Frequently Asked Questions
Food and Beverage Policies and Procedures
Does on-campus catering include a gratuity charge?
Many off-campus caterers and event facilities charge a gratuity of up to 20% on food service, which is then taxed. Sodexho, our on-campus caterer, does not.
Can I have an off-campus service cater for an on-campus event?
Yes-the University provides a list of approved caterers from which to choose and permits off-campus catering at any location but the Memorial and Silo Unions. Self-catered and pot luck events are only allowed at Putah Creek Lodge, Recreation Pool Lodge, and University Club Conference Center. A list of approved caterers is available at: http://cevs.ucdavis.edu/dept_cont/caterers/. Caterers wishing to register with the University may call: (530) 752-8030 for assistance.
Can we serve alcohol on campus?
The University must adhere to strict health and safety requirements relating to alcoholic beverage consumption on campus. In order to serve alcohol, sponsors must comply with specific regulations, complete a Permit to Serve Alcoholic Beverages, and submit it to Conference and Event Services for review and approval. Events issuing a charge or "consideration" for the event must obtain a One-Day Sales License through the state agency Alcoholic Beverage Control. This can easily be done through your registered caterer, licensed to sell and serve alcohol.
Security and Liability Requirements
Is security available or required on campus?
Security can be arranged for any on-campus function. For the safety and well being of all of our campus guests, security may be required for large-scale events.
Transportation
Where is UC Davis, and how do I get there?
UC Davis is located between San Francisco and Sacramento, at the intersection of Intersection 80 and Highway 113, and within 10 minutes of Interstate 5 and Highway 99. Travel to and from Davis is hassle-free because of our close proximity to Sacramento International Airport and our accessibility by car, bus, or train. Davis is also near other scenic locations in Northern California, such as the Napa Valley, Lake Tahoe, Yosemite.
Once I get to Davis, what kinds of transportation are available to me?
No matter where you stay in Davis, nearly everything you need is within walking distance. The town is known as the bicycle capital of the world, so cyclists abound-consider renting a bike or bringing your own. Should you prefer to drive, you'll have a variety of car rental agencies from which to choose. Public transportation is also available, such as the University's red, double-decker buses imported from London. For more information visit the Unitrans website. For a day-trip to Sacramento or San Francisco, visit the quaint downtown Amtrak station and travel by train.
Is there a fee associated with parking on campus? Where can I park on campus?
While the core of campus is closed to vehicles, visitor parking can be found in lots throughout the perimeter of campus. Daily permits are currently $6.00 per day, but may change without notice. For additional parking information, see the Transportation and Parking Services web site on parking information and directions. http://visit.ucdavis.edu/map/park.cfm.
Housing
Where is the University located in relation to Downtown Davis?
UC Davis is directly adjacent to the downtown area. Most meeting facilities and restaurants are a short walk from residence halls and downtown hotels.
How many overnight rooms are available in the City of Davis?
Davis has approximately 12 hotels that offer a total of 600 beds. Additionally, hotel rooms are available in neighboring communities to accommodate large groups.
Services and Amenities
I would like to plan an event at UC Davis. Where do I begin?
You will be paired with a qualified staff member who will review your needs and prepare for you a preliminary cost estimate and budget. Conference and Event Services gives special attention to individual needs: any coordination and registration charges will be based upon unique requirements. Whether you are planning an on or off-campus event, we can provide services from site selection to the management of income and expenses, and serve as liaison between you and a wide array of vendors.
Can conference and event participants use the university sports, recreation and arts facilities?
UC Davis offers a variety of sports and recreation activities that may be available for guests, including tennis, basketball, swimming, billiards, bowling, museums, arcade games, biking, and the craft center. Please check with your Conference and Event Services coordinator for details and availability.
Do I need to arrange for an external AV provider?
Our staff will arrange affordable audio visual equipment to fit your needs, however if you wish to bring in outside audiovisual equipment, that is also permitted.
Regional Conditions
What is the weather like in Davis?
Expect a Mediterranean climate in California's Great Central Valley. Spring is typically sunny, with temperatures ranging from the mid 60s to the high 80s. In the summer, you'll find a dry heat with average highs in the 90s, but the “Delta Breeze” often cools things off during the day and at night can drop temperatures to the 60s. Fall days are usually sunny with highs in the low 80s through November, at which point the valley is cooled to the 60s. Winter in Davis is mild and sometimes rainy, with temperatures ranging from the low 50s to the mid 60s.
Conference Facilities
What is the largest group you can accommodate?
Our largest venue, the Pavilion at the ARC, holds up to approximately 6500 attendees theater style or 1000 for dining. Our summer conference housing accommodations allow for up to 4500 guests per night.
Are there long distances between facilities?
All event facilities, conference housing and dining facilities are located within approximately 10 minutes walking radius from the center of campus. The shops, hotels, eateries, galleries and parks of downtown Davis are also conveniently located only a few minutes from campus.
What is your cancellation policy?
There are different cancellation policies on campus depending on the facility you are using. Your Conference and Event Services coordinator will explain the cancellation policy for your facilities. Most facilities have 30, 60 and 90 day cancellation fees.
Are your conference and event facilities available year round?
Our conference and event facilities are available year round. Conference housing, however, is only available during the summer, beginning in mid June and continuing through the beginning of September. Consider staying in one of our local hotels if conference housing is not available during your stay.
Miscellaneous
Do you accept credit cards for payments of university services and facility rentals?
Unfortunately, we do not accept credit cards for payments to Conference and Events for UC Davis services and rentals. This includes American Express Government Meeting Planner Accounts. We request that all payments are made with a money order or check made payable to UC Regents. We do, however, accept credit card payment for conference attendee registrations with our registration services packages.