ARC Conference Center: Facility Use Guidelines

Facility Use Guidelines

Please contact the ARC Event Venue Managers at 530-754-2171 or at arcreservations@ucdavis.edu to discuss your upcoming event, to receive more information about the facility, including the facility rates and charges, or to discuss in further detail the facility guidelines outlined below.

 

Building Hours

The ARC Conference Center is available for reservations and pre-arranged tours throughout the year. The facility operates based on the standard University Master Calendar. Some restrictions may apply depending on the type of event and the staffing necessary for the event.

 

Event Reservations

All event reservations for the ARC Conference Center must be made through Conference & Event Services (CES). The ARC Event Venue Managers do not oversee the CES website or the event reservation form.  All questions regarding the event reservation form should be directed to ues@ucdavis.edu for university related organizations or events@ucdavis.edu for non-university organizations.  Please see below for more information on the ARC Conference Center guidelines on reservation parameters and event reservation times.

  • Reservation Parameters
  • Groups or organizations looking to reserve the ARC Conference Center must follow the reservation scheduling parameters listed below.

    13 months prior to the event date = Reservation window opens for events
  • Student Organization Reservation Parameters
  • Registered Student Organization Meeting Requests for the following quarter may be reserved the last day of instruction of the current quarter. Fall Quarter requests are accepted the first day of Fall Quarter. Meeting Requests must be submitted at least two weekdays in advance to ensure enough time for the approval process.

    All Registered Student Organizations are given four hours of free meeting time each week. Rooms that are used for the four free hours will be available in standard setup only.

    Registered Student Organizations Special Event Requests may be made for Fall Quarter of the next academic year as soon as the student organization is registered and an agency account is activated. Special Events in our space must be submitted at lease one month in advance.

    For more information on Student Reservation Parameters, including information on Major Event Reservations, click here.
  • Event Reservation Time
  • When making an event reservation, Clients are asked to keep in mind that facility access and use must occur within the allotted Client access time(s). Client access time(s) must include the Client's day of event preparation, including but not limited to: catering prep, decoration set up, and/or rehearsal time as well as the Client's event take down, including but not limited to: removal of decorations, equipment, catering clean up, and other items. Clients must host and be in attendance for the duration of the Client access time(s).

    Once a reservation has been made at the ARC Conference Center, Clients are asked to check their reservations and additional permits to ensure that their Client access time(s) are correct. If changes to the Client access time(s) need to be made prior to the event, the Client may make these changes through Conference and Event Services Request to Alter Existing Reservation form.

 

Facility Rates and Charges

Estimated fees are based on information provided by the Client regarding event type, specific Client access time(s), labor requirements and equipment requested. Please see below for more information on the ARC Conference Center guidelines on facility rates and charges.

  • Minimum Client Access Time(s)
  • The ARC Conference Center rates are based on a minimum Client access time(s) for each space within the facility as listed below. If the reservation is under the minimum Client access time(s), the minimum reservation fee will still be charged. Furthermore, reservations are calculated hourly and will be rounded up during billing.

    Meeting Rooms = 2 hour minimum reservation
    Ballrooms = 4 hour minimum reservation
  • Staff Services
  • All events within the ARC Conference Center are set-up, taken down, and overseen by UC Davis students employed by the facility. Staffing charges are required for these services and will be included on the cost estimate. Client set up of ARC Conference Center equipment is not permitted and late changes made on the event day may include additional fees.

    The Event Staff are trained on all equipment owned by the ARC Conference Center. If additional assistance is needed in terms of IT Support, Teleconferencing, or outside equipment that is more extensive, that support should be arranged by the client with other campus resources or other event production companies.
  • Facility Equipment
  • All physical and technical equipment owned by the ARC Conference Center will be set up by ARC Conference Center staff. Physical equipment must be in place prior to Client access, including access by contracted caterers. Clients will be held responsible for any ARC Conference Center equipment that is lost, stolen, damaged, or misplaced during their Client access time(s).

    For all equipment that is either rented or brought in by the Client, please contact the ARC Event Venue Managers to discuss any requirements that may need to be met. Set up of this rented equipment will need to be executed by the delivery/rental company.
  • Audio-Visual Equipment
  • The ARC Conference Center provides basic needs in terms of in-house audio-visual equipment as shown below, which must be arranged at least 2 business days prior to the event with an ARC Event Venue Manager. The audio-visual equipment is available for an additional fee.

    ARC Ballroom(s) Audio-Visual Amenities:
    - Built-in Projectors and Screens
    - Supports HDMI and VGA display connections
    - Supports 1/8" and XLR audio connections
    - Built-in audio system throughout Ballrooms and Ballroom Hallway
    - Supports up to 4 Wireless microphones (Handheld or Lapel) per individual Ballroom

    ARC Meeting Room Audio-Visual Amenities:

    - Built-in Projectors and Screens (Meeting Room 1)
    - Built-in TV Projection System (Meeting Room 2 and 3)
    - Supports HDMI and VGA display connections
    - Built-in audio systems for program audio that supports 1/8" audio connections
    - Portable Sound Systems can be brought in to provide microphone audio

    Teleconferencing Information:
    At this time, the ARC Conference Center does not have teleconferencing capabilities for programs such as Zoom. Therefore, clients of the ARC Conference Center who would like to host a teleconference must provide the laptop, the webcam, the omnidirectional microphones that connect to the laptop, and any other equipment they deem necessary for their teleconference.

    Furthermore, ARC Conference Center Staff are only trained on the audio-visual equipment owned by the ARC Conference Center and may not be able to assist with any issues that may occur with the teleconferencing equipment.

 

Additional Charges

Special features, late changes, and damage or loss to the facility or the facilities' equipment may include additional fees. Please see below for more information on the ARC Conference Center guidelines on additional charges.

  • Day of Reservation Extension
  • If the facility is occupied prior to or after the reserved Client access time(s) or if changes to the Client access time(s) are requested by the Client on the event day, a $75.00 fee in addition to facility hourly rates and staff costs will be charged.
  • Day of Set Up Changes
  • If major changes to the set up are requested by the Client on the event day, they may be subject to additional fees.
  • Merchandise and Auction Fees
  • The ARC Conference Center reserves the right to charge a merchandise fee on all items sold within the facility. Please consult with an ARC Event Venue Manager regarding this fee.

    The ARC Conference Center reserves the right to charge an auction fee on all live and silent auctions that take place within the facility. Please consult with an ARC Event Venue Manager regarding this fee.
  • Special Requirements
  • Special Requirements, such as receiving of equipment, shipment or storage of equipment, activation of data lines or signals, video-taping, access for media/news, office services or other such requirements must be coordinated with an ARC Event Venue Manager in advance. Such special requirements may include additional fees and have tight timelines for turnaround.
  • Special Equipment
  • Special Equipment, such as any equipment that requires access to facility water, high voltage electrical, campus network/phones, or the like must be coordinated with and receive written authorization from an ARC Event Venue Manager in advance. Use of such facility systems or equipment may include additional fees and have tight timelines for turnaround.
  • Excessive Clean Up
  • If Clients and/or guests leave the ARC Conference Center spaces in need of excessive clean up, they may be subject to additional labor fees for clean up.

 

Cancellation Fees 

Please see below for more information on the ARC Conference Center guidelines on cancellation fees and facility holds.

  • Full Facility Cancellation Fees
  • 60 days = 50% of the room rental
    30 days = 75% of the room rental
    48 hrs = 100% of the estimated charges
  • Ballroom Cancellation Fees
  • 60 days = 50% of the room rental
    30 days = 75% of the room rental
    48 hrs = 100% of the estimated charges
  • Meeting Room(s) Cancellation Fees
  • 30 days = 50% of the room rental
    48 hrs = 100% of the estimated charges
  • Exceptions
  • If an event is cancelled less than 60/30 days prior to the event date and another event is scheduled on that same event date or if the Client rebooks the same event on another date within the same academic year (July 1st - June 30th), no penalties will be applied. If the Client cancels their second reservation, former cancellation penalties will be applied for the two cancelled reservations.

 

Catering

The ARC Conference Center is a non-potluck/self-catering facility. All events in the facility with a food component must be catered by an approved caterer. The campus has a list of approved caterers that are updated each fiscal year. These caterers are required to provide County Health Permits, Food Handling Safety Certificates, and General Liability and Transportation Insurance. Clients may visit the CES website for more information.

As of July 1, 2020 a new policy by the UC Regents regarding catering on campus is being enforced. The policy states that the campus caterer, Olive & Vine, has the first right of refusal for all events catered on campus. The only caveat to this policy is in regards to catering that is drop-off only and requires no catering staff or service. For drop-off catering, clients are required to use the approved catering list.

  • Potluck and Self-Catered Events
  • Events scheduled in the Meeting Rooms that request an exception to potluck will be decided on a case by case basis by the ARC Event Venue Managers. If events are allowed to host a potluck the client must follow all campus potluck policy rules, including proper food preparation, transportation, and serving.

 

Alcohol

All alcohol must be pre-approved by submitting an Campus Alcohol Permit to Conference & Event Services (CES). The Client must provide a copy of the completed Campus Alcohol Permit to the ARC Event Venue Managers.

Alcohol may only be served by an approved, registered caterer or registered bar service. The server must have liquor liability and general liability insurance, and accept full responsibility for adhering to the contents of the alcohol permit and ensuring that guests consuming alcohol are at least 21 years of age and do not become intoxicated. Registered Student Organizations, with the exception of Graduate Student Organizations, are not allowed to have alcohol present at any event they host on campus. In some cases, security personnel, such as Aggie Hosts, may be required. See security information in the Security/Police section below.

Please see below for more information on ARC Conference Center guidelines on alcohol delivery, storage, and service areas.

  • Alcohol Delivery and Storage
  • Clients looking to have alcohol at the ARC Conference Center must follow the delivery and storage requirements listed below.

    - Alcohol may not be stored at the ARC Conference Center.
    - Delivery and pick up may only take place immediately before or after the event through the loading dock doors at the back of the facility.
    - Deliveries and pickups are not permitted through any public entrance or exit points.
    - Upon delivery, alcohol cannot be left unattended at any time.
    - If any alcohol is left over after an event, the client/caterer/bar service must take it out of the facility through the above mentioned delivery/pick-up locations.
  • Alcohol Service Areas
  • Alcohol may only be served in designated event spaces, which include:

    - The Ballrooms
    - The Ballroom Hallway
    - The Courtyard Area

    Alcohol service or consumption will not be allowed anywhere else in or around the ARC Conference Center.

 

Event Decorations

Clients should contact an ARC Event Venue Manager for a full overview of allowable decorations and their location. Please see below for more information on the ARC Conference Center guidelines on event decorations, decoration location, and materials. The following items are not allowed:

  • Glitter, Confetti, Rice (as loose decorations or through pre-packed poppers or canons)
  • Spray paint or liquid paint
  • Scotch/Masking/Duct Tape (any tape other than Painters Tape), staples, nails, push pins/tacks and only in pre-approved posting areas.
  • Non-weighted or loose balloons.
    • To protect smoke detectors and fire sprinklers we require weighted helium balloons.
    • Additionally, helium tanks are not to be brought into the facility to inflate balloons. 
  • Open Flames (must be approved by UCD Fire Department in advance & have an approved fire permit)

All decorations, including signs, banners, and murals, must be flame-retardant. In accordance with California State Fire Codes, it is illegal to post items over doorways and emergency exit signs, or to block emergency exits in any way.

 

Vehicle Parking/Unloading/Loading

All vehicle parking, Client unloading and loading requires a valid UC Davis permit. Please see below for more information on ARC Conference Center guidelines on parking, unloading and loading.

  • Vehicle Parking
  • Clients should direct their guests to park in the closest visitor parking lots to the ARC Conference Center which are Visitor Parking Lot 25 and The Pavilion Parking Structure. A valid UC Davis permit is required to park on campus Monday - Friday from 7am - 10pm.

    Purchase of a UC Davis permit is not required on weekends or University holidays, except during special events when parking attendants are present. Purchase of a UC Davis permit is also not required for guests with a disabled placard/plate when parked in spaces where UC Davis DSA permits are honored.


    UC Davis visitor permits have gone mobile. 
    The free ParkMobile app makes it easy to pay for parking at UC Davis right from your phone. Once you set up your account, simply select your parking zone, vehicle, pay for the day or hour, and go. It's smart, contactless payment in the palm of your hand! Please visit the following website to learn more about visitor parking rates and how to pay for parking with ParkMobile.

    More information on getting to and parking at the ARC Conference Center can be found on the Location and Contact Information page.
  • Client Unloading/Loading
  • For client unloading and loading, arrangements must be made in advance with an ARC Event Venue Manager. Client unloading and loading occurs in the ARC Conference Center Loading Dock located on the north side of the facility. Clients will enter the Lot 25 driveway on Orchard Road and make an immediate left into the Loading Dock at the first set of speed bumps. Unloading and loading in this area is permitted for 1 hour only and then vehicles must be moved to Visitor Parking Lot 25. Catering Vans or trucks can remain in the Loading Dock after unloading but must be moved to the Decomposed Granite area of the Loading Dock for longer time needs. The ARC Conference Center assumes no liability for any vehicles.

 

Additional Facility Use Guidelines

Clients shall observe all applicable policies of the ARC Conference Center, Conference & Event Services (CES), and the University of California, Davis. Including all local, state, and federal laws/ordinances when using the facility. Clients shall only have the use of the facility for the sole purpose stated when reserved with CES. Clients shall not make any alterations to the facility, building systems, or equipment. At the end of the event, the facility should be left in a clean and safe condition.

Clients shall remove their own property and materials from the facility, as well as those of their performers, decorators and/or caterers. Any equipment, props, or decorations left in the facility must have prior approval from an ARC Event Venue Manager or the item(s) will be disposed of 48 hours following the event.

Please see below for more information on the ARC Conference Center guidelines on everything from user property to animals in the facility.

  • User Property
  • The University does not insure the personal property of the Client, the Clients' employees, agents, guests, and others allowed in the facility by the Client against damage or loss. The ARC Conference Center assumes no responsibility for equipment supplied by the Client or another party and reserves the right to approve equipment and equipment providers.

    Due to occasional multiple day events, overnight storage may not be possible. If storage is crucial to your event, please contact an ARC Event Venue Manager to discuss options. Each request will be handled on a case by case basis. The ARC Conference Center is not liable for lost or stolen items.
  • Liability
  • Depending on the nature and the scope of facility use, Clients may be required to furnish a certificate of insurance naming the University of California, Davis and various University entities as additionally insured. Proof of Workman's Compensation Insurance and automobile insurance may also be required. The ARC Conference Center must receive the required insurance certificates 30 days prior to the event date.
  • Fire/Flames
  • The UC Davis Fire Department must approve the following in advance: all open flames, including candles, burning of materials, pyro-devices, and torches. The ARC Conference Center enforces fire protection safety codes and is subject to inspection by the UC Davis Fire Department.  
  • Smoking
  • UC Davis is a smoke and tobacco free campus. Smoking and tobacco use are prohibited on University owned property which includes the ARC Conference Center. For more information on this policy please visit the Healthy UC Davis website.
  • Security/Police
  • The ARC Conference Center in partnership with Conference & Event Services (CES) and the UC Davis Police Department (Aggie Host Program) shall solely determine and control security arrangements including but not limited to type and number of security personnel, placement of security personnel and use of security personnel. The Client shall pay the cost of such services. A cost estimate for security can be obtained from the Aggie Host Coordinator of the UC Davis Police Department at 530-752-3279 or at https://police.ucdavis.edu/aggie-host.
  • Weapons/Firearms
  • Possession, use, storage, or manufacture of explosives, firebombs, firearms, or other destructive devices are strictly prohibited in the ARC Conference Center and on the UC Davis campus.
  • Animals
  • The UC Davis campus defines a Service Animal as a dog that is individually trained to do work or perform tasks for an individual with a disability. An Assistance Animal is any animal, including non-dog animals that work, provide assistance, performs tasks, or provides emotional support that alleviates an identified symptom/effect of a person's disability.  Only Service Animals are permitted in the ARC Conference Center.

    In accordance with UC Davis Accessibility guidelines, if a guest brings a Service Animal into the facility, they must comply with the following requirements.  


    - The handler is responsible for the animal's care and supervision. 
    - The handler must keep the animal under control in public areas via a harness, leash, tether, or voice control, depending on the task/work performed.
    - The animal must be free from offensive odors and display habits appropriate to the environment.
    - The animal must not engage in behavior that endangers the health and safety of others.
    - The animal must comply with Yolo County Codes, including requirements for vaccinations and licensing laws.

    More information on Service Animals and Assistance Animals on the UC Davis campus can be found on the UC Davis Accessibility website.