Pavilion: Facility Use Guidelines

Building Hours

The Pavilion is open Monday through Thursday 6 a.m.– 1:00am, Friday 6 a.m.–11 a.m., Saturday 8 a.m.–9 p.m., Sunday 9 a.m.–12 midnight. The facility is available for reservation 365 days/24 hours for events. Some restrictions may apply depending on type of event. Additional fees may apply to events that take place outside of normal operating hours.

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 the Pavilion for an event consultation and estimate at (530) 754-2172.

Set-Up

Client set-up- Not permitted in this facility.

Note: Penalty charges will apply if major changes are made the day of the event.

Additional Charges

Portable Athletic Floor Removal

During ICA season (August – March) the Pavilion has a portable athletic floor that must be removed for special events.  The cost of the removal and the restoration of the floor during this time frame is the responsibility of the client.

Merchandise Fee

Up to 25% (maximum) – Fee negotiable with Facility Manager

Excessive Clean-up

Above and beyond normal will be subject to additional labor charges

Set-up Changes day of Event

See note under “Set-Up”

Cancellation Fees

  • 90 days out = 25% of estimated costs
  • 60 days out = 50% of estimated costs
  • 30 days out = 75% of estimated costs
  • 48 hours = 100% of estimated costs

Exceptions

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

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.

Facility Use

Clients shall observe all applicable policies of Pavilion, Conference and 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 Facility Management or it will be disposed of 48 hours following event.

Liability

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. The Pavilion must receive the required certificates thirty days prior to event date.

Decorations & Signage

The following decorations are prohibited in the Pavilion: confetti; glitter; rice; stickers; spray paint; liquid paint.  For pre-approved posting areas, use only masking tape/gaffers tape where allowable. No scotch/duct tape, staples, nails allowed.  All decorations, including signs, banners, and murals, must be flame-retardant. Client should consult with Pavilion Management for a full overview of allowable decorations/signage and locations.

Facility Equipment

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 Pavilion owned equipment that is lost, stolen, damaged, or misplaced.

Special Equipment

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 Pavilion Management for intending to bring in any equipment that requires access to facility water, high voltage electrical, campus network/hones, or the like.

Fire/Flames

The UCD Fire Department must approve the following in advance: all open flame, including candles; burning of materials; pyro-devices; torches. The Pavilion enforces fire protection safety codes and is subject to inspection by the UCD Fire Department. No smoking is allowed anywhere in the building, including dressing rooms.

User Property

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. The Pavilion assumes no responsibility for equipment used at events supplied by Client or another party. The Pavilion 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 will be charged for any damages to the facility and/or its equipment.

Catering and Alcohol

All caterers contracted to serve food in the Pavilion must be on the campus approved catering list [http://www.cevs.ucdavis.edu/dept_cont/caterers/]. Contact CES 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.

Security/Police

The Pavilion, CES, 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.

Vehicle Parking/Unloading/Loading

Please consult with TAPS for patron parking arrangements. The closest visitor parking lots to the facility are VP Lots 25 and West Parking Structure. Parking is $7.00/vehicle/day, M-F, 7 a.m.-10 p.m. Depending on the scale of the event parking fees may also be charged on the weekends. Please contact TAPS at 752-TAPS for more information. For user loading and unloading, arrangements must be made in advance with Pavilion Management. Daily permits may be obtained through Pavilion Management for a small fee. Pavilion assumes no liability for any vehicles.

Directional Parking Signs

Directional parking signs may be obtained for a fee through CES at (530) 752-2813.

Merchandise Fee

The Pavilion reserves the right to charge a merchandise fee of up to 25% of total gross on all items sold within the facility.

Animals

Except for animals certified to assist disabled persons, animals are prohibited in the Pavilion. Animals used as part of a performance must receive prior approval from Pavilion Management.

Weapons/Firearms

All weapons and firearms are strictly prohibited on the UCD campus.

Special Requirements

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 Pavilion Management in advance. Charges for such services may apply.

For questions & concerns regarding these guidelines, please call Pavilion Management at (530) 754-2172.