All program participants, regardless of age, must follow UC Irvine’s guidelines and maintain appropriate behavior at all times.
The university reserves the right to terminate housing for individuals or entire conference groups if they violate housing or campus policies. No refunds will be issued for early departures due to policy violations.
NOTICE: The policies summarized here are provided for your convenience and do not override or replace the terms and conditions set forth in the signed contract.
Important Policies
Attrition
Charges will be based on the contracted or actual numbers, whichever is higher. A grace buffer of 10% (or 5% for larger groups) will apply if actual numbers fall below the guaranteed numbers. All charges will be calculated at the full rate.
Sample statement of charges calculations (for grace buffer for 10%)
| |
Example 1 |
Example 2 |
Example 3 |
| Contracted Number |
100 |
100 |
100 |
| Guaranteed |
90 |
90 |
90 |
| Actual Number |
90 |
70 |
110*
|
| Amount Billed |
90 |
90 |
110 |
*We may accommodate numbers exceeding the guaranteed numbers only with prior written knowledge and if accommodations are available. Additional fees may apply.
Clery Act
When Summer Conference personnel (including employees and volunteers) are working at UC Irvine, they are considered Campus Security Authorities by Federal Law per the Jeanne Clery Campus Safety Act (Clery Act).
As such, any employee or volunteer of a summer conference who works at any location that is owned, leased or controlled by UC Irvine, is required to immediately report any crime observed or reported to them to UC Irvine Police Department. To make a report and/or review the Clery Act, see the Jeanne Clery Campus Safety Act.
Jeanne Clery Campus Safety Act (Clery Act)
Risk Management and Legal Compliance
Insurance Requirements and Certificate of Insurance
Supervision Requirements for Minors
Client shall provide adult supervision at all times for all participants age 17 and under, at the following ratios:
| Ages 6 – 8 |
1 adult for every 6 participants |
| Ages 9 – 14 |
1 adult for every 8 participants |
| Ages 15 – 17 |
1 adult for every 10 participants |
Adult supervisors must be at least 21 years of age.
When a conference includes participants from more than one of the above age ranges, the supervision ratio for the youngest age range applies.
California State Law and UC’s Gender Recognition and Lived Name Policy recognize three gender identities (male, female, non-binary), which should be considered in supervision plans. For more information, see UC Gender Policy.
Waivers for Program Participants
Waivers are required for all programs involving minors and may be required for adult programs.
Risk Services will create program-specific waivers. The client must ensure completed waivers prior to program start. Individuals without completed waivers cannot participate in the event/activity.
Event Liability Waiver Informationopen_in_new
General Service Policies
Housing
Dining
All guests are required to return their serviceware (plates, cups, utensils) to the designated return station. It is the responsibility of each conference group to communicate and enforce this practice with their attendees. A fee may be applied for any excessive mess or repeated instances of unreturned items.
All food and beverages must remain within the dining commons. Items may not be taken out otherwise, and to-go services or containers are not available.
Lost meal cards/wristbands incur a $10 replacement fee per occurrence.
Replacement meal cards or wristbands are specific to each conference and must be reissued by the Housing Complex Office. New meal cards or wristbands cannot be issued at the dining commons.
Parking
A valid parking permit is required at all times when parking on campus. Conference directors are responsible for ordering and arranging all parking permits and services through Transportation and Distribution Services – Guest and Event Services.
Wi-Fi
Guest Wi-Fi is available throughout campus but is limited within the residence halls. Residence halls have their own dedicated Wi-Fi network, which requires prior arrangements for access.
Resnet (Residence Halls)
Wi-Fi access within dormitories require setup of internet services through the university. Fees apply.
Planning Timeline
This general timeline outlines the key phases of planning a summer conference. While exact dates and steps may vary depending on your host institution or location, the following benchmarks can help guide your preparation process.
Inquiry and Reservation
- Inquiries typically open post-summer.
- Conference team reviews inquiry submissions and follows up as needed.
- Tentative bookings confirmed after Housing availability is finalized.
- Preliminary details shared before contract issuance.
Pre-Arrival and Planning
- Sign and return contract.
- Submit booking deposit or account number.
- Assigned planner will connect for event coordination.
- Provide Certificate of Insurance (COI) for approval.
Finalize Logistics
- Plan agenda and schedule.
- Submit facility and space requests.
- Consider special dining or catering needs.
- Begin preparing rooming list (template provided).
10 Days Before
- Submit final rooming/participant list.
- Confirm final headcounts for housing and dining.
- Resolve any remaining logistics.
Check-In
- Pre-inspection of rooms.
- Individual check-in at designated location.
- Distribution of room keys and meal credentials.
- Pick up pre-arranged conference materials.
Check-Out
- Individual check-out required (no bulk returns).
- Return rooms to original condition.
- Return all issued materials.
- Post-event room inspections (client participation optional).
Post-Conference
- Final invoice sent after event.
- Adjustments included for lost items or added services.
- Payment due upon receipt.
