Bay Tree Conference Center Reservation Instructions

Getting Set Up:

  • To request a reservation, you must print out and complete this New User Form (Adobe PDF) and FAX or mail it to the Career Center. This only has to be done one time.
  • You will be notified via email when your New User Form and Agreement have been approved.
  • Students may NOT make reservations themselves. Only UCSC staff and faculty may make reservations. Student groups must be sponsored by a registered unit.
  • Once your access has been approved, you may log in to the web site and make your reservations.

Making Reservations:

  • Log into the system by clicking the Login button on the calendar.
  • If your login is successful, you will see a confirmation message. Click the link in the message to return to the calendar.
  • Click on a date to review the current schedule for that day.
  • Click a room name to see pictures and important details about the room.
  • To schedule a reservation, click a start time in the column for the desired room.
  • Completely fill in the reservation form including a meeting title and the meeting duration.
  • A FOAPAL is required, even if no charges are due. You may click the button to use your default on file with us.
  • Registered student organizations may claim exemption from room charges. This exemption does not apply to media fees. All fees will be charged for NO-SHOWS.
  • Complete media rental information if applicable.
  • Click the Save button to submit your reservation (there is no Save button if you are not logged in).
  • Rooms may be reserved a maximum of 90 days in advance.
  • Rooms may be reserved up to the last minute.
  • Room reservations may NOT be cancelled less than seven days before the reservation date. If a reservation is not cancelled, all room and media charges will apply. To cancel a reservation, use the DELETE button.
  • The owner of a meeting may EDIT the reservation at any time up to the reservation.

Additional Information:

  • Conference Rooms are located on the third floor of the new Bay Tree Building. The entrance door is located closest to the parking lot and rooms can NOT be accessed through the bookstore. Please inform all attendees how to find the rooms.
  • Rooms may be reserved a maximum of 90 days in advance.
  • All reservations are tentative until approved by the Career Center.
  • The Career Center will review and approve reservations within one business day.
  • Confirmation of your reservation will be sent via email.
  • Rooms will be unlocked by the custodial staff. Call 459-4444 or 459-4861 if you are locked out and the Career Center is closed.
  • If you have reserved media equipment for use during non business hours, you must sign out media keys at the Career Center during business hours.
  • Career Center business hours are 8 AM - 5 PM, Monday through Friday.
  • Contact BTconference@ucsc.edu or 459-1534 for assistance.
  • Also see Conference Center policies and procedures.

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Rev 3/2013