Policies
Meeting Room Requirements
Conference rooms are scheduled on a first come first served basis for UCSC employees only. Student groups must be sponsored by a registered unit. 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. The Bay Tree Conference Center reserves the right to re-assign rooms if necessary.
Room Charges
Hourly Room charges will apply to all reservations, student initiated programming sponsored by a registered student organization recognized by SOAR/Student Media/Cultural Arts and Diversity (SOMeCA), Athletics and Recreation, and other officially recognized student groups such as student government and student groups that are sponsored by academic or administrative departments. This exemption does not apply to media fees. All fees will be charged for no-shows.
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.
The Bay Tree Conference Center may waive hourly room charges on an exeptional basis for our neighbors who support the stewardship of the spaces.
Hours of Operation
Open 8 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. Email BTconference@ucsc.edu if you are locked out.
Keys
The Bay Tree Conference Center staff will issue keys for media equipment to approved users during regular business hours (8am-5pm, Monday through Friday) during a pickup time arranged with BTconference@ucsc.edu. Users will be responsible for locking up media equipment when done. Keys must be deposited in the key drop box across from the Cervantes and Velasquez Conference Room. 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. Conference 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 Apple laptop adapters for use with our projectors, as Apple tends to change the display ports with each new laptop model. If you own an Apple product 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 and tobacco-free facility. Smoking is not permitted in rooms, patios, or anywhere on UCSC campus.
Other
All other rules and regulations governing the use of campus facilities apply to all rooms, patios and the Bay Tree building use.
