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Reserve Space

Student working at computer

Who May Reserve Space

The conference room, Couchroom, and Ballroom at the Asian American Activities Center (A³C) may be reserved by registered Voluntary Student Organizations (VSOs). Priority is given to groups that affiliate themselves with the Asian American Activities Center by attending the quarterly API Leadership Retreats and also are active subscribers to apileaders@lists.stanford.edu.

Groups using the facilities must be registered as a student organization with the Student Activities and Leadership Office (SAL).

How Much Time You May Reserve

Each group can have up to two hours of reserved space per week in either the Couchroom, Conference Room or Ballroom. One-time events are not included into this two hour period.

How to Apply for Space

One Time Use Reservations (The Ballroom)

Reservations for the ballroom are handled by A³C and Tresidder Meeting Services, depending on what time you want to reserve the space.

One Time Use Reservations (Couchroom, Conference Room)

  • To reserve space, please fill out the One Time Use Reservation Form at least 10 days prior to the date of your event.
  • Submitting this form does not guarantee use of the space.
  • You will be sent a reply email with either a confirmation or denial use of the space within seven days of your request.

Weekly Meeting Reservations (Ballroom, Couchroom, Conference Room)

Registered student organizations affiliated with the center will have the opportunity to request a Weekly Facility Reservation for the entire academic year (based on availability).  The reservation process will proceed as follows:

  • Friday, September 1 at noon: Weekly meeting reservations form opens.
  • Friday, September 15 at 5PM: Weekly meeting reservation form closes.  All requests must be submitted before this deadline.
  • Saturday, September 30: Prior to this date, student organizations who submitted a request on time will be contacted with a confirmation.  Weekly reservations will begin on this date.

Please submit your request through the Weekly Meeting Reservation Form.  If you would like to request a facility before Saturday, September 30, please submit a One-Time Reservation Request.

Priority is given to groups that regularly attend the quarterly A³C Leadership Retreats. To confirm a group's priority status, please contact our Facilities Coordinator.

Rooms at a Glance

Criteria Conference Room Couchroom Ballroom
Capacity 20-30 30-40 270
Location Old Union Clubhouse, 1st Floor Old Union Clubhouse, 2nd Floor (main area of A³C) Old Union Clubhouse, 1st floor
Available Hours

Monday–Friday

10 am–midnight

Every day

6 pm–midnight

Monday–Thursday

6 pm–midnight

(May be available at other times—contact Tresidder Meeting Services for details)

Details
  • Conference set-up (large table surrounded with 20 chairs)
  • Built-in whiteboard
  • Counter for serving food
  • 7 couches
  • 24 stackable chairs
  • TV
  • VCR
  • DVD player
  • Stereo
  • Charging Station
  • White board
  • Conference table
  • Mobile Phone Charging Station

See photos and more details about the rooms.