Reservation Instructions

Getting Set Up

  • In order to gain access to reserve a room, you must complete the New User Form. This only has to be done one time. Registered Student Organizations should contact the SOAR Office for reservation requests. 

  • You will be notified via email when you have access to the Reservations site.

Making Reservations

Approved to make reservations? Visit the Bay Tree Conference Reservation site to start reserving:

Conference Center Reservation site

  1. Make sure that you have access to and are currently on the Bay Tree Conference Center Reservation site.

    • The Reservation site includes forms next to each calendar and on the homepage where you are able to submit reservation requests.

  2. Make sure to check the calendar schedule of the room(s) you are trying to reserve. You will receive an error message and your reservation will be rejected if you attempt to reserve a room over an existing reservation.

  3. View the Conference Rooms section of this site to see pictures and important details about each room.

  4. Take note of the room, date, and time you would like to reserve and fill out one of the "Room Reservation" forms found in the Reservation site.

    • If you have a single room request, use the "BTCC Room Reservation" form. 
  5. Completely fill in the reservation form including the organization title of the group you're reserving for and the meeting duration.

    • A FOAPAL is required, even if no charges are due.

    • 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.

  6. When you complete the form, click submit. You will receive a confirmation email if your reservations are approved. You should now be able to see your event in the calendar for the room you reserved.

    • Rooms may be reserved a maximum of 90 days in advance and up to the last minute.

    • The owner of a meeting may EDIT the reservation at any time leading up to the reservation.
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 "Cancellation" form.

Additional Information

  • Conference Rooms are located on the third floor of the 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.

  • All reservations are tentative until approved by Bay Tree Conference Center Staff.

  • Bay Tree Conference Center Staff 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. Email BTconference@ucsc.edu if you are locked out.

  • If you have reserved media equipment for use during non business hours, you must sign out media keys at the Disability Resource Center front desk during business hours (8 AM - 5 PM, Monday through Friday).

  • Media keys must be returned to the media key drop box across from the Cervantes and Velasquez Conference room.

  • Contact BTconference@ucsc.edu for assistance.

Also see Conference Center Policies and Procedures.