Policies

Client Profile

Submit your client profile after you have received a quote and confirmed space availability. 

General Policies

  • Accommodations

    • Includes all meals
    • Arranged on a Group Plan
    • No credits for individuals who arrive late, leave early, or miss meals
    • Three meals served each day
    • Variety of catering options available
  • Program Literature

    • Printed materials mentioning UCSB must be approved by Conference & Hospitality Services staff prior to printing and distribution. Advertised room and board rates may not exceed actual rates charged by the University.
  • Booking Deposit

    • A $25.00 per person, non-refundable Booking Deposit is due when the Conference Agreement is signed and returned.
  • 90-Day Guarantee

    • Each conference is required to provide written notification of the guaranteed number of conferees (participants and staff) 90 days prior to the start date of the conference
  • Possible Additional Charges

    • Lost Keys
    • Audio-visual equipment/operator charges
    • Catering and special meal events
    • Facilities usage fee
    • Restitution for any damages or excessive cleaning needed as a result of the conference
  • Prepayment

    • 100% payment for room and board costs plus facilities and catering fees for guaranteed number of conferees due 2 weeks prior to your conference start date.
  • Youth Supervision

    • One adult live-in counselor required for every ten youths in attendance.
  • Insurance

    • The Sponsoring Organization, at its sole cost and expense, shall insure its activities and obtain, keep in force, and maintain insurance as follows:
      • 1) COMMERCIAL FORM GENERAL LIABILITY INSURANCE
        • a. General Aggregate
        • b. Products/Completed Operations Aggregate
        • c. Personal and Advertising Injury
        • d. Each Occurrence
      • Liquor Liability coverage is required for all groups that will be serving and consuming alcohol during the course of their event. If the above insurance is written on a claims-made form, it shall continue for three (3) years following termination of the agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the effective date of the agreement.
      • 2) BUSINESS AUTOMOBILE LIABILITY INSURANCE
        • For owned, scheduled, non-owned, or hired automobiles with a combined single limit of not less than dollars $1,000,000 per occurrence.
      • 3) WORKERS’ COMPENSATION as required under California State law.
        • The Sponsoring Organization, at its sole cost and expense, shall insure its activities and obtain, keep in force, and maintain insurance as follows:
        • 1) The coverages required shall not limit the liability of the Sponsoring Organization.
        • 2) The coverages shall include The Regents of the University of California as an additional insured.
        • 3) General Liability and Automobile Liability coverage shall be endorsed to include Regents of the University of California as an additional insured. Agent must use ISO Form CG 20 26 11 85 or ISO Form CG 20 11 01 96 to satisfy this requirement.
        • The Certificate of Insurance Certificate Holder shall be named as follows:
        • REGENTS OF THE UNIVERSITY OF CALIFORNIA
        • UCSB Conference & Hospitality Services; Santa Barbara, CA 93106
        • Certificates of Insurance shall provide for thirty (30) days advance written notice to the University of any material modification, change, or cancellation of the above insurance coverages (10 days advance written notice for non-payment of premium).
        • Failure to meet the University’s insurance requirements shall make agreements null and void and shall result in cancellation of event.
        • Certificates of Insurance evidencing compliance with ALL insurance requirements shall be furnished by the Sponsoring Organization to UCSB Conference & Hospitality Services (fax: 805-893-6018) by the same deadline date for return of Conference Agreement.
  • Housing Lists

    • A typed list of conferees residing on campus must be received no later than one week prior to the starting date of the conference.
  • Americans with Disabilities Act (ADA)

    • Certain services, facilities and/or accommodations may be required for conference participants in accordance with ADA. It is the organization’s sole responsibility to determine whether such needs exist and whether the University has the capability to provide for them. The organization also has the responsibility to pay all costs for such services, equipment or facilities furnished by the University at the request of the organization.
  • Sexual Harassment Policy

    • The University of California is committed to creating and maintaining a community in which all persons who participate in programs and activities can work together in an atmosphere free from all forms (including sexual) of harassment, exploitation, or intimidation. Every conferee should be aware that the University is strongly opposed to sexual harassment and such behavior is prohibited both by law and by University policy. The University will take whatever action is needed to prevent, correct and if necessary, discipline behavior which violates this policy.