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Conference Group Reservations

Groups not affiliated with the University of California are welcome to stay in campus housing during the summer months, and must initiate reservations through UC Davis Conference & Event Services. UC departments may contact us directly for a rate quote.

Reservation Requirements and Responsibilities

Organizers making group arrangements must meet and accept the following reservation requirements and responsibilities to guarantee reservations.

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Guest Guarantees

Group organizers must provide UC Davis Conference Housing with guest guarantees in advance of the event as follows:

  • Sixty days before the event, organizers must provide an estimated number of guests, with 80% liability
  • Thirty days before the event, conference sponsors must confirm the number of expected guests, with 95% liability
  • Seven days before the event, conference sponsors must supply a guest list to UC Davis Conference Housing

Should the actual number of guests vary from the information provided at any of these three points, conference sponsors will be charged for the actual number of guests as follows:

  • Charged for the actual number of guests is (if higher than expected), or
  • Charged 80% of the 60-day estimated number of participants, or 95% of the 30-day confirmed number of participants, whichever is highest
  • The conference will be held financially responsible for all service requests made by authorized representatives
  • Please contact Conference Housing if you would like additional information on group guarantee requirements

Requirements

For safety considerations, counselors must be provided by groups at a ratio of one counselor/chaperone for every ten participants under 18 years of age.

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Forms

UC Davis Conference Housing offers many of our publications through the web as well as through our office. Providing this information on the Internet reduces our administrative expenses and allows for faster client access. Most documents are distributed in PDF format and require the free Adobe Acrobat Reader.

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Conference Housing Informational Documents

General Information

The General Information document provides information about accommodations and dining services for conference planners and their guests. This information is specifically for those guests whose accommodations have been arranged in conjunction with a conference agreement.

Download the General Information document (pdf)

University & Residence Hall Regulations

University & Residence Hall Regulations outlines critical University and residence hall regulations applicable to all guests staying in the residence halls.

Download the University & Residence Hall Regulations document (pdf)