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
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
- 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.
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 will be unlocked by the custodial staff. Call 459-4444 or 459-4861
if you are locked out and the Career Center is closed.
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.
If the rooms/furniture/shades/white boards/AV equipment/carpets, etc
are damaged, users will be responsible for the full cost of repair or
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.
The Bay Tree Conference Center is a non-smoking facility. Smoking is
not permitted in rooms or on patios.
All other rules and regulations governing the use of campus facilities
apply to all rooms, patios and the Bay Tree building use.