Conference and Event Services is the department responsible for the policy regarding alcohol use on campus.

Source Document: PPM 270-21 Sales, Service, and Consumption of Alcoholic Beverages

For additional details, see Alcohol Permit Guidelines.

California law states that persons under 21 years of age may not be served or given alcoholic beverages. To provide for compliance, sponsors will be asked to describe their group (including guests) as part of the permit application process.  Groups that are composed entirely of people over 21 such as graduate student associations, faculty and staff groups or combinations of these will generally receive approval.

Groups that include significant numbers of people under 21 will be reviewed individually, but generally will not be issued an alcohol permit. The number of people under the age of 21 must be less than 10% of the total attendance.

Conference and Event Services is the department responsible for the amplified sound policy.

Source Document:  Conference and Event Services Requirements Website. Navigate on the page down to “Sound Permits.”

A permit from Conference and Event Services (CES) is mandatory for any outdoor amplified sound anywhere on campus and can be acquired by submitting a Sound Permit Request Form ten business days in advance of your event. Some important guidelines are included below:

1. During the week, sound permits on the Quad and MU Patio are generally approved between noon and 1 PM but may be issued beyond that time frame by exception only.
2. If both the MU Patio and the Quad are reserved by different clients, only one sound permit will be issued on a first come first served basis.
3. The permit must be on-site during the event and shown if requested by university officials or police.
4. Amplified sound must not interfere with classes, university operations or disturb residents.
5. Sound checks must occur only within the permitted hours.
6. The university can terminate sound or events if complaints arise or if there is a risk of liability, damage or disruption.

Safety Services is the department responsible for the candle and open flame guidelines on campus.

Source Documents: PPM 390-40 Fire Safety

Candle and Open Flame Guidelines

There are many steps and guidelines associated with hosting a vigil with open flames present. For this reason, we recommend using electric candles instead and the Center for Student Involvement can lend these electric candles to you at no cost.

1. Coordinators must submit an Open Flame Permit Application and contact the Center for Student Involvement at least 72 hours prior to the event obtain a permit from Fire Prevention.
2. Student Affairs provides fire department-approved candles free of charge through the Center of Student Involvement.

You must follow all Candle and Open Flame guidelines including approved candle types, prohibited uses and safety measures to ensure safe handling.

The Center for Student Involvement and Student Affairs Divisional Resources collaborate to provide the following guidelines and best practices related to handling cash and digital funds (i.e. Venmo and Cash App transactions). 

General guidelines:

1. Create reasonable and reliable procedures for your group so there is no ambiguity regarding the responsibilities of students handling group proceeds.
2. Have an easily readable and retrievable system for recording how much money is received, from whom, on what date and for what purpose.
3. Student organization leaders should become familiar with the Agency Account Policies for Student Organizations to ensure full compliance with all related policies.

Digital funds handling:

1. If possible, use Zelle or a system that allows individuals to directly deposit funds into your organization’s private bank account.
2. If individuals collect digital funds on behalf of your organization through a personal Venmo or Cash App account, create policies that require them to deposit those funds into your organization account promptly.

Cash handling:

1. When handling cash or checks, your group must make every effort to ensure that all forms of currency are collected, transported and deposited into your organization’s account successfully in a secure and timely manner.
2. Each group should have two designated persons responsible for handling cash and checks, to provide protection for both the organization and the individuals. They must maintain accurate records verified by both and be responsible for reporting receipts to the organization regularly or on demand.
3. Keep funds in a code or lock-protected cash box until you are able to make a deposit. Do not carry around group money in your wallet or backpack.  Do not leave cash/checks in a group office, a place where people congregate or unsecured in a personal residence. Deposits should be made within two business days.  Do not delay deposits for more than a few days waiting to accumulate all income.  Deposits should be clearly identified for future reference.

Student Affairs is the department responsible for the policy on the distribution of literature on campus.

Source Document: PPM 310-25 Distribution of Information and Literature

Your organization may distribute literature on campus in compliance with the Distribution of Information and Literature policy. 

Some important guidelines outlined in the policy are included below:

1. Literature to be distributed must be of a non-commercial nature and must clearly indicate the sponsoring organization.
2. Distribution shall not obstruct the free flow of traffic or entrance to facilities and materials may not be forced upon individuals.
3. Outdoor table distribution of literature is restricted to designated areas near the Memorial and Silo Unions. Reservations for outdoor tables must be made through the MU Campus Information Center (see Tabling Reservation Policy).
4. The sponsoring person or organization may be held responsible and charged for clean-up associated with the distribution of literature. Violations of this policy are also subject to Student Conduct guidelines and administrative responses that could affect use of facilities or other privileges offered to the group by the university.
5. If you wish to distribute literature at a meeting or through a campus department, you must receive express approval from the head of the meeting or department. They may not be left in University mailboxes. 
6. Materials may not be distributed in or outside of on-campus student residence facilities or left in stacks near student residence mailboxes without prior permission from the Student Housing Office. See Reaching the Residents in Student Housing for more details about this policy and other marketing opportunities.
7. Materials may not be distributed by placing copies on or in vehicles (including bicycles) on university properties.

UC Davis Police is the department responsible for policies and guidelines related to security on campus. Conference and Event Services is the department responsible for the event supervision policy. 

Source Documents:  Campus Security 

PPM 270-20 Use and Reservation of University Properties/Event Arrangements

During the facility reservation and event planning process it may be determined that event security and/or facility attendants must be present at your event. The RSO will be responsible for all charges associated with having staff at your event. 

Event Security

All activities taking place on university property are reviewed to determine the level of security required. This review is initiated during the facility reservation process and events are evaluated based on university security guidelines. The guidelines include such criteria as the type of event, number of people expected, presence of alcohol and advertising or promotion of event.

If it is determined that an event requires special security arrangements, Aggie Hosts will be assigned. The Aggie Hosts system provides most of the security services needed at events, although police officers may sometimes be assigned. The services that clients can expect from security employees include crowd control, parking and traffic control, crime prevention and response to emergency situations. Sponsors are charged for any security personnel assigned to their events.

Event Supervision

In accordance with the Campus Events Security Guidelines, Facility Managers/Reservation Coordinators will determine if events presented in campus facilities require a facility attendant/manager. Reservations of large paid facilities (holding programs designed to attract many people) usually include the assignment of facility staff.

Sponsors will be charged for the facility staff in accordance with existing policy.

Conference & Event Services is the department responsible for the policy regarding the use and reservation of university properties and event arrangements.

Source Document:  PPM 270-20 Use and Reservation of University Properties/Event Arrangements

Any event in a university building which involves the use of decorations must adhere to the following guidelines:

1. Paper streamers are not permitted unless made of flame retardant paper.
2. Dry vegetable materials are not permitted unless treated with flame retardant and approved by the Campus Fire Department.
3. Butcher or construction paper is allowed in limited amounts if applied flat against a wall and at a sufficient distance from exits.
4. Use of scotch tape, staples, tacks, nails, duct tape, glue and screws are not permitted. Masking tape is permitted but must be removed after use or a fee will be charged. Decorations are not permitted which would obstruct the use of exits or fire protection equipment.
5. Open flame devices or candles are prohibited in university buildings. Exceptions for fixed open flame devices must be approved by UC Davis Fire Prevention Services.
6. Fire permits are required for amphitheater bonfires held at Putah Creek Lodge.
7. Campus Unions Facilities have additional guidelines. Please consult Facility Managers.

Conference and Event services is the department responsible for the Facility Reservations and Appropriate Use of University Property policy.

Source Document: 270-20, Use and Reservation of University Properties/Event Arrangements

RSOs who have registered as a Track 2, 3, or 4 organization have the ability to reserve and use campus facilities for various activities in accordance with the Use and Reservation of University Properties/Event Arrangements Policy. Directions for reserving space can be found on our  RSO Reservations Website.

Track 2 Organizations may only reserve free space for 4 hours or less of meeting space per week.

Track 3 Organizations may reserve unlimited meeting space (which will be reserved at a fee after the 4 hours/week allotment) as well as space for Special Events.

Track 4 Organizations may reserve unlimited meeting space (which will be reserved at a fee after the 4 hours/week allotment) as well as space for Special Events and Major Events. 

Dance Performance and Recreational Sport RSOs in any track have access to limited weekly practice space at the University Credit Union Center as outlined on our Reservations Website.

The Office of Research – Technology Transfer Services is the department responsible for the policy related to copyright issues.

Source Document: PPM 250-01 Copyright

RSOs wishing to show films or videos on campus must comply with all applicable university rules and regulations and local, state and federal laws that govern the use of these materials. In general, use of copyright-protected materials by anyone, including registered student organizations, other than for private “in-home” viewing, requires permission in the form of a written license from the copyright holder or authorized representative.

It is possible that the copyright owners may be willing to grant this permission for free when the purpose is explained. Groups are advised to request permission well in advance of the desired show date, as these requests are usually a very low priority for the copyright holders.

Groups also may enter into a contract with a commercial licensing company that obtains copyright permission but such contracts typically involve a significant cost.

Per Policy and Procedure Manual section 270-05, groups are responsible for becoming familiar with relevant policies, rules and regulations. While not intended to be a comprehensive list for such compliance, RSOs may not:

• Use a university facility for the viewing except for those normally allowed for student use for personal viewing of such materials.
• Charge for viewing the movie, although donations towards the rental/license cost may be accepted so long as not required.
• Advertise the viewing.
• Organizations should remember that any license or contract relating to organization activities are entered into by the officers of the registered student organization as individuals and that the university will not be responsible for any costs or legal proceedings which result from failure to follow laws, rules, regulations or policies.

The UC Davis Fire Department & Fire Prevention Services are the departments responsible for the Fire Safety policy.

Source Document:  PPM 390-40 Fire Safety

Fire and safety regulations require persons, groups or organizations that are responsible for meetings, programs or performances in any university classroom or auditorium adhere strictly to the following:

1. Except when entering or leaving the room, no person or persons shall be allowed to sit or stand in any doorway, aisle or passageway that is meant to serve as a means of emergency exit from the room.
2. The number of persons admitted to any classroom or auditorium shall not exceed the posted number.
3. No seats shall be added to any classroom or auditorium without first obtaining written permission from the Campus Fire Chief or his/her authorized representative.
4. In areas in which row seating is set up from time to time (i.e., meetings, theater productions, concerts) a minimum of twelve inches (front to back) must be left open between each row of seats.
5. Fire Prevention will conduct periodic inspections to insure strict compliance by all persons concerned. NOTE: Sponsoring groups shall be held accountable for violations.

Environmental Health & Safety is the department responsible for the policy on food service.

Source Document: PPM 290-40 Health and Safety Services

For reservations/events on campus, there are specific policies and procedures related to Catering, Concessions, Food Trucks, Potlucks and Self-Catering. Furthermore, not all campus facilities support the consumption of food or beverages. Please work with your Facility Manager to ensure you are in compliance with food policies.

Providing Food

• Food is not permitted in classroom facilities per the university Registrar.
• If your organization would like to provide food at your events in a facility where food is allowed, please refer to Event Food Service Guidelines.
• If the food you would like to provide is not individually wrapped/prepackaged then you are required to have a meeting with your Facility Manager to ensure it is suitable for the given venue.
• If the food you would like to provide involves on-campus preparation or service, you are required to consult with on-campus catering (Olive & Vine) who has first right of refusal.

Selling Food

• Food and beverages (other than bake sales) may not be sold on campus by student organizations and sport clubs on campus.
• Sale of food that falls within the Bake sale guidelines is allowed with prior approval by the Center for Student Involvement. These guidelines apply whether the food is sold or provided for free.

Conference & Event Services is the department responsible for the fundraising policy on university property.

Source Document:  PPM 270-16 Fund Raising on University Property

RSOs are able to raise funds on campus with prior approval from the Center for Student Involvement. For university purposes, fundraising is defined as “any activity in which money is collected on campus.” Even if all you wish to do is break even or recover costs, your activity will be considered fundraising if money is collected. 

A separate Application to Raise Funds must be completed and approved for each fundraising activity your organization plans. Some examples of fundraising are tournament entry fees, t-shirt and bake sales, ticket sales including events held off campus, raffles and soliciting donations. Visit the Center for Student Involvement Fundraising webpage for details and parameters to consider while raising funds for your organization.

If you are co-sponsoring a fundraising activity with another student organization, all co-sponsoring groups must complete a separate Application to Raise Funds and submit them together. Your activity will not be approved until all applications are received.

The Harassment & Discrimination Assistant and Prevention Program (HDAPP) manages the Hate and Bias reporting process at UC Davis. 

Source Documents:

• UC Davis Principles of Community
• UC Davis Policy on Complaints of Discrimination or Harassment
• UC Anti-Discrimination Policy
• UC Davis Sexual Harassment and Sexual Violence Policy
• UC System-Wide Sexual Harassment and Sexual Violence Policy

As reflected in our Principles of Community, at UC Davis we are committed to confronting and rejecting “all manifestations of discrimination, including those based on race, ethnicity, gender, age, (dis)ability, sexual orientation, religious or political beliefs, status within or outside the university, or any of the other differences among people which have been excuses for misunderstanding, dissension or hatred.”  Accordingly, UC Davis strives to maintain an inclusive and diverse work and learning environment free of hate and bias.

Definitions about what consititutes Hate, Bias, Discrimination, etc. can be found on the Hate and Bias Reporting website.

If you believe you have witnessed, or that you have been a target of, discrimination, harassment, or a hate- or bias-motivated incident on campus or while participating in a university-sponsored activity, you may report it anonymously or non-anonymously.

You may also benefit from the support of a confidential resource.  Reporting to one of these units will not trigger an official report to the university, except when legally mandated.

It is against the law for student organizations to conduct any activities which involve hazing. Violations may result in loss of registration as a student organization, action by the Office of Student Support and Judicial Affairs or referral to local law enforcement agencies.

UC Davis has a Stop Hazing website with the following helpful information and resources:

• Campus policies and state laws on hazing
• How to report hazing
• Getting support
• Positive joining practices

California Penal Code Section 245.6

The Office of the Chancellor is the department responsible for the Major Event Policy.

Source Document: PPM 270.80 Major Events Sponsored by RSOs and Other Non-University Organizations

RSO events that may significantly impact campus safety and/or which meet other criteria found in the policy will be identified by the Center for Student Involvement as a major event. Major events will require additional time and attention by the event organizer in collaboration with university officials in order to ensure the event is successful. Some additional expectations include:

• More significant review of the event’s security, simultaneous events, event location, and university resources is necessary to manage the event.
• More consistent consultation and active participation in meetings related to the event.
• Expectation to pay event costs prior to the event.

 Tabling at the Memorial Union and Silo Union

The Memorial Union is the department responsible for the Memorial Union and Silo Tabling Policy. 

Source Document: MU Table Reservations Policy

As a RSO you have access to reserve tables at the Memorial Union and Silo tables at no cost. You must refer to the MU Table Reservations page to reserve your table and be aware of all tabling rules and policies.

Please note that if you plan to host a “Pie-in-the-Face” event, you may not do so at the MU or Silo Tables. Instead, you must reserve the MU South Patio. 

The University of California Office of the President (UCOP) is responsible for the non-discrimination policy governing RSOs. 

Source Document: UC PACAOS Section 70 – Policy on Registered Campus Organizations

RSOs may not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy, physical or mental disability, medical condition (cancer-related or genetic characteristics), ancestry, marital status, age, sexual orientation, citizenship or service in the uniformed services.

The only exception to this is that membership in an officially recognized sorority or fraternity may be limited by gender. 

The University of California Office of the President (UCOP) is responsible for the University of California Policy on Student Conduct and Discipline.

The UC Davis Office of Student Support and Judicial Affairs is the department responsible for the UC Davis Policy on Student Conduct and Discipline.

Source documents:

• UC PACAOS Section 100 - Policy on Student Conduct and Discipline
• UC Davis Policy on Student Conduct and Discipline

Individual Student Conduct
All student members of your RSO are held to the standards of conduct outlined in PACAOS and the UC Davis Policy on Student Conduct and Discipline.

Organization Conduct

In addition, RSOs, as recognized by the Center for Student Involvement, are responsible for following PACAOS, the UC Davis Policy on Student Conduct and Discipline and all university administrative policies including the ones outlined on this page. Student Officers of a RSO may be held accountable individually for knowingly, negligently permitting or condoning any violation of the UC Davis Standards of Conduct by the RSO.

Appendix B of the UC Davis Policy on Student Conduct and Discipline outlines the process by which the university manages alleged RSO misconduct.

The Office of the Chancellor is the department responsible for the policy related to political and religious activities.

Source Document: PPM 400-01 Freedom of Expression

The university must remain neutral on religious and political matters. Religious and political student organizations are given the same access to university properties as any other registered student groups. 

All on-campus political or religious activities will be held to the same general regulations and policies concerning the time, place, and manner of speech or advocacy (e.g. posting policies, distribution of literature, fundraising, non-university speakers, etc.). For an overview of your First Amendment rights to expression and how to exercise your rights within campus policies, and ways to get support, see our Free Speech Website. 

These policies in no way constitute prohibitions on the right of any individual in the university community to express political or religious views. The university recognizes, supports and shall not abridge the constitutional rights of faculty, students, and staff to participate, either as individuals or as members of groups, in religious activities and in the political process of supporting candidates for public office or any other political activity.

Facilities Management is the department responsible for the Temporary Postings policy on campus.

PPM 310-27 Temporary Postings 

RSOs may post information in alignment with the Temporary Postings policy. Postings should include the name of the sponsoring organization and be related to the RSOs activities or events. 

A-Frames used to advertise RSO events and activities are permitted in limited locations as outlined in the policy. They may be removed if interfering with pedestrian traffic, or otherwise out of policy. Groups may contact Grounds at 530-752-1655 to retrieve removed A-frames and stakes.

The distribution of commercial advertisements is not permitted on campus.

Check out the community policies for our sororities and fraternities on campus.

Center for Student Involvement is the department responsible for the symbolic structure policy.

Source Document:  PPM 400-01 Freedom of Expression

Background

Freedom of speech is important at UC Davis. The university is a marketplace of ideas where the discussion of a wide variety of issues is both desirable and encouraged. UC Davis students have chosen symbolic structures as a powerful means of communicating their ideas. Therefore, as a campus, we have determined that it is appropriate to permanently designate a site as a “symbolic speech” area where such structures might be placed. This policy shall govern such structures.

Sponsor

A symbolic structure may be placed within the designated site by any Registered Student Organization, campus interest group, or full-time student, staff or faculty member upon completion of a reservation through Conference and Event Services (CES). Student sponsors (including student organizations) are encouraged to meet with the staff of the Center for Student Involvement to work out details of the proposed structure, prior to approaching CES for the reservation itself. Faculty and staff must work out details of the reservation directly with the staff of CES.

Location

An area on the decomposed granite just off the northeast corner of the Quad is designated as an area for the placement of symbolic structures. This area is bounded on its east perimeter by East Quad Avenue; on the west by the Quad itself; on the north by the sidewalk running east and west just south of Memorial Union; and on the south by an imaginary line running perpendicular to the Quad and East Quad Avenue at a distance of about 65 feet from the north boundary of the site. Within this site, structures must be set back at least three feet from East Quad Avenue and at least six feet from the grassy edge of the Quad.

Size

Reservations of the site will normally be limited to an area sufficient to adequately accommodate the symbolic structure placed on the site. Structures themselves will be limited in size to covering an area in the shape of a square, not greater than 12 feet on a side. Limits on height will be determined by CES consistent with issues of safety, construction, materials and taking into account the natural canopy of the trees. Any exceptions to these limitations must be worked out in advance with CES/Center for Student Involvement and in no event can structures exceed the setbacks and physical limits of the site itself.

Construction

Structures may be of a combination of materials, but they must be constructed so they do not cause a safety hazard to passersby. No structure can be of such construction so as to constitute a fire or safety hazard and in no event will fire or flame be permitted as a part of a symbolic structure.

Duration

Reservations may be made for one month from their inception. Extensions of one month up to the end of the academic quarter may be granted upon application to CES. To assure diverse points of view, extensions will not be granted if there are other sponsors with different structures or different points of view waiting for an available space in the symbolic structure area; or if the sponsor has been negligent in respect to these guidelines. The responsibility for timely removal of the structure rests with the sponsoring organization or individual. Symbolic structures not removed prior to the expiration of the reservation will be removed by the campus and the sponsoring organization or individual may be billed for the costs of removal. Use of the symbolic structure area normally will be suspended by CES for the duration of major annual events which have traditionally used this area.

Content

The sponsor shall be responsible for any messages conveyed through its symbolic structure. The university shall not abridge a sponsor’s right to control the content of its message so long as the content is constitutionally protected expression. Use of this area must comply with all applicable University rules and regulations. As an example, commercial advertising is not permitted within the symbolic speech area.

The Center for Student Involvement is not permitted to offer tax advice or services to RSOs. Please see the below guidelines related to seeking tax information. Please see our Managing Group Funds page for information about non profit status or requesting an EIN. 

Center for Student Involvement is the department responsible for the RSO termination policy.

To dissolve your Registered Student Organization, you will need to submit a Termination of Registration as a Student Organization form and return it to the Center for Student Involvement. Termination of your organization will require the agreement of all three students currently listed as officers of the organization.

These guidelines were created by the Center for Student Involvement in alignment with the UC Davis Principles of Community.

RSOs are encouraged to consider the Principles of Community when choosing their activities to prevent hurtful and divisive consequences that can result from stereotypical and degrading themes. Our campus affirms the right to freedom of expression and our commitment to the highest standards of civility and decency toward all.

Groups are invited to discuss any activity ideas with the Center for Student Involvement if unsure whether an activity would be perceived as degrading or demeaning.

The Office of the Chancellor is the department responsible for the ticket sales policy.

The UC Davis Ticket Office is the department responsible for ticketed events on campus with the exception of events at the Mondavi Center.

Source Document:  PPM 270-45 Ticket Sales

All organizations and units sponsoring events on university property that are open to the public and charge admission or request donations for admission are required to arrange and report ticket sales and receipts through the UC Davis Ticket Office or the Mondavi Center Ticket Office. During the reservation process for special events, you will be prompted to meet with the UC Davis Ticket Office to determine if you must sell tickets through their office. 

Events sponsored by the UC Davis Department of Theater and Dance or UC Davis Department of Music, at any university venue, and all events occurring in the Mondavi Center for the Performing Arts will be ticketed through the Mondavi Center Ticket Office.

UC Davis Ticket Office (UCDTO) Policies

1. UCDTO will conduct business only with the student listed on the AggieLife Event Form and the Application to Raise Funds completed for each event.
2. All events require an event set up meeting with the ticket office manager to plan for event ticketing and to have the Request to Use Campus Facilities signed. Please call the UCDTO to set up this meeting.
3. Required event information to be provided to the UCDTO includes name of organization, contact information for student contact, name of event, type of event, date, time, place, established admission prices and special requirements.
4. UCDTO will provide an estimate for services at the event set up meeting.
5. UCDTO offers free cash box service to registered student organizations and sport clubs for events that do not require tickets (e.g., bake sales, plant sales, consignment ticket sales and other MU table sales). This service includes a cash box and provides a change fund for the duration of the fundraising event. To reserve cash box contact the UCDTO at least two working days prior to your event. There are a limited number of cash boxes that may be checked out from UCDTO for any given period. The UCDTO will provide any additional policies to each group at the event set up meeting.