UC Davis Conference Housing Services welcomes conference groups to the University residence halls/suites and dining commons during the summer conference season. The lodging and dining services detailed herein are subject to modification.
Accommodations
We offer standard accommodation package rates that include two or three meals per day, single or double room occupancy. Student Housing custodial staff maintain public space and community bathroom facilities (with exception of Cuarto suite-style housing). Guests are responsible for maintaining their residence hall room/suite space. This includes removing trash and recycle items and placing in appropriate containers. All accommodations on campus are smoke-free as per the U C Davis Smoke and Tobacco Free Policy. Conference Housing University & Residence Hall Regulations apply to all conference guests and visitors.
Bathroom Facilities
Depending upon the residence hall/suite complex, bathroom facilities are shared by 4-5 rooms (suite/cluster style) or approximately 15 rooms per floor (community style). Private baths are not available in any of the residence halls/suites. In some cases, it may be necessary for guests to walk to the floor above or below to use the appropriate bathroom facilities. Custodial services staff maintain public and traditional residence hall community bathrooms. Guests residing in Cuarto suite-style accommodations are responsible for maintaining cleanliness of their personal bathroom facilities (bathroom roll & cleaning supplies are available at the Area Service Desk.)
Check In Procedures
Our standard check-in time is 11am, with lunch as the first meal. Please contact Conference Housing Services if you would like to request an alternate check-in time (if possible, and for a fee). We reserve the right to request later check-in to accommodate back-to-back conferences.
Check in services provided by the Conference Housing staff include housing registration, distribution of room/dining cards and information regarding lodging, dining services, and assistance directing guests to their accommodations.
Check Out Procedures
The standard check out time is before 9AM and has been established for all guests, in order to allow time to prepare for new conference arrivals. A late fee will be assessed for guests failing to check out by the designated time. We reserve the right to request earlier check out to accommodate back-to-back conferences. If requesting guest checkout before 7:00am, conference coordinators should contact our office in advance to make arrangements (Additional fees may apply).
Guests are asked to turn off air conditioning & lights, lock their room doors, and return room key cards to the Area Services Desk before checking out. Report any damages and lost keys before or at time of check out. NOTE: Conference Housing is unable to store luggage due to space constraints and liability reasons.
CANRA
The California Child Abuse and Neglect Reporting Act (“CANRA”), requires that all University employees and administrators who are Mandated Reporters make required reports to child protection or law enforcement agencies; and more broadly to encourage all members of the University community who observe, have actual knowledge of, or reasonably suspect child abuse or neglect at a University facility or perpetrated by University personnel to promptly report the concern to appropriate external and University officials.
Dining Cards
Each guest will be issued a dining card (this is the same as your Room Access Card) for all dining room meals included in their conference contract. The card must be presented at each meal to gain entrance to the dining room. Dining cards must be returned upon checkout. (NOTE: Some large groups will be provided wristbands or shoe tags that do not need to be returned). Lost meal cards can be replaced. (Additional fees may apply) NOTE: Meals taken that are not specified in the contract will be billed back to the conference.
Dining Hours
In order to accommodate all guests comfortably, groups over 100 guests or more are requested to "stagger" meal times to help manage lines and overall occupancy.
Summer Meal Hours
- Breakfast: 7:00am-8:30am
- Lunch: 11:30am-2:00pm
- Dinner: 5:00pm-7:00pm.
The doors will be open during the meal times listed. However, limited selections may be available if entering at the end of the meal period. For an additional charge, dining hours may be extended depending upon the size of the group (with advance authorization). To avoid longer lines at meals, we suggest programs schedule to allow guests to arrive at the beginning or the latter portion of the serving period. The assigned Dining Commons location may change during your stay for project work, or to accommodate area occupancy.
Other Meal Options:
For more detailed information regarding our wide range of dining services and meal options (including special catering, non-resident Guest Meal Cards, dietary restrictions, etc.), please refer to the summer Dining Services Welcome Letter included with your Contract documentation.
Guest Services Desk
An Area Service desk is located in each of the residential hall complexes depending upon conference schedules and area occupancy. Desks are open daily 7am to 11pm. On-call staff is available from 11pm to 7am at our Area main desk. Desk hours are subject to change and will be posted in the area. In addition to providing check in and checkout services, the desk staff will facilitate lockout assistance, fresh linens (linen exchange), and city/campus directory information. We also have a limited supply of irons, vacuum, and cleaning supplies that can be checked out during your stay. The desk staff will assist with details regarding transportation, lost luggage, restaurants, and places of interest in Davis and Sacramento areas.
Important Telephone Numbers
- Emergency (In-Progress): 911
- Area Service Desk: (530) 752-2900 (summer only)
- Conference Housing Office: (530) 752-8000 (Hours: 8:30am-noon/1pm-4:30pm, Monday-Friday)
Items to Bring
- Toiletries
- Clothes hangers
- Laundry Detergent
- Bicycle & lock, bicycles may also be rented on campus or in town
- Reusable water bottle for use in the hydration stations on campus
Keys
Each guest, with the exception of children, will be issued a key card for entrance into their building and their room door. A charge of $50 will be assessed for hard keys that are lost or not returned at checkout and a $25 charge will be assessed for lost or (clearly) damaged card keys. The replacement fee is non-refundable, even if the original key or card is later found. Fee will be charged to conference group.
Laundry
Washers and dryers are available in each residence hall/suite complex. Equipment is operated with a mobile app. Detergent dispensers are available in each complex.
Mail Services
Incoming mail is held at the Mail Room in the Area Services Center. Guests or Conference Coordinators will receive mail/package notices. Guests must bring their identification to the desk for pickup from 10am-5pm Monday - Friday (not open weekends/or holidays).
Guest mailing address:
(Please note address will be based off building you are residing in, see link below)
Guest Name
Conference Name & Housing Location
Residence Hall Mailing Addresses
Meeting Rooms
A very limited number of meeting rooms and lounge space may be available for rental within the residence hall areas. These rooms require advance reservations and five-day notice of cancellation. Charges are assessed for setup, breakdown, and any excessive mess associated with use of space. Meeting room charges cover the use of the rooms only and do not guarantee the availability or condition of audio-visual equipment. NOTE: Shared building meeting room/lounge cannot be reserved for exclusive use (must be available for all community residents).
Parking
Parking permits are required in all lots and on campus streets (Monday-Friday) and are available through the Aggie Mobile Park App. Parking is free on Saturday and Sunday, except for special events.
Prohibited
- Alcoholic beverages in public areas and not in the presence of guests under drinking age of 21
- Smoking on campus and in residence halls, residential space or property or parking lots
- Fireworks, ammunition, explosives, or flammable materials in the residence hall area
- Cooking appliances such as popcorn poppers, hot plates, rice cooker, toaster ovens, coffeepots.
- Candles/portable items with open flame, etc.
- All pets and animals in the residence halls, except with advanced approval of a registered service animal.
- Kitchen use after 11pm is prohibited in shared communities or as posted.
Please see University & Residence Hall Regulations for a complete list of conference and individual guest policies.
Telephone Service
Telephones are not provided in individual guest rooms. Every effort will be made to deliver emergency messages to the conference guest or director. Conference Housing staff are not allowed to give out personal guest room or contact information for security reasons.
Wireless Guest Access
UC Davis Information Technology has established a UC Davis Wireless Guest Access Account program in which a UC Davis faculty and/or staff member may sponsor temporary wireless accounts for campus guests. Please visit Wireless Access: Guest Access for complete details regarding guest access to the UC Davis Wireless Network. Contact the department you are visiting to have your guest account activated.
Wireless access has limited availability in guest rooms but is available in public areas such as lounges. To find wireless hot spot access within the City of Davis and access on the UC Davis Campus please go to the UCD Guest Wireless.
Optional Services
One or more of the following services may be added to your accommodation package. When arranged as part of a group reservation, services must be applied to the entire group. Prices are subject to change.
Alternate Check In/Out Time
Description: Available upon request. Additional fee may apply. (Standard check in is 11am and check out before 9am.)
Rate: $30/hour x number of staff required (2-hour minimum)
Extended Desk Hours
Description: Area Service Desk Hours Extended. (Standard desk hours-extension only.)
Rate: $30/hour x number of staff required (1-hour minimum)
Special Services
Description: Special staff services as requested.
Rate: $30/hour x number of staff required (2-hour minimum)
Remote Check In/Out
Description: (Need info - please refer to PDF)
Rate: (Need info - please refer to PDF)
Guest Late Check In/Out
Description: Unauthorized / After Hours / Late Check In / Check Out
Rate: $75 per person
Extended Dining Hours
Description: Dining hours extended.
Rate: Notify Conference Housing and Contact University Dining Services for request
Damage Charges
Charges for damages vary by residence hall area and are subject to change.
Missing Linens
- Towel: $6
- Sheet: $8
- Blanket: $15
- Pillow: $6
- Pillowcase: $2
Broken Window
$50-$500
False Fire Alarm
$300
FIre Extinguishers
$100
Missing: $100
Emptied (unnecessarily): $50
Rearrange Room Furnishings
Rearrange Furniture: $30/hour of labor (1-hour minimum)
Minimum Charge: $30/hour of labor (1-hour minimum)
Excess Cleaning, Damage and Replacement
Custodial: $30/hour of labor and/or replacement cost (2-hour minimum)
Maintenance: $30/hour of labor and/or replacement cost (2-hour minimum)
Lost Key: $50 replacement (key set and lock change)
Lost/Damaged Key Card: $25 replacement