UC Davis Conference Center: Facility Use Guidelines

Facility Use Guidelines

Please contact the UC Davis Conference Center, Event Venue Managers at 530-752-2043 or at ucdccreservations@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 UC Davis Conference Center is 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 UC Davis Conference Center must be made through Conference and Event Services (CES). The UC Davis Conference Center, 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 UC Davis Conference Center guidelines on reservation parameters and event reservation times.

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

    24 months prior to the event date = Reservation must be Full Facility (Ballrooms A,B,C + Conference Rooms A,B) + Multiple Day event

    13 months prior to the event date = Reservation must be Full Ballroom (Ballrooms A,B,C) or Full Facility (Ballrooms A,B,C + Conference Rooms A,B) event

    6 months prior to the event date = All rooms may be reserved (Conference Room, Partial Ballroom, Full Ballroom, Full Facility)
  • 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 UC Davis 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 the 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 UC Davis Conference Center guidelines on facility rates and charges.

  • Minimum Client Access Time(s)
  • The UC Davis 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.

    Conference Rooms = 2 hour minimum reservation
    Ballrooms = 4 hour minimum reservation
  • Staff Services
  • All events within the UC Davis 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 UC Davis Conference Center equipment is not permitted and late changes made on the event day may include additional fees.
  • Facility Equipment
  • All physical and technical equipment will be set up by UC Davis 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 UC Davis 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 UC Davis Conference Center Event Venue Managers 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 UC Davis 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 a UC Davis Conference Center, Event Venue Manager. The UC Davis Conference Center audio-visual equipment is available for an additional fee.

    UC Davis Conference Center 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
    - Supports up to 2 Wireless microphones (Handheld or Lapel) per individual Ballroom

    UC Davis Conference Center Conference Room(s) Audio-Visual Amenities:
    - Built-in Projectors and Screens
    - Supports HDMI and VGA display connections
    - Supports 1/8" audio connections

    Teleconferencing Information: 
    At this time, the UC Davis Conference Center does not have teleconferencing capabilities for programs such as Zoom. Therefore, clients of the UC Davis 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, UC Davis Conference Center staff are only trained on the audio-visual equipment owned by the UC Davis Conference Center. 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 UC Davis 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 Fee
  • The UC Davis Conference Center reserves the right to charge a merchandise fee on all items sold within the facility. Please contact the UC Davis Conference Center, Event Venue Managers for more information regarding this fee.

    The UC Davis Conference Center reserves the right to charge an auction fee on all live and silent auctions that take place within the facility. Please contact the UC Davis Conference Center, Event Venue Managers for more information 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 a UC Davis Conference Center, 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 a UC Davis Conference Center, 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 UC Davis 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 UC Davis Conference Center guidelines on cancellation fees and facility holds.

  • Full Facility Cancellation Fees
  • 60 days = 50% of room rental
    30 days = 75% of room rental
    48 hrs = 100% of estimated costs
  • Ballroom Cancellation Fees
  • 60 days = 50% of room rental
    30 days = 75% of room rental
    48 hrs = 100% of estimated costs
  • Conference Rooms Cancellation Fees
  • 30 days = 50% of room rental
    48 hrs = 100% of estimated costs
  • 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 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

The UC Davis 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. More information on the UC Regents new policy 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 UC Davis Conference Center, 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. 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 UC Davis Conference Center guidelines on alcohol delivery, storage, and service areas.

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

    - Alcohol may not be stored at the UC Davis Conference Center prior to the event.
    - 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 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 deliver/pick up locations mentioned above.
  • Alcohol Service Areas
  • Alcohol may only be served in designated event spaces, which include:

    - The Ballrooms and the Conference Rooms
    - The Hallway outside of the Ballrooms and the Conference Rooms
    - The Plaza or Lawn Area. (These areas will require security.)

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

 

Event Decorations

Clients should contact a UC Davis Conference Center, Event Venue Manager for a full overview of allowable decorations and their location. Please see below for more information on the UC Davis Conference Center guidelines on event decorations and decoration location and materials.

  • Decorations
  • The following decorations are prohibited in the UC Davis Conference Center. 

    - Confetti
    - Glitter
    - Stickers
    - Spray paint
    - Liquid paint
    - Non-weighted or loose balloons

    Weighted helium balloons are allowed; however, they are not to be inflated inside the facility. 
  • 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 UC Davis Conference Center.

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

    Only blue painter's 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 UC Davis 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 UC Davis Conference Center which are the South Entry Parking Structure and VP Lots 1 and 2. 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 UC Davis 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 a UC Davis Conference Center, Event Venue Manager.

    Client unloading and loading occurs in the UC Davis Conference Center Loading Dock located on the south side of the facility. Please follow the directions and the unloading/loading guidelines below.

    Once on the UC Davis campus, enter the West most parking lot entrance of the Hyatt Place Hotel off of Old Davis Road. Make an immediate left into the UC Davis Conference Center Loading Dock. Unloading and loading in this area is permitted for 1 hour only and requires a valid UC Davis unloading/loading permit which may be obtained from a UC Davis Conference Center Event Venue Manager. The UC Davis Conference Center assumes no liability for any vehicles.

 

Additional Facility Use Guidelines

Clients shall observe all applicable policies of the UC Davis Conference Center, Conference & Event Services (CES), and the University of California, Davis; including all local, state and federal laws and ordinances when in use of 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 a UC Davis Conference Center, Event Venue Manager or the item(s) will be disposed of 48 hours following the event.

Please see below for more information on the UC Davis 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 UC Davis 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 a UC Davis Conference Center, Event Venue Manager to discuss options. Each request will be handled on a case by case basis. The UC Davis 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 UC Davis 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 UC Davis 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 Putah Creek Lodge. More information regarding the UC Davis campus policy on smoking can be found on the Healthy UC Davis website
  • Security/Police
  • The UC Davis 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 UC Davis 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 UC Davis Conference Center.

    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.