University Credit Union Center: Facility Use Guidelines

Facility Use Guidelines

Please contact the University Credit Union Center, Event Venue Managers at 530-754-2172 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 University Credit Union Center 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 Reservation Time

All event reservations for the University Credit Union Center must be made through Conference and Event Services (CES). The University Credit Union 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 University Credit Union Center guidelines on reservation parameters and event reservation times.

  • Reservation Parameters
  • Groups or organizations looking to reserve the University Credit Union Center must follow the reservation scheduling parameters listed below.

    13 months prior to the event date = Reservation window opens for events
  • 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 University Credit Union 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 University Credit Union Center guidelines on facility rates and charges.

  • Staff Services
  • All events within the University Credit Union 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 venue 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 facility, will be set up by UC Davis venue staff. Clients will be held responsible for any University Credit Union Center owned equipment that is lost, stolen, damaged, or misplaced during their client access time(s).
  • Audio-Visual Equipment
  • Rental of the University Credit Union Center may include the use of the public address system. This system includes a sixteen channel Allen and Heath soundboard, corded and wireless microphones, CD player, and a hearing impaired system. Additional sound equipment requirements will need to be handled as rentals.

 

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 University Credit Union Center guidelines on additional charges.

  • Portable Athletic Floor Removal
  • During ICA season (August – March) the University Credit Union Center 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.
  • 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 University Credit Union Center reserves the right to charge a merchandise fee of up to 25% of total gross on all items sold within the facility.  Fee negotiable with Facility Manager.
  • 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 a University Credit Union Center, Event Venue Manager in advance. Such special requirements may include additional fees.
  • Special Equipment
  • Special equipment, such as 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 University Credit Union Center, Event Venue Manager in advance. Use of such facility systems or equipment may include additional fees.

    All special effects equipment, such as artificial smoke or haze, strobes, black lights, or the like must also be coordinated with and receive written authorization from a University Credit Union Center, Event Venue Manager in advance, additional fees may apply. Use of such equipment may require Fire Department approval. 
  • Excessive Clean Up
  • If clients and/or guests leave the University Credit Union Center 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 University Credit Union Center guidelines on cancellation fees.

  • 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 an event is cancelled less than 90/60/30 days prior to the event date and another event is scheduled on the 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 University Credit Union 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 University Credit Union 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 University Credit Union Center guidelines on alcohol delivery, storage, and service areas.

  • Alcohol Delivery and Storage
  • Clients looking to have alcohol at the University Credit Union Center must follow the delivery and storage requirements listed below.

    - Alcohol may not be stored at the
    University Credit Union Center.
    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 pickups 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 it out of the facility through the above mentioned delivery/pick-up locations.

 

Event Decorations

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

  • Decorations
  • The following decorations are prohibited in the University Credit Union Center.

    - Confetti
    - Glitter
    - Stickers
    - Spray paint
    - Liquid paint
    - Non-weighted or loose balloons
    - Open flames such as tea lights and candles
  • 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
    University Credit Union Center.

    - Scotch/Duct tape

    - Staples
    - Nails
    - Push pins

    Only blue painter's tape or gaffers tape is allowed in pre-approved posting areas.

 

Vehicle Parking/Unloading/Loading

Please see below for more information on the University Credit Union Center guidelines on parking, unloading and loading.

  • Vehicle Parking
  • Clients should direct their guests to park in the closest visitor parking lots to the University Credit Union Center which are Visitor Parking Lot 25 and The Pavilion Parking Structure. 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 University Credit Union Center can be found on the Location and Contact Information page.
  • Client Unloading/Loading
  • For information on client unloading and loading, please contact the University Credit Union Center's Event Venue Managers.

 

Additional Facility Use Guidelines

Clients shall observe all applicable policies of University Credit Union 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 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 the facility, as well as those of client’s performers, vendors, decorators and/or caterers. Any equipment, props, or decorations left in the facility must have prior approval from a University Credit Union 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 University Credit Union 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 client’s employees, agents, guests, and others allowed at the facility by the client, against damage or loss. The University Credit Union Center assumes no responsibility for equipment used at events supplied by the client or another party. The University Credit Union Center reserves the right to approve equipment and equipment providers.
  • Liability
  • Depending on the nature and 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 University Credit Union Center must receive the required certificates thirty 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 University Credit Union 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 the University Credit Union Center. For more information about this policy please visit the Healthy UC Davis website
  • Security/Police
  • The University Credit Union 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 University Credit Union 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 University Credit Union Center.

    In accordance with UC Davis Accessibility guidelines, if a guest brings a Service 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.