T-RES Status Definitions

This section explains the meaning of each status used in T-RES to track event reservations and requests. Understanding these definitions helps event hosts, venue managers, and support staff monitor reservation progress, confirm approvals, manage resources, and ensure accurate scheduling throughout the event planning process.

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Admin Closure

• Reservation closed by administrative decision due to operational needs, maintenance or custodial issues, UC San Diego holidays, or unforeseen circumstances.
• Status applied by venue management, room is not available during that time. Only available to Venue Managers to add to EMS.
• This status secures the venue exclusively; no other reservations can be made for the same time.
• Inventory is committed for resources assigned to this booking. 

Awaiting Resource Confirmation

• Reservation pending confirmation of required internal or external resources (e.g., staffing, equipment).
• Event details are on hold until assigned departments verify resource availability.
• Indicates the booking is contingent on confirmation of requested support services.
• The venue remains open for other bookings on the specified date and time.
• Inventory is committed for resources assigned to this booking. 

Canceled

• Reservation withdrawn by the customer or by mutual agreement, with no applicable charges.
• Reservation withdrawn by the venue because event deadlines or requirements were not met.
• Status applied when the booking is fully released. This booking is no longer active in the system. The venue remains open for other bookings on the specified date and time.
• Inventory is not committed for resources assigned to this booking. 

Canceled with Charges

• Reservation withdrawn by customer after the cancellation deadline, resulting in applicable fees.
• Reservation removed by venue because event deadlines or requirements were not met with charges assessed per policy.
• Event canceled with partial or full charges applied for costs already incurred or unavoidable.
• Status applied when the booking is fully released.This booking is no longer active in the system. The venue remains open for other bookings on the specified date and time.
• Inventory is not committed for resources assigned to this booking. 

Confirmed

• Reservation has met all requirements. All approvals are complete.
• Final authorization granted; reservation is ready for execution as planned.
• This status secures the venue exclusively; no other reservations can be made for the same time
• Inventory is committed for resources assigned to this booking. 

Confirmed - ICA (Intercollegiate Athletics)

• Reservation has met all requirements. All approvals are complete.
• Final authorization granted; reservation is ready for execution as planned.
• Approved reservation for an Intercollegiate Athletics program or activity.
• Exclusively for ICA-related use.
• This status secures the venue exclusively; no other reservations can be made for the same time.
• Inventory is committed for resources assigned to this booking. 

Confirmed - Rec (Recreation)

• Reservation has met all requirements. All approvals are complete.
• Final authorization granted; reservation is ready for execution as planned.
• Approved reservation for a Recreation program or activity.
• Exclusively for Recreation-related use.
• This status secures the venue exclusively; no other reservations can be made for the same time.
• Inventory is committed for resources assigned to this booking. 

Confirmed - Shared

• Reservation has met all requirements. All approvals are complete.
• Final authorization granted; reservation is ready for execution as planned.
• Space reservation confirmed with multiple events or groups scheduled concurrently with other users in the same venue.
• Inventory is committed for resources assigned to this booking. 

Contracted

• Reservation has met all requirements. All approvals are complete.
• Final authorization granted; reservation is ready for execution as planned.
• Reservation secured by a signed contract and, if applicable, deposit payment.
• Indicates formal agreement has been executed between venue and client.
• This status secures the venue exclusively; no other reservations can be made for the same time.
• Inventory is committed for resources assigned to this booking. 

Denied

• Reservation request declined due to policy, availability, or operational constraints.
• Status indicates booking cannot proceed and is not in the schedule.
• Customer never provided a reservation holding space.
• No reservation has been secured; the venue remains open for other bookings on the specified date and time.
• Inventory is not committed for resources assigned to this booking. 

Estimate Only

• Status applied when providing a non-binding cost estimate without securing the venue. Indicates pricing information only—no space held.
• Used to communicate projected costs prior to reservation commitment.
• No reservation has been secured; the venue remains open for other bookings on the specified date and time.
• Inventory is not committed for resources assigned to this booking. 

General Inquiry

• Initial customer submission received through Guest Request Form; review pending.
• Status applied upon receipt of new inquiry.
• The venue has the request and will contact customer with an updated status.
• No reservation has been secured; as no venue was requested directly in the system.
• Inventory is not committed for resources assigned to this booking. 

Info Only

• Entry for informational purposes only; no reservation or space held.
• Used to document details without operational commitments.
• Status denotes a non-scheduling record for reference or to provide notices - never used by a venue for booking purposes.
• The venue remains open for other bookings on the specified date and time.
• Inventory is not committed for resources assigned to this booking. 

In Planning

• Planning phase — Status applied while client and venue coordinate logistics prior to confirmation; reservation not yet finalized. 
• Reservation is provisionally held pending fulfillment of requirements.
• Space is on hold but not yet guaranteed; subject to release if requirements are unmet. 
• This status secures the venue exclusively; no other reservations can be made for the same time. 
• Inventory is not committed for resources assigned to this booking. 

In Progress

• Planning phase — Status applied while client and venue coordinate logistics prior to confirmation; reservation not yet finalized. 
• Reservation is provisionally held pending fulfillment of requirements.
• Space is on hold but not yet guaranteed; subject to release if requirements are unmet. 
• The venue remains open for other bookings on the specified date and time in the event that this reservation is canceled.
• Inventory is committed for resources assigned to this booking. 

No Show

• Scheduled event did not occur without prior notice.
• Status applied when a client fails to use reserved space at scheduled time.
• No attendance recorded; may result in fees per policy.
• The venue remains open for other bookings on the specified date and time.
• Inventory is not committed for resources assigned to this booking. 

Pending Response

• Awaiting client reply to request for information.Follow-up sent; no customer action yet received.
• Status indicates the booking cannot proceed until customer responds.
• No reservation has been secured; the venue remains open for other bookings on the specified date and time.
• Inventory is committed for resources assigned to this booking. 

Requested

• Initial customer submission received; review pending.
• Status applied upon receipt of new reservation inquiry.
• The venue has the request and will contact customer with an updated status.
• No reservation has been secured; the venue remains open for other bookings on the specified date and time.
• Inventory is not committed for resources assigned to this booking. 

Resource Requested

• Client has requested specific resources pending approval and scheduling.
• Status indicates resource needs identified but not yet confirmed.
• Awaiting internal department approval for requested resources.
• Not used by venues for event reservations.
• Inventory is not committed for resources assigned to this booking. 

Resource Returned

• Assigned resources have been returned or released to inventory.
• Status denotes completion of resource usage. Indicates resource has been checked back in and is available for reassignment.
• Not used by venues for event reservations.
• Inventory is not committed for resources assigned to this booking. 

Resource Granted

• Requested resource has been approved and assigned.
• Status confirms resource availability for scheduled use. Indicates that the requested item/service is secured for event.
• Not used by venues for event reservations.
• Inventory is committed for resources assigned to this booking. 

Tentative

• Reservation is provisionally held pending fulfillment of requirements.
• Space is on hold but not yet guaranteed; subject to release if requirements are unmet. 
• This status secures the venue exclusively; no other reservations can be made for the same time
• Inventory is committed for resources assigned to this booking. 

Venue Setup and Teardown

• Status used to schedule time for setup or breakdown of event.
• Operational block in calendar for pre- and post-event activities. Time allocation for venue preparation and post-event restoration.
• This booking secures the venue exclusively; no other reservations can be made for the same time.
• Inventory is committed for resources assigned to this booking. 

Web Conflict

• Online reservation request conflicts with existing reservation 
• Web submission overlaps with confirmed reservation—requires resolution.
• No reservation has been secured.
• Inventory is not committed for resources assigned to this booking.