Event Services Office

Our Event Services Office handles reservations for the MSC, Rudder Tower, Rudder Plaza, All Faiths Chapel, and various outdoor spaces.

(979) 845-8904 | [email protected]
Rudder Tower Suite 205

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Make a reservation

Ready to make your reservation? You’ll need a Virtual EMS (Event Management System) account. Click to request yours. After you have your account information, you can log into our Virtual EMS Reservations page to reserve your meeting time and place.

Request an account Login to Virtual EMS

Policies & Procedures

Key deadlines:

*Special events cannot be booked within 10 business days of the event date.

  • 10 Business Days Before Event:
    • Submission of the Food & Beverage Form
    • Submission of the Food Distribution Form to the UCEN office
    • Concessions Permit Form
    • Animals Activity Form
    • External Client Sponsorship Request Form
  • 7 Business Days Before Event:
    • Payment Deadline for External Client
    • Approval to Charge Form
    • Get Involved Risk Assessment
  • 3 Business Days Before Event:
    • Submission of Digital Signage, Banners, and Promotional Requests
    • Signed Event Confirmation
  • Weekend Events:
    • All required paperwork must be approved by 12:00 PM on the Friday before your event.

External Client Sponsorship Request Process

Begin by reading our Fronting Policy by clicking here.

External Request Form

University Center & Special Events provides external clients the opportunity to host events at our facilities through a formal sponsorship process.  Prior to submitting a request for use of our space, the external client must secure sponsorship from a recognized Texas A&M student organization, a Texas A&M University academic or administrative unit, or from an A&M System member.  The external client sponsorship request form must be completed and submitted to UCEN no less than fourteen (14) days prior to the event date. Complex events (conferences, large gatherings, significant security required, etc.) may require more notice.

Sponsorship of external clients requires the student organization or unit be in attendance at the event.  Additionally, the sponsoring unit or group understands they assume responsibility for any unpaid costs or property damage associated with the event.

Securing a sponsor does not guarantee the request will be approved by UCEN. Other factors to be considered are the availability of space, weather, and proximity to finals and holiday breaks.  The UCEN External Client Review Committee will review all requests within five (5) working days after receipt and provide the requestor with a response.  Events requiring significant security resources may require a longer review process.

Additional information may be required in the review process of your request.

  • Texas A&M System Affiliates may be located by visiting the Texas A&M System website at: https://www.tamus.edu/
  • Secure Proper Licensing
    • Showing copyrighted films without proper licensing is prohibited under federal law.
  • How to Get a License
    • Licenses must be obtained through SWANK Motion Pictures or other approved distributors. Personal streaming accounts (like Aggie Cinema on campus, Kanopy, Netflix, Hulu, Disney+, etc.) cannot be used for public screenings.
  • Submit Proof of Licensing
    • Proof of licensing must be provided to your assigned Event Manager or the Event Services Office before your event can be approved.

Food & beverages will not be allowed without proper prior approval.

All food served at on-campus events must be approved in advance using the appropriate forms:

  • For events in UCEN facilities and outdoor spaces, submit the Food & Beverage Form to Event Services at least 10 business days prior to your event.
  • If you are using an outside caterer or distributing commercially prepared food for an event, the Food Distribution Form must be shared with your Event Manager for them to work through the Environmental Health & Safety process at least 10 business days in advance.

Potlucks and homemade food are not permitted. 

You’ll be required to provide:

  • Caterer’s contact information
  • A detailed menu of food and beverages
  • The method of service (buffet-style, plated, boxed, or self-serve)

All food must be kept safe and served within four hours of delivery/pickup. Additionally, tables used for meals must be covered with linens; otherwise, a $25 per-table cleaning fee may apply.

All events must strictly follow occupancy limits to ensure safety and compliance with fire and building codes. These limits vary by room and set-up type and are outlined in the reservation guidelines. For further room-specific information, please contact the Event Services office.

If your event includes activities beyond a standard meeting, such as performances, exhibitions, or the use of specialized equipment, you must discuss a detailed plan prior to your event date with the Event Services office. This plan should include:

  • A description of the activity/ activities
  • Equipment or materials to be used
  • Setup and teardown needs
  • Expected sound levels
  • # of performers/ participants

This information allows UCEN staff to evaluate safety considerations, coordinate appropriate resources, and provide any necessary support.

Failure to provide this information in advance may lead to required event modifications or cancellation to ensure the safety and proper operation of UCEN facilities.

  • Plan for Load-In and Load-Out:
    • Be sure to allocate adequate time for both load-in and load-out when finalizing your event schedule. All setup & teardown time is included in the room booking time. 
  • Consider Equipment and Space:
    • The more equipment you bring in, the less usable space you’ll have for guests and activities. Carefully plan your layout with your Event Manager to maintain a comfortable and functional setup.
  • Food and Room Layout:
    • Food options may be limited based on the room size and event layout you select. Certain types of food may not be approved if they do not align with the room’s setup, capacity, or intended use. For example, serving items like traditional dips may not be permitted in a lecture-style setting due to potential mess and space limitations.
    • Be sure to confirm food compatibility with your Event Manager during the planning process.
    • Resetting of event space furniture/equipment is not permitted. If room adjustments are needed, please reach out to your Event Manager or the Event Services office.
  • Student Organization Requirements:
    • If you are an officer of a student organization, keep your advisor informed throughout the planning process. Advisors are required for certain aspects of event approval or coordination.
    • Advisors are not permitted to be the primary planner or contact for a student organization event(s).

Banquet Rounds

Circular tables, each surrounded by eight chairs

Workshop

Rectangular tables arranged in rows with seating facing a central presentation point

Lecture

Chairs arranged in rows divided down the middle or in sections to create aisles. Seating faces a central presentation point.

Board Table

Large rectangular table with seating around outer edges.

U-Shape

Rectangular tables arranged in the shape of a “U”, facing a central presentation point. Seating is arranged around outer border of “U”.

Hollow Square

Rectangular tables arranged in the shape of a square or rectangle, with hollow/open spacing in center. Seating is arranged around outer border.

Web requests for recognized student organizations’ weekly and bi-weekly meetings, informationals, and interviews taking place will be accepted on the following dates:

Fall Semester Requests

Fall Semester Requests begin at 12 p.m. on the third Monday of April, or

Paper reservation requests will be accepted beginning 8 a.m. the next day, or

Spring Semester Requests

Spring Semester Requests begin at 12 p.m. on the second Monday of November, or

Paper reservation requests will be accepted beginning 8 a.m. the next day, or

Weekly organizational meetings occur at the following times in the MSC, All Faiths Chapel, and Rudder Tower.

  • 5:30pm – 6:30pm
  • 7:00pm – 8:00pm
  • 8:30pm – 9:30pm
  • 10:00pm – 11:00pm

Special events involve a more extensive setup and are often larger in scale compared to standard meetings. While standard meetings typically last one to two hours, special events necessitate additional planning, risk management, and support from the university. To ensure that our event managers can provide the necessary assistance, please schedule your special events at least 20 business days in advance.

Special events may include attendees from outside your organization, a guest lecturer or keynote speaker, or a banquet, dance, reception, or other large event.

make A special event request

Ready to make your special event request? Contact our Event Services team!

Call us: (979) 845-8904
Email us: [email protected]

In the event a student organization forgets to cancel or doesn’t show up to their regularly scheduled meeting, UCEN utilizes a three-strike policy:

  • 1st Incident: Warning issued.
  • 2nd Incident: Official warning notification sent to the event contact, and student organization president, and the advisor.
  • 3rd Incident: Remaining reservations will be canceled, and no further bookings allowed for that academic semester.

Promotional tabling is available for recognized student organizations, on-campus departments, and external clients with a sponsor (see external client sponsorship process).

Tabling locations:

  • 12th Man Hall, MSC
  • Rudder Plaza
  • Koldus Plaza
  • Academic Plaza – West
  • Sbisa Plaza

For more info and to request your promotional table, please see resource table guidelines.

TABLING Request Form