Memorial Union: Facility Use Guidelines

Facility Use Guidelines

Please contact the Memorial Union Event Venue Manager at 530-752-1010 or at mupcl_reservations@ucdavis.edu to discuss your upcoming event, to receive more information about the meeting rooms, including the room rates and charges, or to discuss in further detail the room use guidelines outlined below.

 

Building Hours

The Memorial Union meeting rooms are 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 Memorial Union must be made through Conference & Event Services (CES). The MU Event Venue Manager does 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 Memorial Union meeting room guidelines on reservation parameters and event reservation times.

  • Reservation Parameters
  • Groups or organizations looking to reserve the Memorial Union meeting rooms 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 (RSO) Meeting Requests for the following quarter may be reserved beginning on 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 business days in advance to ensure enough time for the approval process.

    All RSOs are given four hours of free meeting time each week.  Rooms that are used for the four free hours will only be available in standard set-up.

    RSO Special Event Requests may be made for the Fall Quarter of the next academic year as soon as the RSO is registered and an agency account is activated.  Special Events must be submitted at least one month in advance.

    For more information on Student Reservation Parameters, including information on Major Event Reservations, visit the Center of Student Involvement (CSI) website.
  • 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, 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 Memorial Union, 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 Memorial Union meeting room guidelines on room rates and charges.

  • Minimum Client Access Time(s)
  • The Memorial Union meeting rooms 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
  • Staff Services
  • All events within the Memorial Union 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 Memorial Union equipment is not permitted and late changes made on the event day may include additional fees.
  • Facility Equipment
  • All physical and technical equipment owned by the Memorial Union will be set up by Memorial Union staff. Physical equipment must be in place prior to Client access, including access by contracted caterers. Clients will be held responsible for any Memorial Union equipment that is lost, stolen, damaged, or misplaced during their Client access time(s).

    For all equipment that is rented or brought in by the Client, please contact the MU Event Venue Manager to discuss any requirements from the facility that need to be met. Set up of all rented equipment will need to be executed by the delivery/rental company.
  • Audio-Visual Equipment
  • The Memorial Union meeting rooms provide basic needs in terms of in-house audio-visual equipment, which must be arranged at least 2 business days prior to the event with the MU Event Venue Manager. The audio-visual equipment is available for an additional fee.

    Memorial Union Meeting Room Amenities:

    - Built-in projectors or LCD screens (All meeting rooms)
    - Supports HDMI and VGA display connections
    - Podium with a stationed microphone (Garrison and DeCarli meeting rooms only)

    Teleconferencing Information:
    At this time, the Memorial Union does not have teleconferencing capabilities for programs such as Zoom. Therefore, clients of the Memorial Union 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, Memorial Union staff are only trained on the audio-visual equipment owned by the Memorial Union. If additional assistance is needed in terms of IT Support, Teleconferencing, or outside equipment that is more extensive, support should be arranged by the Client with other campus resources or outside audio-visual/event production companies.

 

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 Memorial Union meeting room 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.
  • 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 the MU Event Venue Manager in advance. Such special requirements may include additional fees.
  • 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 the MU Event Venue Manager in advance. Use of such facility systems or equipment may include additional fees.
  • Excessive Clean Up
  • If Clients and/or guests leave the Memorial Union meeting rooms in need of excessive clean up, they may be subject to additional labor fees for clean up.

 

Cancellation Fees and Facility Holds

Please see below for more information on the Memorial Union meeting room guidelines on cancellation fees and facility holds.

  • Meeting Room Cancellation Fees
  • 30 days = 50% of the room rental
    48 hrs = 100% of estimated costs
  • Exceptions
  • If an event is cancelled less than 30 days prior to the event date and another event is scheduled on that same event date or if the Client reserves another date for the same event 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

All caterers contracted to serve food in the Memorial Union meeting rooms must be on the Conference & Event Services (CES) Campus Approved Catering list.  These caterers are updated each fiscal year and they 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. More information on the UC Regents new policy can be found on the CES website.

Please see below for more information on the Memorial Union meeting room guidelines on potluck and/or self-catered events.

  • Potluck and Self-Catered Events
  • Events in the Memorial Union meeting rooms that request to have a potluck or a self-catered event must receive permission from the MU Event Venue Manager. If events are allowed to host a potluck or a self-catered event, the client must follow all campus potluck and self-catering rules, including proper food preparation, transportation, and serving which can be found on the CES website


Alcohol

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

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. More information on Aggie Hosts can be found in the Security/Police section below.

Please see below for more information on the Memorial Union meeting room guidelines on alcohol delivery, storage, and service areas.

  • Alcohol Delivery and Storage
  • Clients looking to have alcohol in the Memorial Union meeting rooms must follow the delivery and storage requirements listed below.

    - Alcohol may not be stored at the Memorial Union prior to the event.
    - Delivery and pick up may only take place immediately before or after the event.
    - Deliveries and pick ups 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 the alcohol out of the facility through the above mentioned delivery/pick up locations.
  • Alcohol Service Areas
  • Alcohol service and consumption may only take place in the areas designated on the approved Campus Alcohol Permit. Alcohol service or consumption will not be allowed anywhere else in or around the Memorial Union.

 

Event Decorations

Clients should contact the MU Event Venue Manager for a full overview of allowable decorations and their location. Please see below for more information on the Memorial Union meeting room guidelines on event decorations and decoration location and materials.

  • Decorations
  • The following decorations are prohibited in the Memorial Union meeting rooms. 

    - Confetti
    - Glitter
    - Stickers
    - Spray paint
    - Liquid paint
  • Decoration Locations and Materials
  • 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. Furthermore, all items, including signs, banners, and murals must be flame-retardant.

    The following materials for posting items are prohibited in the Memorial Union meeting rooms. 

    - Scotch/Duck tape
    - Staples
    - Nails
    - Push pins

    Only blue painters tape is allowed in pre-approved posting areas.

 

Vehicle Parking/Unloading/Loading

All vehicle parking, Client unloading and loading requires a valid UC Davis permit. Please see below for more information on the Memorial Union meeting room guidelines on parking, unloading and loading.

  • Vehicle Parking
  • Clients should direct their guests to park in the closest visitor parking lots to the Memorial Union, the North Entry Parking Structure and VP Lot 15. 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 Memorial Union 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 the MU Event Venue Manager. The Memorial Union assumes no liability for any vehicles.

 

Additional Facility Use Guidelines

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

Client shall remove own property and materials from facility, as well as those of Client’s performers, decorators and/or caterers. Any equipment/props/decorations left in the facility must have prior approval from the Memorial Union Event Venue Management or it will be disposed of 48 hours following event.

Please see below for more information on the Memorial Union meeting room 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 Memorial Union assumes no responsibility for equipment supplied by the Client or another party and reserves the right to approve equipment and equipment providers.
  • 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 Memorial Union Event Venue Manager 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 Memorial Union 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 Memorial Union. More information regarding the UC Davis campus policy on smoking can be found on the Healthy UC Davis website
  • Security/Police
  • The Memorial Union 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 Memorial Union 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 Memorial Union.

    In accordance with UC Davis Accessibility guidelines, if a guest brings a Service Animal or an Assistance 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