Bay Tree Conference Center Policies and Procedures

Policies and Procedures Governing the Bay Tree Conference Center (rev. 3/20/2013):

The Bay Tree Conference Center Reservation Form must be filled out completely to initiate the process of confirming a meeting room space, patio area, and audio-visual equipment needs.
  • Meeting Room Requirements
    Conference rooms are scheduled on a first come first served basis for UCSC staff only. Student groups must be sponsored by a registered unit. Rooms are not to be used for academic instruction. It is the responsibility of each group to return meeting room furniture to its original placement if moved during the course of your conference. A fee of $23.50 per hour, minimum of one hour, will be charged to reset room furniture. Career Center reserves the right to re-assign rooms if necessary.
  • Room Charges
    Hourly Room charges will apply to all reservations, except student initiated programming sponsored by a registered student organization recognized by Student Organization Advising and Resources (SOAR). This exemption does not apply to media fees. All fees will be charged for no-shows.
  • Hours of Operation
    Open 7 am - 10 pm daily. The Bay Tree Conference Rooms will close promptly at 10:00pm nightly.
  • Cancellations
    Room reservations MAY NOT BE CANCELLED LESS THAN SEVEN DAYS before the reservation date If reservation is not cancelled, ALL ROOM AND MEDIA CHARGES WILL APPLY.
  • Unlocking of Rooms
    Rooms will be unlocked by the custodial staff. Call 459-4444 or 459-4861 if you are locked out and the Career Center is closed.
  • Keys
    The Career Center will issue keys for media equipment to approved users during regular business hours (8am-5pm, Monday through Friday). Users will be responsible for locking up media equipment when done. Keys must be deposited in the key drop box at the Career Center. A $60.00 fee will be charged for keys not returned within 24 hours.
  • Media Equipment
    Media / audio-visual equipment must be reserved at the time a room reservation is made. Equipment is available on a first come, first served basis. Career Center staff will provide very limited equipment support during our regular hours. You are advised to contract with Learning Technologies Services in advance if you will need assistance in setting up and running equipment. We regret we are not able to provide Macintosh laptop adapters for use with our projectors, as Apple tends to change the display ports with each new laptop model. If you own a Macintosh and intend to use it with our media projector, please be sure to bring an appropriate adapter to connect to VGA.
  • Damages
    If the rooms/furniture/shades/white boards/AV equipment/carpets, etc are damaged, users will be responsible for the full cost of repair or replacement.
  • Signs
    Signs may not be posted on any painted surfaces, such as walls. You may post signs on doors the day of the event.
  • Catered Events
    Food and beverages may be served as long as all areas are properly cleaned afterward. Users will be charged full cleaning fees if area is not restored to its original condition. Be sure to reserve enough time to allow for setup and breakdown by the caterers.
  • Smoking
    The Bay Tree Conference Center is a non-smoking facility. Smoking is not permitted in rooms or on patios.
  • Other
    All other rules and regulations governing the use of campus facilities apply to all rooms, patios and the Bay Tree building use.
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Rev 3/2013