As reserved for events or for pre-arranged site tours. Facility is available for reservations 365 days 24 hours for events. Some restrictions may apply depending on type of event.
Event Reservation Time
Please check the reservation and other permits to ensure that reserved times are correct. Client must host and be in attendance for the duration of the reservation time. Facility access and use must occur within the allotted reservation time. Reservation times must include Client’s event preparation, decorating, and/or rehearsal time as well as time after the event to remove decorations, Client equipment and other items.
Facility Rates and Charges:
Please call Campus Recreation and Unions Event Services for an event consultation and estimate at (530) 752-1010.
Set-up, take-down and cleaning is included in reservation fees. Additional set-ups will be charged accordingly.
Client set-up -Not permitted in this facility
Note: Penalty charges will apply if major changes are made the day of the event.
Included in Facility Use Fee
One Student Event Manager and one student technician/house staff. The student technician is available at no charge for any of the positions listed below.
Additional Staff Services
Our student staff is available for a variety of functions/events:
- House Manager
- House Staff – ushers/ticket takers
- Lighting operator
- Sound operator
- Backstage staff
- A/V Technician
- Follow spot operator
- Career Staff available for the following functions:
- PC/LAN Technician
- Master Electrician
- Sound Operator
Day of Reservation Extension
$75.00 fee in addition to facility hourly rate and staff costs
Above and beyond normal will be subject to additional labor charges
Set-up Changes day of Event
See note under “Set-Up”
Holds & Cancellation Fees
$300.00 per day
30 days out = $37.00/day
48 hours before event = Quoted rental
If event is cancelled less than 90/60/30, and another event is scheduled on that cancellation date or if the sponsor reserves another date within the academic year, no penalties apply. If sponsor cancels second reservation, former cancellation penalties will be applied.
Estimated fees are based on information provided by Client regarding event type, the specific time reservations, labor requirements and equipment requested. Special features/late changes may involve additional fees, including any damage or loss to the facility/equipment.
Clients shall observe all applicable policies of the Memorial Union, University Event Services (UES) 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 UES. 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 Facility Management or it will be disposed of 48 hours following event.
Depending on the nature and scope of facility use, Client 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. Campus Recreation and Unions Event Services must receive the required certificates thirty days prior to event date.
Decorations & Signage
The following decorations are prohibited in Freeborn Hall: confetti; glitter (smaller than half inch); rice; stickers; spray paint; liquid paint. For pre-approved posting areas, use only masking tape/gaffers tape/push pins where allowable. No scotch/duct tape, staples, nails allowed. All decorations, including signs, banners, and murals, must be flame-retardant. Client should consult with Campus Recreation and Unions Event Services for a full overview of allowable decorations/signage and locations.
All physical and technical equipment will be set up by facility staff. Physical equipment must be in place prior to user access, this includes contracted caterers. Client will be held responsible for any Memorial Union owned equipment that is lost, stolen, damaged, or misplaced.
All special effects equipment must have prior approval by Facility Management. This includes, but is not limited to, fog/smoke machines/ strobes and black lights. The equipment listed above may require Fire Department approval.
Client must receive written authorization, in advance, from Campus Recreation and Unions Event Services for intending to bring in any equipment that requires access to facility water, high voltage electrical, campus network/hones, or the like.
The UCD Fire Department must approve the following in advance: all open flame, including candles; burning of materials; pyro-devices; torches. The Memorial Union enforces fire protection safety codes and is subject to inspection by the UCD Fire Department. No smoking is allowed anywhere in the building.
The University does not insure the personal property of Client, Client’s employees, agents, guests, and others allowed at the facility by Client against damage or loss. Campus Recreation and Unions Events Services assumes no responsibility for equipment used at events supplied by Client or another party. Campus Recreation and Unions Events Services reserves the right to approve equipment and equipment providers.
Cleaning and Damages
Client is responsible for clean-up beyond what would normally be expected for the event type. Additional charges may be applied, if not cleaned by the Client. Client is responsible for clean up of the facility, tape, drinks, and food. Client will be charged for any damages to the facility and/or its equipment.
Catering and Alcohol
All caterers contracted to serve food in the Memorial Union must be on the campus approved catering list. Contact University Event Services for more information.
All alcohol must be served by a UCD registered catering or bar service with a license to serve alcohol. UCD reserves the right to have an Aggie Host present when alcoholic beverages are served. The user shall pay the cost of such services.
Freeborn Hall, UES, and the UCD Police shall solely determine and control security arrangements including, but not limited to, type and number of security personnel including placement and use. Client shall pay the cost of such services.
Please consult with UES for patron parking arrangements. The closest visitor parking lots to the facility are VP Lots 10, 14, and 15. Parking is $8.00/vehicle/day, M-F, 7am-10pm. Parking in the structure is available to the general public after 5pm. Please contact TAPS at 752-TAPS for more information. For user loading and unloading, arrangements must be made in advance with Campus Recreation and Unions Event Services Management. Daily permits may be obtained through Campus Recreation and Unions Event Services Management for a small fee. Campus Recreation and Unions assumes no liability for any vehicles.
Directional Parking Signs
Directional parking signs may be obtained for a fee through UES at (530) 752-2813.
Except for animals certified to assist disabled persons, animals are prohibited the Putah Creek Lodge. Animals used as part of a performance must receive prior approval from Campus Recreation and Unions Management.
All weapons and firearms are strictly prohibited on the UC Davis campus.
Special requirements such as overnight watch of equipment, receiving of equipment, shipment or storage service, activation of data lines or signals, video taping, access for media/news, office services or other such requirements must be coordinated with Operations and Events Management in advance. Charges for such services may apply.
For questions & concerns regarding these guidelines, please call Campus Recreation and Unions Event Services Management at (530) 752-1010.