Non-University Group Events Require CES Support

Following Campus Policy and Procedure Manual PPM 270-20, Conference and Event Services (CES) is required to represent non-university entities during their time on campus. This includes ensuring the appropriate facility agreements and event insurance coverages are in place to support and protect event attendees and the campus. This process also applies to groups utilizing campus Housing.

Non-university groups are required to:

• Request space or facility reservations through CES by emailing [email protected].
• Complete an event application provided by CES to determine eligibility, as well as appropriate venues and rates.

For clarification, department-sponsored events are those that are part of a department’s programming, funded by the department (without reimbursement), and where the department assumes full responsibility and liability for the event and its attendees while on campus. Departments may reserve meeting space directly through CEMS for these types of events.

If a non-profit organization is collaborating with a UC Davis department as a co-sponsor, a brief letter from the department’s authorized representative will be needed. This letter should outline the support the department intends to provide, along with any services or support the non-profit organization may offer in return. If the external organization will be assuming liability for the event, the event will need to be coordinated through CES.

Please feel free to reach out to [email protected] with any follow-up questions.