UC Davis Conference Center: Facility Use Guidelines

Building Hours

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, catering, decoration, and/or rehearsal time as well as time after the event to remove decorations, equipment, and other items.

Facility Rates and Charges:

Please feel free to call any of the Event Coordinators for an event consultation, to schedule a site visit, or for an estimate.

Set-Up

Set-up, take-down and cleaning is included in the cost for the first four hours of facility use.

Client set-up is not permitted in this facility.   (Note: Penalty charges will apply if major changes are made the day of the event.)   The UC Davis Conference Center provides basic needs in terms of in-house audio and video equipment, which must be arranged at least two business days in advance of the event.  If your event requires specialized AV equipment, please contact Information & Educational Technology (IET).

Staff Services

One Event Coordinator and one student technician is included in Facility Use Fee.

Additional staff is available at an hourly rate and may be required depending on the size and complexity of the event.

Additional Staff Services

Our student staff is available for a variety of functions/events:

  • House Staff
  • A/V Technician

Career Staff available for the following functions:

  • PC/LAN Technician
  • Master Electrician

Additional Charges:

Merchandise Fee

The UC Davis Conference Center reserves the right to charge a merchandise fee of up to 25% of total gross on all items sold within the facility.  The fee may be negotiable with the Facility Manager.

Day of Reservation Extension

$75.00 fee in addition to facility hourly rate and staff costs

Excessive Clean-up

Above and beyond normal will be subject to additional labor charges

Set-up Changes Day of Event

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

Holds & Cancellation Fees

Rain Holds

$300.00 per day

Full Ballroom Cancellation Fees

  • 60 days = 50% of estimated costs
  • 30 days = 75% of estimated costs
  • 48 hrs= 100% of estimated costs

Ballroom A, B, C or A/B or B/C

  • 60 days =   50% of estimated costs
  • 30 days =  75% of estimated costs
  • 48 hrs – 100% of estimated costs

Conference Rooms

  • 30 days =  $25
  • 48 hrs = 100% of estimated costs

Exceptions

If an 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 for the two cancelled reservations.

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 the UC Davis Conference Center, 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 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.

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.  UC Davis Conference Center must receive the required certificates thirty days prior to event date.

Decorations & Signage

The following decorations are prohibited in the UC Davis Conference Center: confetti, glitter, rice, stickers, spray paint, or liquid paint.  For pre-approved posting areas, use only blue painter’s tape; no scotch/duct tape, staples, nails, or push pins are allowed. 

All decorations, including signs, banners, and murals, must be flame-retardant. 

Client should consult with Management for a full overview of allowable decorations/signage and locations.  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.

In order to protect smoke detectors and fire sprinklers, only weighted helium balloons are allowed and are not to be blown up inside the facility.  Non-weighted or loose balloons are strictly prohibited.

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 UC Conference Center owned equipment that is lost, stolen, damaged, or misplaced.

Special Equipment

Client must receive written authorization, in advance, from the UC Davis Conference Center Management for intending to bring in any equipment that requires access to facility water, high voltage electrical, campus network/phones, or the like.

Fire/Flames

The UCD Fire Department must approve the following in advance: all open flames, including candles, burning of materials, pyro-devices, or torches.  The Conference Center enforces fire protection safety codes and is subject to inspection by the UCD Fire Department.  No smoking is allowed anywhere in the building, or within 25 feet of the doorways.

User Property

The University does not insure the personal property of the Client, the Client’s employees, agents, guests, and others allowed at the facility by Client against damage or loss.  The UC Davis Conference Center assumes no responsibility for equipment used at events supplied by Client or another party and reserves the right to approve equipment and equipment providers.

Due to occasional multiple events daily, overnight storage may not be possible.  If storage is crucial to your program, please contact your Event Coordinator 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.

Cleaning and Damages

The 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

All caterers contracted to serve food in the UC Davis Conference Center must be on the campus approved catering list [http://www.cevs.ucdavis.edu/dept_cont/caterers/].  Contact Conference and Event Services for more information at (530) 752-2813.

Alcohol

All alcohol must be pre-approved by submitting an alcohol permit to CES [http://www.cevs.ucdavis.edu/dept_cont/alcohol/].  The Client must provide a copy of the completed Campus Alcohol Permit Alcohol and 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.  See security information below.   Alcohol may not be stored at the facility.    Delivery and pick up may only take place immediate before or following the event through the loading doors at the back of the UC Davis Conference Center.  Deliveries and pick-ups are not permitted through public entrance or exit points.  Upon delivery, alcohol cannot be left unattended at any time.

Alcohol may only be served in designated event spaces, which include:

  • The Ballroom and Conference Rooms
  • The hallway outside the Ballroom and Conference Rooms
  • The Plaza or Lawn area –These areas require security

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

Security/Police

The UC Davis Conference Center Management, CES, and the Aggie Host Program/UCD Police shall solely determine and control security arrangements including, but not limited to, type and number of security personnel including placement and use.  The Client shall pay the cost of such services. Cost estimate for security can be obtained from the Aggie Host Coordinator of the UC Davis Police Department at (530) 752-3279.

Vehicle Parking/Unloading/Loading

Please consult with CES for patron parking arrangements.  The closest visitor parking lots to the facility are… the South Entry Parking Structure, VP Lots 1 and 2. 

Parking is $8.00/vehicle/day, M-F, 7am-10pm.   Please contact TAPS at 752-TAPS for more information.  For user loading and unloading, arrangements must be made in advance with the Conference Center Management.  Daily permits may be obtained for a small fee.  The Conference Center assumes no liability for any vehicles.

Directional Parking Signs

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

Animals

Except for animals certified to assist disabled persons, animals are prohibited in the UC Davis Conference Center.

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 Management in advance.  Charges for such services may apply.

For questions & concerns regarding these guidelines, please call the UC Davis Conference Center Management at (530) 752-2043.