservation). Does not occur monthly or weekly.

• Submissions accepted: April 7, 2025 - July 31, 2026
• Examples: CAB Build-A-Buddy, Party House, Late Night Lotería

Tier 3 – Special Events, Student Organizations 

Definition: Student organizations may request reservations for: large conferences, seminars, banquets, or socials. Includes admittance of members/attendees outside of the hosting organization, recur annually or bi-annually. Is a booking of over 5 hours (full day reservation). Does not occur monthly or weekly.

• Submissions accepted: April 7, 2025 - July 31, 2026
• Examples: Dussehra Mahotsav, Diwali, Met Gala

Tier 4 – Special Events, University Departments

Definition: University departments may request reservations for: large conferences, seminars, banquets, or socials. Includes admittance of members/attendees outside of the hosting organization, recur annually or bi-annually. Is a booking of over 5 hours (full day reservation). Does not occur monthly or weekly.

• Submissions accepted: April 21, 2025 - July 31, 2026
• Examples: Poverty Simulation, Flu Shot Clinics, Bystander Intervention Training

Tier 5 – General Meetings, All Student Organizations

Definition:Student organizations may request reservations for: recurring weekly or bi-weekly meetings, monthly meetings, interviews, and are closed to members outside of the hosting student group. The room set is a lecture, boardroom, or classroom style seating arrangement and a half day booking (under 5 hours).

• Submissions accepted: April 28, 2025 - July 31, 2026
• Examples: Queen Beauty Club Meeting, Interest Meetings, CAB General Meeting, Chapter Meetings, Council Meetings, Board Meetings, etc.

Tier 6 – General Meetings, Faculty/Staff 

Definition: Faculty, staff, departments, colleges, etc may request meeting reservations for: recurring weekly or bi-weekly meetings, monthly meetings, interviews, and are closed to members outside of the hosting student group. The room set is a lecture, boardroom, or classroom style seating arrangement and a half day booking (under 5 hours).

• Submissions accepted: April 30, 2025 - July 31, 2026
• Examples: All general meetings, interviews, council meetings, etc.

Tier 7 – External Client Events or Meetings

Definition: Large external conferences, seminars, banquets, meetings, or socials. Includes admittance of members/ attendees outside and inside of TAMU-CC and hosted by an external organization only. Includes for profit and non-profit external organizations.

• Submissions accepted: May 5, 2025 - July 31, 2026
• For all external event requests, please click here.

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 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