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Reserving a Facility

Note: If you are reserving a facility/room with associated entertainment/food expenses to be claimed by the university, refer to Hosting A Conference for instructions.

The information below pertains to facility/room rentals where no entertainment charges will be expensed. These situations may include:

• booth rental at a fair
• theatre rental for a presentation
• room off-campus for a meeting
• on-campus room for a department presentation

If reserving a facility not associated with UCD, a Requisition (PR) should be completed. Any agreement documentation should be sent to Purchasing for review. The two commodity codes most frequently used on the PR are:

• 08152 - Rental, Meeting Space/Room; Agreement To Purchasing
• 08152-NTX - Rental, Meeting Space/Room, No Tax; Agreement To Purchasing

Purchasing will complete a Purchase Order (PO); the department will need to create a DaFIS Vendor Invoice (VI) against the PO to pay the vendor.

UCD facility/room rentals are generally coordinated through Campus Events & Visitor Services (CEVS). In most cases, these room charges will be processed by CEVS on an Interdepartmental Bill document.