Requirements

Alcohol Permit Guidelines

University policy allows the use of alcoholic beverages on campus at group events under conditions that:

  1. reasonably protect the interests of the University;
  2. reduce the liability of the University;
  3. indicate that alcohol is incidental to the program being presented;
  4. prevent over-indulgence; and,
  5. support the laws related to alcohol use.

Decisions to approve or deny alcohol use on University premises are reached after an examination of specific event characteristics. Permits are not issued when either a single or a combination of characteristics creates adverse conditions for the University. In some cases special requirements may be imposed on an event to create an acceptable situation.

CES Alcohol Permit Approval Guidelines

The following planning characteristics are evaluated whenever a request is made to serve alcoholic beverages on University premises.

1. Person in Charge

The person applying for an alcohol permit must be 21 years of age and have recognized authority or responsibility for the group; e.g., department chairperson, program director, student authorized by the group through the registered campus organization process. This person shall be responsible for compliance with applicable state laws, campus policies and procedures, and University policies. Violation of campus policies and procedures may result in cancellation of the event or future events and/or appropriate University disciplinary action. Attendance at the event and during the entire period alcohol is served is required.

2. Type of Event

The sponsor shall state the purpose of the event and describe a program or activity that is consistent with the stated purpose.  The issuance of an alcoholic permit will be largely dependent on the purpose and program of the proposed event.  Non-alcoholic beverages (besides water) and food must be provided during the time alcohol is served.

A request for an alcohol permit to serve wine with dinner or to serve cocktails at a one-hour social before dinner for an awards banquet would normally be approved (assuming other characteristics of the event do not disclose potential problems).

A request for an alcohol permit to serve beer for six hours at a lodge event that has no other apparent program or activity defined would be denied.   The service of controlled amount of beer and wine as refreshments during a reception would normally be approved if an appropriate amount of food is also served.

3. Composition of Group

California law states that persons under 21 years of age may not be furnished, served, or given alcoholic beverages. In order to provide for compliance, sponsors will be asked to describe their group (including guests) as part of the permit application process. The age of attendees will significantly influence the decision on whether to issue an alcohol permit.  Groups that are composed entirely of persons over 21 such as graduate student associations, faculty and staff groups, or combinations of these will generally receive approval (providing that other characteristics of the event do not present problems).

Groups that include significant numbers of persons 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.

4. Method of Determining Event Attendees

An alcohol permit may be issued only for closed events (not open to public or University community and not publicly advertised). Therefore, the sponsor will have to demonstrate how this condition will be met for the proposed event. A limited number of written invitations or printed tickets to the event is one way to establish attendance when the sponsoring organization is large or intends to invite guests. In many instances, a verbal invitation for the membership will be acceptable.  Groups are not to advertise their event via flyers, posters, newspaper ads, or through any other public media. If advertising is to be allowed, the proposed advertising must be approved by CES in advance and may not specify that alcohol is being served.

5. Evidence of Planning

A minimum of 10 business days is required to process and issue an alcoholic beverage permit. The request must also produce evidence that sufficient planning has occurred to avoid potential problems associated with the event and the use of alcohol. A request to serve alcohol at an event scheduled fewer than 10 business days from the time of the request may be approved only when the sponsor can show that suitable planning has occurred despite the fact the request for an alcohol permit is being sought so close to the date of the event.

6. Location of the Event

Approval for use of alcohol at group-sponsored events will normally be limited to events in the following areas:

  • Alumni Center
  • Rec Pool Lodge (Licensed registered caterer is required to provide alcohol service) 
  • Putah Creek Lodge (Licensed registered caterer is required to provide alcohol service).
  • Silo (University Catering by Sodexo is required to provide alcohol service)
  • Gunrock Pub (University Catering by Sodexo is required to provide alcohol service)
  • Freeborn Hall
  • Memorial Union (Licensed registered caterer is required to provide alcohol service). 
  • ARC Conference Center and Pavilion (Licensed registered caterer is required to provide alcohol service)
  • UC Davis Conference Center (Licensed registered caterer is required to provide alcohol service)

*All other outdoor areas including, but not limited to academic buildings, offices, classrooms, laboratories, and libraries are generally not approved

7. Hours of Event

Requests for alcohol permits will normally be approved only if they fall within the following time periods:

  • After 5 p.m. on weekdays.
  • Noon hour on weekdays only between 12:00 pm - 1:00 pm, when accompanied by a luncheon.
  • After 12 noon on Saturday/Sunday or holidays.
  • For less than four hours. Events planned for more than four hours may be scheduled, but the service and consumption of alcohol will usually be limited to a four-hour period.
  • For more than four hours if a full sit down meal and after dinner if a dance is a component of the event.
  • Prior to 5 p.m. on weekdays, if the sponsor is a University department and the Department Chair, Dean or Vice Chancellor has approved service of alcohol (generally, alcohol permits would not be approved before 4 p.m.).

Approval of permits may also be influenced by other planned campus activities on the same date, particularly if the events are proposed in close proximity (time or physical space) to one another.
 8. Kind, Amount, and Method of Alcohol Service

Alcoholic beverage permits are usually provided for the service of beer and wine which, as refreshments, are incidental to the main program. Non-alcoholic beverages and food must also be provided or available during the entire period alcohol is served. The event will be reviewed to determine the emphasis placed on alcohol, the proportion of servings of alcohol to the anticipated crowd, and the alcoholic content of the beverage. The type of beverage, event, service, and time must be coordinated to discourage the excessive use of alcohol, prevent over- indulgence, and meet legal requirements. Appropriate controls will be imposed to guarantee such coordination, including requirements for bartenders, Aggie Hosts or limiting self-service. Larger groups will require more control at the dispensing point. Checking identification for proof of legal age is required unless the group is limited to persons at least 21 years of age. Acceptable identification consists of a valid driver's license with photo of other ID issued to non-drivers by the Department of Motor Vehicles. The burden of proof for showing legal age is placed upon the person desiring alcohol service. No service will be provided unless clear evidence of legal age is presented.

NOTE: There shall be no sale of alcoholic beverages. Exchanging any consideration for alcoholic beverage constitutes a sale. "Consideration" includes money, tickets, tokens, or chits which have been issued in exchange for money or anything else of value. (See Alcohol Service Flow Chart)

9. History of the Group/Event

In the review of an application to serve alcohol, the history of a group or event will be considered. A history may be available through lodge/facility reports which are completed following lodge events and other campus activities. In addition, Student Programs & Activities Center and Conference and Event Services staff will consult other campus resources (e.g., faculty advisors, facility managers, etc.) as needed regarding the record of a group or particular event. A report of prior event problems may be cause for denial of permit or additional special condition.

10. Attendance/Amplified Sound

Department sponsored events of 150 or more and graduate student events with an attendance of 100 or more normally require an Aggie Host for the duration of alcohol service. Events where alcohol is being served outdoors with amplified sound may require an Aggie Host regardless of attendance.

Please refer to UC Davis Policy 270-21Consumption of Alcoholic Beverages for additional information.

Alcohol Service Flow Chart

Download this Chart (PDF)

alcohol service flow chart

 

 

E&HS

Visit the E&HS website.

Entertainment Expenses

Film/Video Copyrights

Registered student organizations 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.

To request permission to use copyright-protected material(s), registered student organizations may use the “Sample Letter Requesting Permission to Use Copyrighted Material Without Charge” from the UCD Policy and Procedure Manual section 250-01 Exhibit.

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 to 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 270-01, groups are responsible for becoming familiar with relevant policies, rules and regulations. While not intended to be a comprehensive list for such compliance, registered student organizations 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.

Fire

Visit the Safety Services website for an Open Flame Permit Application.

Online Alcohol Permit

Online Alcohol Permit Form

University policy allows the use of alcoholic beverages on campus at group events under conditions that:

  1. reasonably protect the interests of the University;
  2. reduce the liability of the University;
  3. indicate that alcohol is incidental to the program being presented;
  4. prevent over-indulgence; and,
  5. support the laws related to alcohol use.

Decisions to approve or deny alcohol use on University premises are reached after an examination of specific event characteristics. Permits are not issued when either a single or a combination of characteristics creates adverse conditions for the University. In some cases special requirements may be imposed on an event to create an acceptable situation.

CES Alcohol Permit Approval Guidelines

The following planning characteristics are evaluated whenever a request is made to serve alcoholic beverages on University premises.

1. Person in Charge

The person applying for an alcohol permit must be 21 years of age and have recognized authority or responsibility for the group; e.g., department chairperson, program director, student authorized by the group through the registered campus organization process. This person shall be responsible for compliance with applicable state laws, campus policies and procedures, and University policies. Violation of campus policies and procedures may result in cancellation of the event or future events and/or appropriate University disciplinary action. Attendance at the event and during the entire period alcohol is served is required.

2. Type of Event

The sponsor shall state the purpose of the event and describe a program or activity that is consistent with the stated purpose.  The issuance of an alcoholic permit will be largely dependent on the purpose and program of the proposed event.  Non-alcoholic beverages (besides water) and food must be provided during the time alcohol is served.

A request for an alcohol permit to serve wine with dinner or to serve cocktails at a one-hour social before dinner for an awards banquet would normally be approved (assuming other characteristics of the event do not disclose potential problems).

A request for an alcohol permit to serve beer for six hours at a lodge event that has no other apparent program or activity defined would be denied.   The service of controlled amount of beer and wine as refreshments during a reception would normally be approved if an appropriate amount of food is also served.

3. Composition of Group

California law states that persons under 21 years of age may not be furnished, served, or given alcoholic beverages. In order to provide for compliance, sponsors will be asked to describe their group (including guests) as part of the permit application process. The age of attendees will significantly influence the decision on whether to issue an alcohol permit.  Groups that are composed entirely of persons over 21 such as graduate student associations, faculty and staff groups, or combinations of these will generally receive approval (providing that other characteristics of the event do not present problems).

Groups that include significant numbers of persons 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.

4. Method of Determining Event Attendees

An alcohol permit may be issued only for closed events (not open to public or University community and not publicly advertised). Therefore, the sponsor will have to demonstrate how this condition will be met for the proposed event. A limited number of written invitations or printed tickets to the event is one way to establish attendance when the sponsoring organization is large or intends to invite guests. In many instances, a verbal invitation for the membership will be acceptable.  Groups are not to advertise their event via flyers, posters, newspaper ads, or through any other public media. If advertising is to be allowed, the proposed advertising must be approved by CES in advance and may not specify that alcohol is being served.

5. Evidence of Planning

A minimum of 10 business days is required to process and issue an alcoholic beverage permit. The request must also produce evidence that sufficient planning has occurred to avoid potential problems associated with the event and the use of alcohol. A request to serve alcohol at an event scheduled fewer than 10 business days from the time of the request may be approved only when the sponsor can show that suitable planning has occurred despite the fact the request for an alcohol permit is being sought so close to the date of the event.

6. Location of the Event

Approval for use of alcohol at group-sponsored events will normally be limited to events in the following areas:

  • Alumni Center
  • Putah Creek Lodge (Licensed registered caterer is required to provide alcohol service).
  • Gunrock Pub (University Catering by Sodexo is required to provide alcohol service)
  • Freeborn Hall
  • Memorial Union (Licensed registered caterer is required to provide alcohol service).
  • ARC Conference Center and Pavilion (Licensed registered caterer is required to provide alcohol service)
  • UC Davis Conference Center (Licensed registered caterer is required to provide alcohol service)

*All other outdoor areas including, but not limited to academic buildings, offices, classrooms, laboratories, and libraries are generally not approved.

7. Hours of Event

Requests for alcohol permits will normally be approved only if they fall within the following time periods:

  • After 5 p.m. on weekdays.
  • Noon hour on weekdays only between 12:00 pm - 1:00 pm, when accompanied by a luncheon.
  • After 12 noon on Saturday/Sunday or holidays.
  • For less than four hours. Events planned for more than four hours may be scheduled, but the service and consumption of alcohol will usually be limited to a four-hour period.
  • For more than four hours if a full sit down meal and after dinner if a dance is a component of the event.
  • Prior to 5 p.m. on weekdays, if the sponsor is a University department and the Department Chair, Dean or Vice Chancellor has approved service of alcohol (generally, alcohol permits would not be approved before 4 p.m.).

Approval of permits may also be influenced by other planned campus activities on the same date, particularly if the events are proposed in close proximity (time or physical space) to one another.


 8. Kind, Amount, and Method of Alcohol Service

Alcoholic beverage permits are usually provided for the service of beer and wine which, as refreshments, are incidental to the main program. Non-alcoholic beverages and food must also be provided or available during the entire period alcohol is served. The event will be reviewed to determine the emphasis placed on alcohol, the proportion of servings of alcohol to the anticipated crowd, and the alcoholic content of the beverage. The type of beverage, event, service, and time must be coordinated to discourage the excessive use of alcohol, prevent over- indulgence, and meet legal requirements.

Appropriate controls will be imposed to guarantee such coordination, including requirements for bartenders, Aggie Hosts or limiting self-service. Larger groups will require more control at the dispensing point. Checking identification for proof of legal age is required unless the group is limited to persons at least 21 years of age. Acceptable identification consists of a valid driver's license with photo of other ID issued to non-drivers by the Department of Motor Vehicles. The burden of proof for showing legal age is placed upon the person desiring alcohol service. No service will be provided unless clear evidence of legal age is presented. Approval for alcohol quantities is calculated using the same system implemented by the state of California Alcohol and Beverage Control office based on the assumption that only 70% of attendees will consume alcohol for a maximum of a four hour service.    

NOTE: There shall be no sale of alcoholic beverages. Exchanging any consideration for alcoholic beverage constitutes a sale. "Consideration" includes money, tickets, tokens, or chits which have been issued in exchange for money or anything else of value. (See Alcohol Service Flow Chart)

9. History of the Group/Event

In the review of an application to serve alcohol, the history of a group or event will be considered. A history may be available through lodge/facility reports which are completed following lodge events and other campus activities. In addition, Student Programs & Activities Center and Conference and Event Services staffs will consult other campus resources (e.g., faculty advisors, facility managers, etc.) as needed regarding the record of a group or particular event. A report of prior event problems may be cause for denial of permit or additional special condition.

10. Attendance/Amplified Sound

Department sponsored events of 150 or more and graduate student events with an attendance of 100 or more normally require an Aggie Host for the duration of alcohol service. Events where alcohol is being served outdoors with amplified sound may require an Aggie Host regardless of attendance.

Please refer to UC Davis Policy 270-21: Consumption of Alcoholic Beverages for additional information.

Sound Permits

Permit to Use Sound

To apply for a permit to use sound, please use the form located here: sound permits.

Permit request must be submitted no less than ten business days prior to the event date.

Please read the following policy carefully and submit your completed sound permit to Conference and Event Services by fax at 747-3853 or in person at 116 A Street.

The following policies and guidelines have been developed to assure that amplified/ or sound at events held on the UCD campus is maintained at a reasonable level and is not disruptive to campus activities or community residents.

UCD is dedicated to the principles of free expression and supports the rights of both individuals and groups to use amplified sound to communicate with others.  However, as a campus community with many diverse interests and responsibilities, these guidelines have been developed to provide fair and reasonable opportunities for everyone.

The residence halls have specific policies governing amplified/ or sound in those areas.  Please consult the Student Housing Office (752-2033) for information.

Please print the ENTIRE document, complete both steps 1 and 2 below and submit the entire packet including the completed permit to Conference and Event Services no later than ten working days prior to the event.

Policies and Guidelines

  • A permit must be issued by Conference and Event Services (CES) for any outdoor use of amplified/ or sound on campus. Permits will not be approved if the sound may interfere with classes, the orderly administration of the University, or unreasonably disturb campus and community residents.
  • The applicant MUST have the permit present at the event and available for inspection upon request by any University Official, Officer or Police Services Specialist of the Davis Police Department, otherwise the permit becomes null and void.
     
  • Sound checks must be conducted within the hours sound are allowed as indicated on the approved Permit to Use Outdoor Sound.
     
  • Speakers must be positioned carefully in order to prevent sound from disturbing persons not in the immediate area. Atmospheric conditions, buildings and the surrounding terrain can greatly influence the effect of amplification. All speakers must be at ground level.  Raised or double height speakers are not allowed.  The set-up should be carefully checked before each event and monitored occasionally during the event by the sponsor. 
     
  • The level of sound must be limited to reach only the immediate audience.
     
  •  If sound level complaints are received, the University reserves the right to terminate sound (amplified or otherwise) or to terminate any event that may involve potential personal liability, property damage, or campus/community disruption.

Approvals

All requests for outdoor sound must be submitted on the Permit to Use Outdoor Sound Form to Conference and Event Services no less than five working days prior to the activity or event and be approved by the Director or Senior Manager of CES.  Forms must be complete including specific details such as event title, speaker or performer name, time, etc.  Incomplete forms will not be considered.

Exceptions

Any requests for exceptional approval to use sound other than during the times listed below must be submitted on the Permit to Use Outdoor Sound form to CES at least ten working days prior to the activity or event, and must be signed by the director of the sponsoring organization (appropriate staff representative from CSI for student organizations, appropriate staff representative from ASUCD for any ASUCD sponsored event.)

Where exceptions are granted, event sponsors must ensure that any activity conducted during their event will be in accordance with all University policies and procedures, as well as any Federal, State and Local statutes and must ensure that sound amplification equipment, does not interfere with or inhibit other University functions. The University reserves the right to terminate sound (amplified or otherwise) or to terminate any event that may involve potential personal liability, property damage, campus/community disruption or may otherwise be deemed to be contrary to the mission of the University.

Violations

Violations of these Guidelines may result in disciplinary action imposed on the sponsoring organization and/or individual faculty, staff or students.

Times Approved For Outdoor Sound And Location Requirements

Outdoor use of amplified/ or sound is generally permitted in the areas listed below in accordance with the conditions enumerated. All other areas are by exception only. 

            MAIN QUADRANGLE (East & West)

Monday – Friday          12 noon – 1 pm only

Friday                           5 pm – 10 pm (by exception only)

Saturday                       9 am – 10 pm (by exception only)

Sunday & Holidays      9 am – 6 pm (by exception only)

  • The Main Quad is divided into two sides by a sidewalk running North/South. The East Quad is most often reserved for events although the West Quad is also available for reservation. Sound is not permitted on both sides at the same time.
     
  • When both the Quad and the MU Patio are reserved during the same time period, priority for use of amplified/ or sound belongs to the group which first reserved. The first group may choose to yield its priority, but may also elect not to have amplified/ or sound at either location.
     
  •  All events may set up on the South end of the East Quad facing North toward the Memorial Union, or on the West side of the West Quad facing east. Speaker events may set up at the East or South side of the Quad. BACK SPEAKERS ARE NOT PERMITTED FOR QUAD EVENTS.
     
  • If sound is on the Quad, you must go into Shields Library to ensure sound is not too loud.
     
  • If sound is on the East Quad, you must go into North and South Halls to ensure sound is not too loud.
     
  •  If sound is on West Quad, you must go into Hart & Wellman Halls to ensure sound is not too loud.

MU Patio & MU Plaza

Monday – Friday: 12 noon – 1 pm only

Friday: 5 pm – 10pm (by exception only)

Saturday, Sunday, & Holidays   by exception only

 When both the Quad and the MU Patio are reserved during the same time period, priority for use of amplified/ or sound belongs to the group which first reserved. The first group may choose to yield its priority, but may also elect not to have amplified/ or sound at either location.

Putah Creek Lodge And Rec Pool Lodge

Monday – Friday                       5 pm – 10 pm

Saturday                                   10 am – 10 pm

Sunday & Holidays                   12 pm – 10 pm


Silo

  • Permitted by exception only if determined not to interfere with classes or surrounding programs.

 ICA Facilities

  • Amplified/ or sound is permitted during official Intercollegiate Athletics games only.  Other requests by exception only.

Other Campus Outdoor Locations

  • Sound permitted by exception only.

Tents

Visit the Safety Services website for Information about tent requirements.