Our Event Services team handles reservations for the MSC, Rudder Tower, and All Faiths Chapel.
Call us: (979) 845-8904
Email us: [email protected]
Find us: 205 Rudder Tower
Semester-based or recurring meetings
Student Semester templates for web requests for weekly and bi-weekly meetings, informationals, and interviews taking place will be accepted beginning 12:00pm on the following dates:
- Fall Semester Requests begin the 3rd Monday of April
- Spring Semester Requests begin the 2nd Monday of November
- Paper reservation requests will be accepted beginning 8:00am the following Tuesday (3rd Tuesday of April and 2nd Tuesday of November).
Weekly organizational meetings occur in 60 minute blocks 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
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.
Special Events
Special events must include attendees outside of your organization and one of the following criteria to be eligible for early reservations:
- You are inviting a guest lecturer or keynote speaker
- You are planning a banquet, dance, reception, conference, or other large event
University Center & Special Events is currently taking special event requests occurring now through May 31. Special event requests occurring after May 31 will be accepted beginning April 1.
External Clients
External Client Sponsorship Request Process
Begin by reading our Fronting Policy by clicking here.
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.
*All TAMU recognized student organizations can be found at the following website: https://stuactonline.tamu.edu/app/organization
*Texas A&M System Affiliates may be located by visiting the Texas A&M System website at: https://www.tamus.edu/
Room Setups
We offer a variety of room setups to accommodate your next event:
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.
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]
Tabling
Promotional tabling is available for recognized student organizations and on-campus departments.
Tabling locations:
- 12th Man Hall, MSC
- Rudder Plaza
- Koldus Plaza
For more info and to request your promotional table, please see resource table guidelines.
Contact us by phone or email if you have questions.
Call us: (979) 845-8904
Email us: [email protected]
Guidelines and Forms
UCEN facilities are guided by the following:
- Food Guidelines — Governs the distribution and serving of food at events.
- Food and Beverage Information Form — Submit this form to UC Hospitality and Event Services if you would like to use a non-TAMU food vendor.
- Food Distribution Using Caterers Form — Use if food will be provided by non-TAMU vendor (events where caterer will be on-site or where the food is being picked up prior to the event).
- Food Distribution Form — Use if preparation and cooking of food will be done on-site.
- Food Safety and Sanitation — Standard Administrative Procedure Statement.
- Concessions Rules — University Rule governing the distribution of advertising, promotional and informational materials, sales of merchandise, and collection of donated goods
- Concessions Form
- Freedom of Expression Guidelines — See Student Rule Appendix XI. To reserve expressive activity areas, call 979-845-8905.
- Animal Activities Form – Bringing animals to campus.
- External Client Sponsorship Request Form – Host an event on campus.
- Fronting Policy– How student organizations can host events with external groups.
For questions or help clarifying any of the above, contact Event Services at 979-845-8904.
