Facility Use Guidelines

Facility Use Guidelines

General Use

The Graduate Center exists to further graduate-level education and student life at UC Davis. It has a variety of spaces designated for public usage, as well as reservable space to support the wide needs of the graduate and postdoctoral community. As long as our building is open, grad students and postdocs are welcome to enjoy any of our public spaces.

  • Public Spaces
  • The Graduate Center includes a number of public spaces intended for a variety of uses, including: the Graduate Commons (Walker 1210), the Loury Collaborative Studio (Walker 1120), and the Quiet Writing Room (Walker 1240).

    In addition, when there are no reservations, the following spaces may be used as public spaces on a first-come, first-served basis: meeting rooms, the Timm Parent Study Room, and the East Conference Room (1003, 1004, 1130, 1136, 1202, 1212). Users must check the electronic room scheduler outside the room to determine availability. Note that the East Conference Room's door must stay open when no reservation exists.

    Visitors to our building are expected to follow all policies (see below) and use the space in the spirit of sharing in which it is provided. Please clean up after yourself, respect the privacy and usage of others, and vacate a space when asked by building staff. Please report any facility issues to building staff as soon as possible so that we can resolve them!

Reservation Information

The Graduate Center includes a number of different conference and meeting rooms available for reservation by grad students, postdoctoral scholars, and graduate coordinators. In general, these rooms are only available for events that support graduate education and graduate student life. Our rooms feature a variety of audiovisual capabilities, and our larger conference rooms may be set up in a variety of layouts. All reservations come at no cost.

  • What events can be held at the Grad Center?
  • In general, these rooms are only available for events that support graduate education and graduate student life. Examples include: club events, seminars, orientations, recruitment events, dissertation defenses, qualifying exams, study group meetings, and individual study. 

    Events primarily related to undergraduate education (office hours, testing, classes, etc.) are not allowed within the Grad Center. This policy is in place to maintain the Center as a place graduate students and postdocs can work and socialize without interruption. Additionally, events that should take place primarily in other spaces on campus must not be booked in the Grad Center (exam accommodations should be done at Accommodated Exam Services, etc.). Exceptions to these policies must be submitted in writing at least two weeks prior to the event.

    Events hosted by external organizations are not allowed.
  • How can events be reserved?
  • Please visit our Reservation page for an overview of the facility and link to our reservation system. Privileges are automatically assigned per affiliation status (see below for specifics). Please note that there is currently an infrequent bug affecting booking when the building is closed - if you run into this error, simply wait until the building is open to book a reservation.

    Booking registrations in advance is also restricted based on affiliation status. The Graduate Center has a tiered event reservation model as follows:

    - 24 Months - Graduate Studies Vice Provost & Dean
    - 18 Months - Building Tenants (Student Facing Activities)
    - 12 Months - Building Tenants (Internal Facing Activities)
    - 6 Months -  Registered Graduate Student Organizations, Graduate Coordinators
    - 90 Days - Graduate Students QE/Seminars (Conference Rooms)
    - 3 Weeks - Graduate Students & Postdoctoral Scholars (Meeting Rooms)

    If you are having any issues with the reservation system or believe that your privileges are set incorrectly, please contact us at gradcenter@ucdavis.edu.
  • What are the general reservation policies?
  • All room reservations must be placed through our online Event Management System. Reserved room access and use must occur within the allotted reservation times. Reservation times must include the client’s event preparation, catering, decoration, and/or rehearsal time as well as time after the event to clean, remove decorations, equipment, and other items. Limited staff support is available for room configuration changes in the Gibeling and West conference rooms. Staffing is not available for mid-event room configuration changes unless approved in advance by the Graduate Center Manager.

    Visitors shall observe all applicable policies of the Graduate Center, Conference and Event Services, and the University of California, Davis, including all local, state, and federal laws and ordinances. Clients shall only have the use of the facility for the sole purpose stated when reserved within the Event Management System. Clients shall not make any alterations to the facility, building systems or equipment. At the end of the event, the facility shall be left in a clean, safe condition. Client shall remove own property and materials from the facility, as well as those of Client’s performers, decorators and/or caterers. Any equipment/props/decorations left in the facility must have prior approval from Facility Management or it will be disposed of 48 hours following the event.

    In addition, all events must be in compliance of all building policies (see below).

Reservation Privileges

  • I am a graduate student reserving for my own usage
  • Graduate students may reserve our general use meeting rooms, Walker 1003, 1004, 1136, and 1212. They may also reserve Walker 1202, the Timm Parent Study Room (see below for more info). They may make these reservations up to 3 weeks in advance, no less than 2 hours in advance, with no more than 1 reservation per day, and with no more than 10 reservations at any given time. 

    Graduate students may not request conference rooms for individual usage, except for qualifying exams and exit seminars. To request a conference room for this purpose, please use the “Graduate Center QE/Seminar” process template in the reservation system up to 90 days in advance. Reservation requests are limited to 4 hours and must be placed 5 days in advance for approval. Room selection must reflect participant size, for example, QEs with less than 7 participants must reserve a meeting room (designed for QEs). Seminars with less than 20 participants must reserve the East conference room.

    Graduate students may not place reservations on behalf of other students or organizations. 

    Note: Some professional programs that have their own facilities are excluded from reservation access: Law, GSM, and Vet Med. However, all graduate students may use our common spaces and participate in events.
  • I am a postdoc reserving for my own usage
  • Postdocs may reserve our general use meeting rooms, Walker 1003, 1004, 1136, and 1212. They may also reserve Walker 1202, the Timm Parent Study Room (see below for more info). They may make these reservations up to 3 weeks in advance, no less than 2 hours in advance, with no more than 1 reservation per day, and with no more than 10 reservations at any given time. For conference room usage, please talk to your graduate coordinator. If there is no relevant position in your department, please contact the Grad Center so we can determine if the reservation is able to be placed.

    As campus employees, when you reserve space within the Graduate Center, your department accepts all event/meeting-related liability. Postdocs may not place reservations on behalf of other students or organizations.
  • I am reserving for a registered graduate student organization
  • Graduate students may reserve our conference rooms on behalf of a registered graduate student organization only if the organization is actively registered with the Center for Student Involvement. Our conference rooms are Gibeling (Walker 1220), West (Walker 1230), and East (Walker 1130). Reservations for the classrooms outside the Grad Center (1310, 1320, 1330) can only be done through Conference and Event Services.

    Reservations for registered graduate student organizations can be placed up to 6 months in advance, and no less than 2 weeks in advance. Please include the name of your organization on the reservation request. Upon placing a reservation, the reserver will receive an email instructing them on how to submit their event to AggieLife for CSI approval. This submission can only be done by an authorized reserver for that organization. CSI then takes on all event/meeting-related liability. Only after receiving CSI and Grad Center approval will the reservation be confirmed. Student Organizations may not place reservations on behalf of other organizations. 

    For more information, please visit the CSI event management guide.
  • I am a graduate coordinator reserving for my department
  • To host an event or meeting(s) in the Graduate Center, Graduate Coordinators must read all related policies for reserving space in the Graduate Center. As campus employees, when you reserve space within the Graduate Center, your department accepts all event/meeting-related liability. Graduate Coordinators may not place reservations on behalf of other staff, departments, or organizations. Meeting and event reservations should be open to the entire graduate community when possible (excluding recruitment events).

    Graduate Coordinators may reserve meeting and conference rooms on behalf of graduate students for qualifying exams and exit seminars. When reserving space for such events, coordinators must ensure the student presenter is aware of all facility use guidelines as your department accepts all event/meeting-related liability when reserving on behalf of a student. Room selection must reflect participant size, for example, QE’s with less than 6 participants must reserve a meeting room (designed for QE’s). Seminars with less than 20 participants must reserve the East conference room.

Room-Specific Policies

  • Timm Parent Study Room
  • The Timm Parent Study Room is prioritized for graduate student and postdoctoral scholar parents and guardians actively supervising a child. The Parent Study Room is reserved with similar policies to our Meeting Rooms. Students who plan to be supervising a child may reserve the room online for meetings, or informally drop in to use the space if it is not currently being used by another student actively supervising a child. All other students without children are welcome to use the room for Shared Study Space on a first come first serve basis when it is empty and may even reserve it if the other meeting rooms are booked. However, any usage by students not actively supervising a child will be bumped from the room should a student actively supervising a child request to use the room, even if the student not actively supervising a child has the room reserved. Please further note:

    - Parents/Guardians are responsible for their children’s safety and behavior. Do not leave your children unattended. If an unsupervised child comes to the attention of building personnel, UC Davis Police will be contacted.
    - No childcare is provided. 
    - Please do not use the room for diaper changing. Changing tables are available in the restrooms.
    - Please take care to collect all personal belongings when leaving the room and place furniture back in place. Report any cleanliness issues to the front desk. If cleaning supplies are needed, please contact the front desk.
  • Dedhia & Sethi Family Lactation Room
  • The Dedhia & Sethi Family Lactation Room (Located in Walker 1204) is available for university affiliates (all undergraduate students, graduate students, professional students, medical residents & fellows, staff, faculty, and academic employees) and their partners for the purposes of expressing milk. Access is only for registered members of the Lactation Program. For more information and registration procedures, please visit the Lactation Support Program.

Reservation Policies

  •  Access
  • The West and Gibeling Conference Rooms remain locked during normal building operation and are only unlocked for event reservations. When you arrive for your event, please check in with the Graduate Center Operations student on-shift to have the room unlocked. 

    The East Conference Room remains open during normal building operation and is available for open study unless reserved. When you arrive for your event, notify any inhabitants that they need to vacate the room. If you need any assistance, please notify the Graduate Center Operations student on-shift.
  • Food & Off-Campus Caterers/Potlucks
  • In general, food is allowed for reservations. All reservations must factor setup and cleanup time into their reservation time. Please try to avoid food that can leave stains and damages carpet such as tomato sauce and berries. 

    If food is being prepared off-campus and brought to the building by the event planners (either via an off-campus caterer or potluck), please ensure that proper food handling procedures are followed. Please refer to the CES Food and Service Events Guide for more information. RSOs should additionally refer to CSI Food Policies in addition.
  • Delivery/Drop-Off Catering
  • Drop-Off is defined as a limited catering option where a food provider drops off the order and provides no other services. With a drop-off event, event planners are responsible for set-up, clean-up, serving, etc. Drop-off caterers should not enter the building. Event planners are permitted to use any vendor they choose but must still follow all campus policies and procedures related to payment. Please refer to the CES Food and Service Events Guide for more information. RSOs should additionally refer to CSI Food Policies in addition.
  • Full-Service Catering & Concessions
  • For full-service catered meals, all reservations are required to utilize the on-campus caterer, Olive & Vine. Concessions are when a third-party vendor is selling food to event participants, and similarly must utilize Olive & Vine. The Supply Chain “Carve Out” is not an option in Walker Hall. If they are unavailable, then full-service catering and concessions are not allowed.
  • Alcohol
  • Alcohol use is extremely restricted on campus - please notify the Grad Center at least a month in advance if you would like to have alcohol at your event. Please see CES Alcohol Requirements for detailed information on procedures and restrictions. Among other restrictions, alcohol may only be served by an approved, registered caterer or registered bar service. The server must have liquor liability and general liability insurance, and accept full responsibility for adhering to the contents of the alcohol permit and ensuring that guests consuming alcohol are at least 21 years of age and do not become intoxicated. In some cases, security personnel, such as Aggie Hosts, may be required. Alcohol may not be stored at the facility prior to or after your event reservation. Upon delivery, alcohol cannot be left unattended at any time.

    All alcohol must be pre-approved by submitting an alcohol permit to Conference and Event Services. The event client must provide a copy of the completed Campus Alcohol Permit upon request.
  • Custodial & Cleaning
  • Campus Custodial provides the Graduate Center with basic daily custodial support. Event clients are responsible for cleaning and restoring each room to the state in which they found it. Any damages or custodial issues must be reported to the Grad Center Operations student on-shift immediately. 

    When food is served, care must be taken not to damage the room furnishings. All food and trash must be removed promptly following the meeting, and surfaces must be wiped clean. If meals are served, the trash must be removed to the dumpster outside, rather than filling the trash receptacle in the room or in the hall. The Grad Center Operations students can provide extra garbage bags and cleaning supplies upon request. Alternatively, a user can telephone the Custodial Division at 530-752-1831 for a special pickup, which will be recharged to the user.  
    Event clients may be held financially responsible for damage or additional custodial services. 
  • Event Security
  • If your event is determined to require security, Graduate Studies and the UC Davis Police Department shall solely determine and control security arrangements including, but not limited to, type and number of security personnel including placement and use. The event sponsor shall pay the cost of such services unless determined otherwise by the university. Cost estimates for security can be obtained from the Aggie Host Coordinator of the UC Davis Police Department at (530) 752-3279.
  • Liability Insurance
  • Depending on the nature and scope of facility use, the event client may be required to furnish a certificate of insurance naming the University of California, Davis, and various University entities as additionally insured. Proof of Workman’s Compensation Insurance and automobile insurance may also be required. The Graduate Center must receive the required certificates fourteen days prior to the event date.
  • Decorations
  • Use of scotch tape, staples, tacks, nails, duct tape, glue and screws are not permitted. Masking tape is permitted but must be removed after use. Decorations are not permitted which would obstruct the use of exits or fire protection equipment.

Other Building Use Policies

  • Animals
  • Service Animals are allowed within the Graduate Center. A Service Animal is a dog that is individually trained to do work or perform tasks for an individual with a disability. 

    Other animals NOT permitted. The following are NOT Service Animals:  1) non-dog animals, except in some cases miniature horses; 2) animals that solely serve to deter crime; 3) emotional support, comfort, and companion animals.
  • Fire Prevention
  • The UC Davis Fire Department must approve the following in advance: cooking, burning of materials, pyro-devices, or torches. Candles are not permitted in the facility. The Graduate Center enforces fire protection safety codes and is subject to inspection by the UC Davis Fire Department.
  • Bulletin Board
  • The Graduate Commons has a bulletin board available for approved graduate-level postings. University departments and registered affiliate organizations can submit postings no larger than 8.5x11" to the Graduate Center front desk for approval. Please allow one week for processing. Posting will be limited to two academic quarters. Un-approved postings and expired postings (after event dates, etc.) will be removed.
  • Bicycles & Scooters
  • Bicycles & Scooters are not permitted inside the Graduate Center or any other campus building. You will be asked by building staff to remove your bicycle or scooter. Staff will move unattended bicycles and scooters outside the nearest exit.
  • Student Expression
  • UC Davis and the Graduate Center welcome student expression following campus policies. The department of Student Affairs offers support to individuals and groups that are interested in expression, planning an event or protest, and reporting violations/concerns.
  • Lobby / Public Space Use
  • The Graduate Center’s public spaces are available to Graduate Students and Postdoctoral Scholars. Organizations may not host events in these spaces without prior approval from the Graduate Center Manager. We welcome small groups to meet informally, but organizations may not advertise, promote, or set up equipment in these spaces.