Operating Guidelines Description EVENT PLANNING
ACCESS
(Accessibility/Disability Resources) Guidelines
The Davis Center has several resources available upon request to events especially as it relates to special needs, access-related issues. Please click the website link to our Accessibility Services page and/or contact the ACCESS Office for a list of their support services.
Admission Guidelines, Proof of Age, Identification Guidelines.
Depending on the scope of the event, if you are interested in opening up attendance to the greater Burlington community, please note that a College ID/State ID may be required as a condition of entry to event.
Alcohol Management Guidelines
Please refer to the University-established Guidelines for Events with Alcohol.
Amplified Sound Guidelines The Davis Center must meet the needs of its diverse guests, and therefore the acceptable level of noise in the building may vary based on time of day and functions being held within the facility. In order to ensure the comfort of all guests, public music within the facility, as well as on the Oval and in the Amphitheatre, will be regulated at the discretion of Davis Center staff. Guests who wish to play music publicly as part of their event must make a reservation and note this in the R25 details.
Art-Work, Bulletin Boards and Display Case Guidelines
Please refer to our Guidelines for Art Work, Bulletin Boards and Display Cases
Audio-Visual Resources All Audio-Visual resources must be requested by the client and assigned through the R25 Space Reservations system based on the timeline for request of resources. If you anticipate any technical needs in advance, please review our updated Technical Inventory and contact Davis Center Operations at 802.656.1204.
Balcony Use/Access The Davis Center management reserves the right to prevent access to the ballroom balconies if it is determined that the nature of the event (event size, presence of alcohol, behavior of guests, etc.) warrants a concern over the safety of the guests or facility. There is no smoking permitted on the balcony.
Balloons Helium Balloons are not allowed in the Olin Atrium, Livak Ballroom, Grand Maple Ballroom, or the Jameson Landing due to the height of the ceilings. Failure to adhere, will result in additional charges. Balloons in low-ceiling areas must be weighted down appropriately. No loose helium balloons are allowed in the Davis Center.
Banners The Dudley H. Davis Center, in accordance with the University banner policy, maintains visual standards that promote the safety and enjoyment of its guests.
Internal Banners: The Olin Atrium banners are managed by the Office of Student Life (Davis Center, Room 310/802.656-2060). To learn more, see our Advertise Your Event section of our website.
External Banners: There are no outside locations on the Davis Center for displaying banners. Banners may only be hung from the Grand Maple Ballroom balcony during an event reservation time for that specific space. Banners or signs left up on the balcony beyond the reserved time will be removed and recycled. For more details on University wide banner policies, see University Policy 4.1.16.1.
Event Banners/Displays: If a group holding an event wishes to display a banner for their event in a particular space and or around the Livak Fireplace Lounge, they must contact the Building Manager on duty. Event
Banners/Displays are limited to the fourth floor and cannot be placed by Information Desks or in the common areas on the first three floors of the Davis Center. The use of tape on walls is strictly prohibited. Other suitable options may be used. Please check with the Event Coordinator or the Building Manager on duty for approved adhesives.
Bicycles, etc. In order to promote the safety of all patrons, and in accordance with University policy, the use of inline skates, bicycles, and skateboards is prohibited in the Davis Center (all public access corridors including the tunnel), as well as benches surrounding the facility. All bicycles must be properly stored in the bicycle racks located outside of all major entrances.
Candles and Open Flames Open flames are not allowed in the Davis Center unless previously arranged with Davis Center Operations. Furthermore, the use of candles is restricted to enclosed non-combustible votives placed on a non-combustible surface. The University Fire Marshall has jurisdiction over any requests that involve open flames and will be consulted any time there is a concern that a request may jeopardize the safety of guests or the facility. For more information, please contact Davis Center Operations at 802.656.1204.
Cash handling and deposits The Davis Center will not incur any responsibility for the management, storage and transfer/movement of cash or other units of monetary exchange. Please also see University Policy 4.3.8.1
Catering and Food Service Waiver
University Dining Services/Sodexo Corporation is the exclusive catering service provider for the Davis Center. To arrange for catering, please contact their Davis Center Catering Office at 802.656.2284. To obtain a food waiver, please contact CAES through their website that details the food waiver process and application. Note that bake-sale fundraising tables in the Davis Center Olin Atrium require food waivers as well. For more information, please contact Conference and Event Services (CAES) at 802.656.5665.
Chalking Chalking is permitted for all UVM students on the concrete walkways to the Davis Center i.e. free speech zones, meaning that all chalking is permitted except that which violates law. Chalking is permitted only on the horizontal concrete ground (not on paving stones, stone benches or walls), and must be at least 10 feet away from any entrance to the facility.
Costs, Customary Event Support Services
The Davis Center provides customary support services for events that include on-call Building Managers, and technical assistance at no-cost. Clients will incur set-up/break-down labor expenses for logistical services rendered. Dedicated on-site services will incur additional costs. The Davis Center reserves the right to assign dedicated on-site services based on the scope of the event. For more information, please see complete listing of current service rates and equipment inventories.
Services request. These may include special event managers, dedicated custodial staff, on-site professional staff, run-crews, loading dock support, etc. The Davis Center reserves the right to assign such services to events depending on scope and nature and will discuss these options and associated costs with client in advance. Please see our current service rates.
Costs, Special Resources The Davis Center provides special resources for events such as staging, dance floor, lighting, projection, and specialized sound equipment. While all of these will incur labor costs for set-up and break-down, ONLY the dance floor will incur a rental cost. For a complete list of our current rates and inventory, please refer to the Davis Center Website
Crowd Control The Davis Center reserves the right to require the client to hire event
management staff. Additional staffing could be a combination of Davis Center staff, Green Mountain Concert Services (GMCS) and/or UVM Police. The cost of any additional security will be billed to the client. Note that the Davis Center will notify UVM Police Services for any event with alcohol service or any event over 100 people.
Custodial Services, Customary Routine Event Care
Custodial Services provides basic cleaning services for events. All events with food service are automatically assigned custodial services and charges will apply at the regular rate.
Custodial Services, Customized Event Care
Any on-site dedicated custodial services require an additional cost that will be charged to the client. Overtime charges will apply.
Decorations and Sets Under no circumstances are fog machines, smoke machines, or pyrotechnics allowed in the Davis Center. The Davis Center does not permit decor glitter, confetti, Play Doh, or glow sticks. Whenever decorations are used at events, the materials used must be flame-retardant and cannot obscure exit signs or exit doors. Blue painters tape is the only approved type of tape that can be used for decorating. Client will be held accountable for the cost to repair any damage caused by event decorations. Votive candles used as decorations must be approved by Davis Center Operations. Client is responsible for removal of any decorations. If items are left behind, the Davis Center reserves the right to recycle/dispose of items and charge host for any labor
time involved.
Event Security Detail The Davis Center reserves the right to request a security detail depending on the nature of event, with costs incurred by the client. This security detail may include Davis Center staff, University Dining Services (UDS) Staff, UVM Police Services and/or Green Mountain Concert Services or a combination thereof. Volunteers from the sponsoring organization are not an acceptable form of security detail. For more information, please contact Davis Center Operations at 802.656.1204.
Fire-Watch/Fire-Fighter Detail at events
Davis Center Operations reserves the right to secure a fire-fighter detail for an event based on scope and need. We will work with you to contact the
University Fire Marshall and the Burlington Fire Department after creating a safety plan for your event. For internal events, the Davis Center will schedule the fire-fighter Detail, and the event sponsoring organization will be
responsible for this cost.
Furniture Resources A comprehensive list of available Davis Center Logistics Resources is available on our website. If you require assistance with the furniture during an event, please contact the Building Manager. The Davis Center reserves the right to deny requests for the movement of lounge furniture for the purpose of an event.
Laptop Rental Laptops can be rented through the University Computer Depot. Please refer to their website for more details <http://www.uvm.edu/ets/mcsv/>
Lighting at Events Rooms must have adequate lighting for the safety of the participants. Clients should work with the Building Manager prior to the start of the event to ensure that they have the proper lighting levels. Note that the Building Manager must ensure the safety of all participants and will assist the client to get the lighting they need. Limited special event lighting resources are available and must be requested in advance as part of the R25 reservation details.
Linking/Unlinking of Chairs To comply with fire safety regulations, the Davis Center will ensure that all set-ups over 200 chairs will have those chairs linked based on the set-up.
Loading Dock Services All deliveries that need to be made for an event must be noted in R25 reservation details and coordinated with the Davis Center Loading Dock Supervisor. No deliveries may be made on the Davis Center Oval. The Davis Center has various carts to assist with loading in/out of materials. The Davis Center will not sign for or accept responsibility for external rental deliveries to the building. Arrangements must be made so the rental company will have access to drop off, set up, and tear down/remove any rental items with their own staff. Delivery companies may charge additional fees for items that are being delivered to locations beyond the loading dock. Clients should confirm any delivery charges from outside service providers in advance so there are no surprises.
Lounge (Soft) Furniture Lounge furniture is to remain in all lounge spaces. If you would like to request the addition or removal of lounge furniture for your event, please do so in advance in your R25 reservation. The movement of furniture from other floors of the Davis Center to the fourth floor is not permitted. If you are looking to have lounge furniture in the 4th Floor Fireplace lounge cleared out, an additional room will need to be reserved to allow for storage. Please plan ahead and be aware that this may not be possible. Please review the
university guidelines on the movement of furniture and/or large equipment. Media/Technical Resources,
Davis Center
Click here for a full list of the Davis Center Technical inventory.
Media/Technical Resources, UVM
The Davis Center will service your event with in-house equipment whenever possible. Some A/V equipment that is not built into the room has a nominal rental cost associated. If additional items are required, the Davis Center can assist in obtaining equipment through University Media Services or from an external provider. If a client chooses to solely use an external service provider, details of event support must be discussed with the Davis Center Operations Office in advance to ensure proper logistical support for load-in and load-out. All costs associated with rental of non-Davis Center A/V equipment are the responsibility of event host.
Payments and Invoicing Any internal UVM sponsored event that incurs charges will have this applied to the ChartString associated with the R25 reservation. External events are
managed by the Conference and Event Services Office, which will coordinate rental costs and fees for use of Davis Center facilities. Invoices are available upon request.
Transportation and Parking Services (TPS)
The Davis Center will notify the Office of Parking and Transportation of any event expecting more than 100 attendees and all non-UVM events. It’s possible that due to parking limitations, certain space reservation requests may not be approved. In order to reserve event parking, you must directly contact Transportation and Parking Services. Note that there is no reservation of parking spots on the Davis Center Oval for any events with the exception of designated positions including University President, Chair of the Board of Trustees, University Provost, the Governor and members of the Vermont Congressional delegation. Any questions regarding parking or transportation for event guests should be directed to the Office of Parking and
Transportation Services or by calling 802.656.8686. Telephone Port Activation
/CATCard and Credit Card Machines
If you need a phone line activated for your event please contact Davis Center Operations at least 5 business days in advance. Phones are not provided in any of the meeting spaces. Public use hall phones are located on each floor by the elevators. There are fees for each phone port activation as well as a per day usage charges. Note that port activations can be analog or digital so if you are providing your own conference phone (port activation charges are the same regardless) please indicate what type of phone you will be using. If you are unsure about the type of port, or to find out more about current charges, please call the Davis Center Operations Office at 802.656.1204. Furthermore, The Davis Center does not provide Credit Card or CATCard machines. For an additional fee, Credit Card machines may be obtained from Telecommunication and Network Services by calling 802.656.3337. CATCard machines may be available for use from the Department of Student Life. Please contact 802.656.2060 for more information.
Plants Guidelines Plants in the Davis Center are to remain in their assigned rooms. While they can be moved within the room where they are located, they are not to be moved between rooms or floors.
outlet can provide, please contact Davis Center Operations. Note that we require copies of all technical riders (set of technical specifications that a performer will set as criteria for performance) on file to make informed decisions about the electric power associated with events. The Davis Center reserves the right to require a power distribution system and/or a UVM staff electrician to be hired, at the cost of the client, to be on site to avoid a loss of power.
Preferred Vendors and Procurement Services
Often events require the rental of additional equipment or resources that are not available on campus. All contracts/riders with external service
providers/vendors must be shared with Davis Center Operations in advance of your event. Please contact Davis Center Operations for a list of preferred vendors for event services. Be aware the University of Vermont has entered into institutional contracts with external organizations. Some of these contracts relate to exclusive rights to certain products and services. Due to these contracts, Davis Center Operations reserves the right to review and take action on all events that may be in direct conflict with these contracts. For a complete list of preferred service vendors, please contact Procurement Services.
Public Access Lounge and Dining Space
The Davis Center is committed to preserving casual use of all public-access lounge and dining space to our patrons. As a general rule, the Davis Center does not permit the use of the lounge and dining space for events during the academic year. If you would like to make a special request, you may do so in writing to the Assistant Director for Operations. Please contact Davis Center Operations at 802.656.1204.
Publicity Event hosts should publicize their event only after they have received an email that the location is confirmed, and all technical details for the event are finalized with Davis Center Operations. The Davis Center assumes no
financial liability for marketing materials or event costs that must be edited or redistributed because they were published prior to receiving confirmation. Signage, Directional The Davis Center provides directional signage at the 3rd Floor and Olin Atrium
entrances for events taking place in the Ballrooms and Mt. Mansfield Room. Requests for additional signage must be made in advance by calling
802.656.1204.
Signage, Events The Davis Center will provide standard 11"x17" signage for events in the Mt. Mansfield Room, Grand Maple Ballroom and Livak Ballroom and for each sub-division thereof. These will be placed outside these rooms. Signage will have Event Name, Time and Place. Signage for all other spaces will be provided only on request.
Tape to the Walls Damage to any walls will result in additional charges to the client. While there are no guarantees, blue painters tape is best suited and leaves minimal/no residue or damage. Note that the Davis Center will not provide blue painters tape and we encourage groups to plan ahead for their events. All damage is subject to additional costs borne by the client.
Temperature at Events The Davis Center aims to maintain a temperature between 68 and 72 degrees in reserveable meeting spaces. Please call the Davis Center Building Manager at 802.238.6689 if you feel the temperature is too warm/cold and efforts will be made to adjust if the temperature target is not being met.
Ticket Distribution The Davis Center only offers ticketing distribution services to the UVM community through the Hoffman Information & Resource Center (1st floor Information Desk) for events with free tickets only. We do not accept any form of payment for tickets. Tickets that do require payment are typically sold at the Student Government Association Office Suites (311 DC) or at the Athletic Ticket Office. Because we distribute for a wide variety of events throughout the year, it is important that we receive complete and accurate information regarding each event for which we distribute tickets. Please review our Ticket Distribution Agreement for more information.
Ticketed Events In order to regulate attendance at events, The Davis Center may require ticket distribution for large scale ballroom events irrespective of whether there is a charge to attend. This enables the management to plan
appropriately and allows the client to get a better sense of the scope and costs associated with all contracted and scheduled services.
a credit card machine will be needed. Note there may be a phone jack activation charged for this service and the Davis Center does not provide a CATCard or Credit Card Machine (See our guidelines for Telephone Port Activation). Any arrangements for ticket sales must be reflected in your reservation confirmation so that the appropriate support can be provided. Ticket Sales, Will-Call Please inform the Davis Center Operations offices, if you will be having Will-Call at your event. Will-Will-Call generally suggests that there is no-exchange of money as all monetary transactions have already taken place in advance. Any arrangements for ticket sales must be reflected in your reservation
