Planning Resources

Clients are responsible for 90% of the contracted number or the actual number (based on check-in records), whichever is greater.

For groups with 10 attendees or fewer, clients are responsible for 100% of the contracted number or the actual number (based on check-in records), whichever is greater.

*Increases in numbers are subject to availability. Additional fees may apply.

Client shall provide adult supervision at all times for all participants age 17 and under at the following ratios:

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.

The UC Irvine Waiver of Liability is designed to protect the University and its employees from legal liability for injuries that may occur to students or other individuals who participate in certain voluntary activities on and off the UC Irvine campus. The law regards a waiver of liability, signed prior to participation in a voluntary activity, as a binding agreement by which the participant or parent/legal guardian agrees that a specific entity, e.g. the University and its employees, will not be held liable for any harm or injury that the participant suffers.

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 are received prior to program start. Individuals without completed waivers cannot come onto University premises and/or participate in the event/activity.

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.

Jeanne Clery Campus Safety Act (Clery Act)

Each residential community has a staffed front desk to assist conference staff and participants, daily during business hours. Hours may vary by complex. An after-hours duty line is available for urgent matters, such as lockouts and facility emergencies.

Lost Keys incur an $18.50 replacement fee per occurrence, charged to the conference.

All food and beverages must remain in the dining commons. To-go service and containers are not available.

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.

Lost meal cards/wristbands incur a $10 replacement fee per occurrence, charged to the conference. 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.

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.

Transportation and Distribution Services – Guest and Event Servicesopen_in_new

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 advanced setup for access. Fees apply.