This document will help you with your conference planning. Read carefully through these policies and procedures and call your Conference Coordinator for clarification of any items. Specific due dates are given which you must adhere to for the success of your conference.

Any exceptions to the following policies must be approved in writing by your Conference Coordinator.

1. APPLICATION AND DEPOSIT: Both the application and deposit must be received In order for us to proceed in the planning of your conference. The booking deposit is a ten dollar ($10.00) per person or one thousand ($1,000) dollars, whichever is greater. The deposit will be credited on your final invoice. The deposit is only refunded if we cannot accommodate your group. Also, we require that you return a program schedule and/or publicity information from a previous conference. (Please make checks payable to “UC Regents”)

2. RATES: Conference rates are set in November of each year. All rates are room and board and include 3 meals per day, starting with dinner on check in day and ending with lunch on check out day, in the dining hall. Rates vary depending on level of custodial and linen service. Standard service, in residence halls or apartments, includes beds made upon arrival with bed and bath linens provided and changed weekly and daily custodial service Monday through Friday to common areas. The Youth rates in residence halls do not include linen, but Monday through Friday custodial service to common areas is included.

3. CONFERENCE AGREEMENT PACKET: Your Conference Agreement will be written with the housed participant numbers you indicated on your application. You will be financially responsible for the payment of 85% of the number of housed participants indicated on your Conference Agreement and for the full program dates, whether or not participants stay for the entire program.

• ADA information
• Insurance information

All groups staying on campus must provide Conference Services with a Certificate of Liability Insurance and must name “The Regents of the University of California, its officers, agents and employees” as certificate holder and additional insured. Insurance companies providing conference coverage must have at least an “A-“rating. Policy “begin” and “end” dates must include early arrivals and late departures, and include all staff and commuters. Liability insurance forms must be returned no later than 30 days from start of conference.

4. DETAILS PACKET: When the signed Conference Agreement is received, we will send the following forms. These forms must be returned to our office by the due dates indicated. If you are unable to meet these dates we cannot guarantee we can provide the services you are requesting. Please note brief descriptions and due dates for each form. (Not all conferences will receive all forms).

• 90 days prior to conference: ADA Information - For those conference participants requiring special needs accommodations.
• 60 days prior to conference: Telephone Request Form - If you set up an office on campus, complete this form for local and/or long distance telephone service.
• 30 days prior to conference: Audio Visual Equipment Request Form - Indicate your tentative media needs on this form and a representative of campus Media Services will contact you.
• Catering Request Form - All on-campus catering is contracted through University Center Catering. – Any requests for special meals must be received thirty (30) days in advance of your conference arrival date. Additional charges will apply for orders received within less than 30 days or changes/additions made less than 7 days prior to catered event.
• Commuter Meal Form - (commuter participants - Conference participants not housed on campus) may not number more than 20% of your housed participants. Indicate the number of meals/days for commuter participants. Commuter meal tickets are not refundable and are billed to the group on the final invoice.
• Meeting Room Request Form - Update and confirm your meeting room requirements on this form.
• Transportation Service Form - Limited on and off campus transportation services are available through UCSC for an additional cost. A free campus shuttle provides limited weekday service around campus.
• Copy Center/Fax - X-Press It! is UCSC copy/fax service and is located on the Book Store Plaza. Return form with names of authorized group users. Charges incurred will be added to your final invoice.
• Alcohol Permits: - Beer and wine service is limited to members of the Conference group and their invited guests 21 years of age or older and can only be served on campus if an approved permit is obtained in advance and strict guidelines are adhered to. Your Conference Coordinator will provide you with a permit and the policy regarding alcohol consumption. 5. HOUSING PACKET:
• 14 days prior to conference: Housing Assignment Worksheets and Instructions. Approximately 1 month before your conference, we will email your housing placement work sheets and detailed instructions for placing your participants in housing. You will be responsible for assigning your participants to their housing. Completed room assignments must be received in our office two weeks before your conference begins. Late and excessive change charges will apply.

6. PREPAYMENT, ROOM ASSIGNMENTS AND PACK OUT MEAL ORDERS:

• 14 days prior to conference: Prepayment- A prepayment of 100% of the estimated room and board costs as itemized in your Conference Agreement is required fourteen (14) days prior to the start date of your conference. An additional ten ($10.00) dollar security/damage deposit is required for each participant attending a youth program or sport camp and will be applied in the event of extraordinary cleaning/damage incurred. Sport camps will be required to pay contracted recreational facilities use fees and security/damage deposit as part of their prepayment. This amount will be indicated on your Conference Agreement and is due with your prepayment.
• Pack Out Meal Form – If your group plans to be off campus for any meal, a pack out can be arranged with 14 days notice. The group is responsible for picking up the pack outs at the dining hall and returning the loaned equipment. Extra recycling and trash fees will be added to your invoice for packouts consumed on campus.

7. FINAL INVOICE: A final conference invoice will be sent to you in the fall. If you have questions regarding any charges, please contact Conference Services within fifteen (15) days of the date of your invoice. Otherwise, the invoice is due as presented, and payment must be received within forty-five (45) days of the billing date

GENERAL INFORMATION

Animals on Campus
Conference participants are not permitted to bring household pets on campus during the summer quarter. Exceptions may be granted for animals which assist people with disabilities. Any animal exempted under this policy must be issued a permit by and registered with the campus Animal Control Officer. A copy of this permit must be provided to Conference Services prior to arrival.

Check-in Procedures
Your Conference Coordinator will provide you with check-in and check-out information, driving directions and shuttle information (as applicable) to the check-in location. Please distribute this information to your group. Some groups may require a “remote” check-in at another location. A two-hour block of time will be assigned for check-in. Participants who arrive after the scheduled check-in time can register at the assigned on-campus Conference Office until close. You must inform your Conference Coordinator of any participants who have canceled by the end of registration on arrival day.

During check in, each participant will be issued keys and/or access cards, a meal card or wristband, and a parking permit if needed. Keys to meeting rooms and/or master residence hall keys may be issued to an authorized representative of the conference on a limited basis and are subject to significant re-keying charges if not returned prior to departure. We do not have a 24-hour check in. Late arriving guests up to 1:00am will be directed by kiosk staff to the Community Safety Officer at their designated college, who will unlock their room. The late arriving guests will need to go to the Conference Office at 7:00am the next morning to register and receive a parking permit.

Check-out Procedures
Check-out time is 1:00 p.m. unless other arrangements have been made in writing with your Conference Coordinator. Please advise your group to check their room upon departure for personal belongings, making sure that all windows are closed and doors locked; penalties may be assessed for buildings left unsecured. Participants must return their own keys and meal cards in the provided envelope and sign the check-out roster. Do not leave your keys in your room. Please note: Fees may apply for sorting keys if not returned to our office in an organized manner. Residences must be left clean as well. Trash must be taken out to dumpsters. Removal of excessive trash left in buildings will be billed to the group in the final invoice.

Children on Campus
Please advise your Conference Coordinator if you anticipate having children housed with your group. There are no childcare facilities available on campus during the summer months and each group is responsible for all accompanying children. This does not apply to children who are registered in a specific youth program.

Early Arrivals and Late Departures
Arrangements must be made in advance for conference participants or staff members requesting an extended stay on campus before or after the conference dates. Liability insurance coverage must include the dates of all early arrivals and late departures. Accommodation is subject to space availability and adequate insurance, and is granted at the discretion of Conference Services. Additional housing charges will be assessed to the final invoice.

Entrance Kiosks and Community Safety Officer Information
Kiosks are located at the main and west entrances to campus and are staffed from 8:00pm-3:00am, seven (7) days a week. Community Safety Officers are on duty from 7:00pm to 3:00am, seven days a week. If prior arrangement has been made, guests arriving between 10:00pm and 1:00am will be directed by kiosk staff to the CSO’s at their designated college, who will unlock their room. Your Conference Coordinator must be advised of late arriving guests so that after hours arrangements can be made.

Housing Guarantees and Associated Charges
Room and board charges will be based on actual participants registered or 85% of the number specified on your Conference Agreement, whichever is greater, and will be for the full program dates, whether or not participants stay for the entire program. The full room and board charge will appear on your final invoice.

Lost Key/Meal Card
A $75.00 per key/key card and/or a $10.00 per meal card/wristband charge will be assessed for residence hall or apartment keys and meal cards or wristbands not returned at checkout.

Maintenance and Construction
Maintenance and construction projects occur throughout the campus during the summer quarter and are beyond the control of Conference Services. Also, maintenance staff may need access to residential buildings for planned and unplanned repairs. If this should happen during your conference, we will work closely with you to minimize the impact of these projects.

Meal Information
Conference rates include three meals a day on campus, beginning with dinner on day of arrival, and ending with lunch on your departure day. All groups will be assigned to specific meal times and a dining hall shared by other conference groups. Your Conference Coordinator will advise you of your group’s meal hours and dining hall assignment prior to arrival. University Catering can provide catered meals and food breaks for your conference. Pack out meals may be available if certain criteria are met and the meal is requested no fewer than fourteen (14) days in advance.

Missed Meals
If your group plans to miss any meals you will need to inform your Conference Coordinator at least 14 days prior. With 14 days notice, food is not purchased and meals prepared that will not be eaten. No credit is given for missed meals, except when replaced with a UCSC catered event.

On-Campus Conference Offices
Offices are located at designated college sites and are staffed with student Conference Assistants (CA’s) who coordinate check-ins and check-outs, route mail, post messages and provide general information. Parking permits and phone cards are available for purchase at these offices. Hours of each office may vary. We do not have a 24-hour office.

Parking On Campus
Parking Permits are required 24 hours a day, 7 days a week. If parking is included in your room and board rate, you will receive a permit at check in.

Parking rules and regulations are strictly enforced. A limited number of metered spaces for visitors are located at each college. Conference participants requiring handicapped parking must have proof of disability (such as a handicapped placard) displayed in their vehicle. Handicapped conference permits are valid in specially marked handicapped spaces and in metered spaces as well as regular “Conference spaces”. Trailers, boats, and non-operating vehicles will not be issued a permit. Overnight camping in cars or RV’s is not allowed on campus. Arrangements need to be made in advance for RV or bus parking.

If a parking ticket is issued, it is a municipal violation and the responsibility of the participant to resolve. Please take your ticket to the parking office (TAPS) located at the base of campus, Monday through Friday between 7:00am and 4:00pm.

Publicity Information
All information publicizing your conference to prospective attendees must be reviewed and approved by Conference Services prior to printing. Include publicity information with your application (prior years information is acceptable.) You may identify the University as the location of your conference, but do not use “The Regents of the University of California, Santa Cruz” or “The University of California” in any manner that could reflect sponsorship of your program without written prior approval from UCSC Conference Services management.

The University of California, Santa Cruz is a public educational institution, and reserves the right to prominently display and promote admission and/or other university information it deems appropriate at all conference activities which utilize its facilities.

Removal Of Personal Property
Conference participants are responsible for the removal of their personal property from University premises by the designated check out time on the day of departure. Conference Services will take reasonable measures to notify the individual or contact person to make arrangements for shipping of left property, including lost and found items. Conference Services may, but has no obligation to, remove and store unclaimed items for up to ten (10) days at the expense of the conference group. At the end of ten (10) days, items left on university premises shall become the sole and exclusive property of the university to dispose of appropriately. Return of stored property will be conditional on the group/participant’s payment for the costs of removal, storage and shipping

Revised Final Estimates For Conference Participants
The most current estimated number of housed participants and commuters must be received by your Conference Coordinator no later than 30 days prior to the start date of your conference. This number is used for facility and food service planning purposes only and does not affect the contracted or invoiced participant number.

Rooms and Services
Generally, adult groups are housed in apartments and youth groups in residence halls. All beds are twin size. Cooking in apartments or residence halls is not allowed. Microwave ovens and hot plates are prohibited. Apartments feature a shared kitchen, living area and bathroom(s). Some beds in apartments may be lofted. Apartment refrigerators remain operable, but stoves are turned off during the summer. Residence hall rooms may have one to four beds per room, and share bathrooms for 10-15 persons. Beds may be bunked and/or lofted. Most youth groups furnish their own bed and bath linens, including pillows.

All beds in your assigned housing areas must be used as configured. No moving or reconfiguring of beds will be permitted due to liability and safety considerations. Any group found to have reconfigured beds will assume liability for resulting injuries and be charged a penalty as well as any labor charges to restore the original configuration.

Signage
Conference Services will provide each group with two (2) complimentary directional signs indicating the group’s name and check-in location. The signs are limited to 17 characters (including spaces). The signs will be placed prior to the group’s specified check-in time. If your group wishes to place additional signs, contact your Conference Coordinator for details. Unauthorized signs will be removed and a penalty may be assessed for each sign that is removed. It is the responsibility of the Conference Director to direct participants to the correct campus entrance.

Smoking Policy
All campus residential and public buildings are designated as non-smoking. “No Smoking” signs are posted on outside doors and entryways, indicating that no smoking is allowed within 25 feet of building doorways, windows and ventilation air intakes. Smoking is prohibited in all university-owned vehicles, including shuttles. Tobacco products are not sold on campus.

Conference Services
UC Santa Cruz
2901 Mission Street Ext., Suite C
Santa Cruz, CA 95060
Phone: (831) 459-2611
Fax: (831) 459-3422
Email: conf@ucsc.edu

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