Policy Handbook

This document will help you with your conference planning. Read carefully through this document and contact your Conference Coordinator with any questions.

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


1. APPLICATION AND DEPOSIT:

Both the application and deposit must be received for space to be reserved for your conference. The deposit is ten dollars ($10) per person or one thousand ($1,000) dollars, whichever is greater, and will be credited on your final invoice. The deposit is refunded only if we cannot accommodate your group. (Make checks payable to “UC Regents”). Also, we request that you return a previous year program schedule and/or publicity information. 

2. RATES:

Most rates are room and board, including 3 meals per day, taken in a shared dining hall, starting with dinner on check in day and ending with lunch on check out day. Rates are based on a minimum of 3 nights stay and 30 participants. Conferences with less than these minimums will incur a surcharge of $5 for each shortfall, to a maximum of $10 per participant, per night. Rates vary depending on level of custodial and linen service. The standard apartment rate includes beds made upon arrival with bed and bath linens provided and changed weekly. Most youth rates in residence halls do not include linen. Periodic custodial service to common areas is included in both rates. 

3. INSURANCE:

All groups staying on campus must provide Conference Services with a Certificate of Liability Insurance and Endorsement, naming “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 received no later than 30 days prior to the start of conference. Your group will not be allowed to arrive without the approved insurance certificate. 

4. CONFERENCE AGREEMENT PACKET:

Before a Conference Agreement is written to secure your facilities reservation, your Conference Coordinator will contact you to verify your participant numbers. The signed Conference Agreement must be returned within 30 days of receipt or your facilities reservation may be cancelled. Your Conference Agreement will indicate the number of participants in your program and the length of stay on campus. You will be financially responsible for 85% of the number of the participants for the full program dates, whether or not participants stay for the entire program. Recreation fees (if applicable) will also be included in your Agreement and the same 85% guarantee will apply. 

You will also receive the following with your Conference Agreement: 

  • Conference Information Form (includes check in and sign information) 
  • Addendum (if applicable) 
  • ADA information 
  • Insurance information 
  • Dining information and assigned meal times 
  • Background Check Certification Form (for youth group staff) 

5. DETAILS PACKET:

Upon receipt of the signed Conference Agreement you will be sent important planning forms which must be returned to our office by May 15. If you are unable to meet these due dates we cannot guarantee our ability to provide the services requested. Not all conferences will receive all forms. Charges for these services will be added to your final invoice. 

Additional Services Request Form – To request services such as transportation, meeting room media, catering and permits for alcohol events 

Telephone, Residential Key Request Form – To request entry keys (for youth programs), master keys and office phones. 

Commuter Meal Form – Meals can be purchased for conference participants who are not staying in campus housing. Commuter meal tickets will be provided to your designated staff to distribute to commuters. These pre-ordered meals are not refundable and will be billed to the conference on the final invoice. 

Pack-Out Meal Form – to order meals “to go” when off campus 

Health Services Request Form – to arrange for use of UCSC Health Center 

Summer Programs Handbook – primarily for staff, explains supervision & security, conduct, decorations, noise policies, etc. 

General Information Flyer – primarily for participants, explains campus information regarding housing, meals, parking, weather, what to bring, on-campus conference offices, etc. 

Meeting Room Information Form – Update and confirm your meeting room requirements on this form.


6. HOUSING PACKET:

Housing Assignment Worksheets and Instructions – 30 days before your conference we will send you by email housing spreadsheets, floor plans and instructions for placing your participants in the housing spreadsheet. You will be responsible for assigning your participants to their rooms. Completed housing spreadsheets must be received in our office two weeks before your conference begins or you will incur late charges. Charges may also apply to late or excessive changes to this information. 

7. PACK OUT MEALS:

Pack Out Meal Form – If your group plans to be off campus for any meal, a pack out (dining hall replacement meal for housed guests) can be arranged with 14 day notice. Less than 14 day notice may not be accommodated. Additional charge for non-housed participants will apply. 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 pack outs consumed on campus. 

8. PREPAYMENTS:

All groups must pay a prepayment of 100% of the estimated room and board costs as itemized in the Conference Agreement. This is required fourteen (14) days prior to the start date of your conference. Other conference costs may be included in this estimate. Some groups will be required to pay contracted recreational facilities use fees and an additional $10 per person security/damage deposit as part of the prepayment. This amount will be indicated on your Conference Agreement and is due with your prepayment. 

9. FINAL INVOICE:

A final conference invoice will be sent to you by September 30th which will detail all charges incurred for your conference. You will have fifteen (15) days to review and consult with your Coordinator if you have questions regarding any charges. At the end of the 15 days, your invoice is due as presented and payment must be received within thirty (30) days of the invoice date. Checks should be made out to UC Regents and payments should be mailed to Conference Services. 

10. STAFFING REQUIREMENTS FOR YOUTH: 

Residential Housing - UCSC requires a minimum of one (1) staff per every ten (10) participant ratio in residential housing for all youth (18 and under) groups, with staff reflecting gender mix in residential halls. 

Staff Background checks – The conference is required to perform background checks and fingerprinting for all staff in youth programs. This includes residential and program staff. Background Check Certification forms will be provided. 

11. ERF REPORTING FOR UC SANTA CRUZ SPONSORED GROUPS 

Groups with a UC Santa Cruz sponsorship, paying by recharge, are required to complete an Entertainment Reporting Form (ERF) for their conference that captures all entertainment related expenses (ie meals, tickets, etc). The ERF number must be included on the groups booking deposit recharge and provided to Conference Services. The ERF is to be approved and signed by the sponsoring department’s Event Order Approver (EOA), Event Expense Certifier (EEC), and any other department required top-level approvals. The approved ERF must then be submitted to Financial Affairs. More information about UCSC entertainment reporting requirements can be found on the UCSC Financial Affairs website. 

12. SERVICES INCLUDED WITH CAMPUS HOUSING:

  • Reserve on-campus housing in student residences 
  • Check-in/out conference participants at a designated area 
  • Schedule meeting rooms, media services, and catering 
  • Manage parking and campus shuttle transportation 
  • Reserve computer laboratories 
  • Reserve sports and music facilities 
  • Schedule dining hall hours and meal times, arrange for pack out meals 
  • Coordinate commuter fees, meals, and parking 
  • Arrange for alcohol and amplified sound permits 
  • Track ADA requirements 
  • Provide two directional signs 
  • Provide detailed final invoice in September

GENERAL INFORMATION

Alcohol Permits and Policies

Any event on campus where alcohol is served is limited to your conference participants and invited guests aged 21 years and older and must have an approved permit on file. Permits are issued for specific locations and time frames. Alcohol can not be sold on campus. All events serving alcohol must also have other food and beverages provided. Use the form you will receive in your Details Packet to request permits for individual events. Please read the rules printed on your approved permits and make sure the dates, times and locations are correct. Alcohol consumed by conference participants within assigned housing space does not require a permit. 

Animals on Campus

Animals are not permitted on campus during the summer quarter. Exceptions are granted for qualified service animals utilized for disability accommodation. Please refer to UC Santa Cruz Service Animal Policy (Policy SA-0001) for information. 

Check-in Procedures

You will be provided with check-in and check-out information and a map to your Conference Office and registration area. Please distribute this information to your group. During check in, each participant will be issued keys and/or access cards, a meal card or wristband, and a parking permit if needed. You must inform your Conference Coordinator of any participants who have canceled by the end of registration on arrival day.

Participants who arrive after the scheduled check-in time can register at the assigned campus Conference Office until close. (Most offices are open until 8:00pm but are not open 24 hours.) If guests will arrive after 8pm, you must inform your Conference Coordinator so arrangements can be made. Late arriving guests must phone the Community Safety Officer (CSO) at 831-459-2100 who will meet them at their designated college and unlock their room. Late arriving guests will need to go to the Conference Office the following morning to register, receive room keys and a parking permit. 

Check-out Procedures

Check-out time is 1:00 p.m. unless other arrangements have been made in advance with your Conference Coordinator. Participants must return their individual keys, meal and or flexi cards, laundry cards in the original envelope and sign the check-out roster. A key sorting fee will apply if keys are not returned to our office in an organized manner. Do not leave keys in rooms unless directed to do so. Residences must be left clean as well. Trash must be taken to nearby bins, as removal of excessive trash by custodians will be billed to the group in the final invoice. Advise your group to check their room upon departure for personal belongings and make sure that all windows are closed and doors locked. 

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. Each group is responsible for all accompanying children at all times (does not apply to children registered in a youth program). 


Community Safety Officer Information

Community Safety Officers (CSOs) are on duty from 7:15pm to 2:45am, seven days a week to assist conference guests. Guests arriving after 8pm should call the Community Safety Officer (831-459-2100) who will meet them at their designated college and unlock their room. 

Commuters

Commuters are non-housed participants who participate in your conference. A list of commuters must be provided to your Coordinator at check-in. A per commuter fee will be charged on your final invoice. This fee does not include parking, meals or recreational fees. Commuters may not exceed 20% of housed participants without written exception. Exceptions will require a guaranteed number of participants housed on campus. All commuters for the conference will pay a special fee based on percentage over 20% and may be required to park in remote lots and/or contract for parking and lunches. These special arrangements will be detailed in an Exception Addendum which will be signed and become part of the Conference Agreement. 

Early Arrivals and Late Departures

Arrangements must be made in advance for conference participants or staff members requesting an extended stay on campus one day before and/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 on the final invoice. 

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 change the contracted participant number.


Keys

Keys to residential buildings may be metal keys or access cards. Keys are checked out to participants by key number and returned at departure.  Keys to meeting rooms and/or master keys may be issued to an authorized conference representative on a limited basis. Master keys must be in the custody of the representative at all times. 

Laundry 

Laundry facilities are located in each college residential area and require a laundry card. Please see your on campus conference office for details. 

Lost key/Meal card

A $75.00 per lost residential/meeting room key and a $10.00 per lost meal card/wristband charge will be assessed if not returned at checkout. Master keys are subject to significant rekeying charges (up to $300,000.00) if lost or not returned prior to departure. 

Maintenance and Construction

Maintenance and construction projects occur throughout the campus during the summer quarter and are outside the control of Conference Services. 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

Most 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 specific meal times in a shared dining hall. Meal times are assigned in intervals designed to reduce time spent in line and maximize seating. Groups are expected to enter the dining hall only at their assigned time and to complete their meal period within 45 minutes. Assigned meal times will be included in your Conference Agreement. 

University Catering can provide catered meals and food breaks for your conference and a credit is given for the replaced dining hall meal. Pack out dining hall meals may be available if requested no fewer than fourteen (14) days in advance. 

Due to University insurance restrictions, groups cannot prepare meals or “pot luck” to provide food for conference attendees. 

Missed Meals

If your group plans to miss any meals, please inform your Conference Coordinator at least 14 days prior so that food is not purchased or prepared. No credit is given for missed meals, except when replaced with a UCSC catered event. 

Noise Policies

Quiet hours in residential areas and outdoor spaces are between the hours of 10pm and 8am. Events in meeting rooms or outdoor events with an approved amplified sound permit are exceptions. If you aren’t sure about an activity you have planned, please check with your Conference Coordinator to make sure the meeting space is appropriate for the activity. 

On-Campus Conference Offices

We do not have a 24-hour office. 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. Conference parking permits are available for purchase at these offices. Hours of each office may vary. 

Parking

Parking permits are required 24/7 and parking rules are strictly enforced. If parking is included in your room & board rate, you will receive a permit at check in. Conference participants requiring accessible parking must have proof of disability displayed in or on their vehicle. Overnight camping in cars or RV’s is not allowed. Advanced arrangements are required with your Conference Coordinator for trailer, boat or oversized vehicle parking on campus. 

All tickets issued are municipal violations and the responsibility of the participant to resolve. To contest a citation, take your ticket to the Police Department located at the base of campus. 

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. 

Residential Housing 

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 and microwave ovens and hot plates are prohibited. Apartment refrigerators remain operable, but stoves are turned off during the summer quarter. 

Apartments feature a shared kitchen, living area and bathroom(s). Beds in apartments may be raised 36-40 inches off the floor or bunked. Residence hall rooms may have one to four beds per room (may be bunked or lofted) and share bathrooms for 10-15 persons. 

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. 

Shared Communities

During the summer the UCSC campus is a thriving community. In addition to other conferences and sports camps, UCSC has a Summer Session student population. Please keep in mind that in addition to faculty and staff working in offices during the day there are also professional staff and their families living in many residential buildings and using shared laundry facilities, etc. Please be respectful to all others within the UCSC community and avoid activities which might disturb others. If you would like to know if any staff is living in your buildings please ask your Conference Coordinator. 

Signage

Conference Services will provide each group with two (2) complimentary directional signs indicating the group’s name and check-in location. Signs are limited to 17 characters (including spaces) and will be placed prior to the group’s check-in. Contact your Conference Coordinator for additional signage.

Unauthorized signs will be removed and a penalty may be assessed for each sign that is removed. No conference signs are allowed at the Main entrance. It is the responsibility of the conference to direct participants to the correct campus entrance. 

Smoking Policy

Effective January 1, 2014, smoking is prohibited in all UC Santa Cruz facilities, on all University grounds, and on all University-owned and leased properties regardless of location. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e.g. “e-cigarettes”) is strictly prohibited. This smoke-free policy applies to all indoor and outdoor areas. 

Transportation

A free campus shuttle provides limited weekday service around campus. Busses are also available to charter for on or off campus transportation. Please indicate your transportation needs on the form provided in the Details Packet you will be receiving. 

Santa Cruz City buses travel through campus seven (7) days a week excluding holidays. Fare, routes and schedules can be found at www.scmtd.com

The staff at UC Conference Services is here to help you coordinate and enjoy your summer program. Please refer your participants to our web site and/or add our link to your web site.