Facility Use Guidelines

Building Hours
As reserved for events or for pre-arranged site tours.  Facility is available for reservations 365 days 24 hours for events.  Some restrictions may apply depending on type of event.

Event Reservation Time
Please check the reservation and other permits to ensure that reserved times are correct.  Client must host and be in attendance for the duration of the reservation time.  Facility access and use must occur within the allotted reservation time.  Reservation times must include Client’s event preparation, decorating, and/or rehearsal time as well as time after the event to remove decorations, Client equipment and other items.

Facility Rates and Charges:
Please call Freeborn for an event consultation and estimate at (530) 752-1910.

Set-Up

Facility set-up
Set-up, take-down and cleaning is all included in the first four hours of facility use.

Client set-up -Not permitted in this facility

Note: Penalty charges will apply if major changes are made the day of the event.

Staff Services
Included in Facility Use Fee
One Student Event Manager and one student technician/house staff.  The student technician is available at no charge for any of the positions listed below.

Additional Staff Services
Our student staff is available for a variety of functions/events:

• House Manager
• House Staff – ushers/ticket takers
• Lighting operator
• Sound operator
• Backstage staff
• A/V Technician
• Follow spot operator

Career Staff available for the following functions:

• PC/LAN Technician
• Master Electrician
• Sound Operator

 

Additional Charges
Merchandise Fee
Up to 25% (maximum) – Fee negotiable with Facility Manager

Day of Reservation Extension
$75.00 fee in addition to facility hourly rate and staff costs
Excessive Clean-up
Above and beyond normal will be subject to additional labor charges

Set-up Changes day of Event
See note under “Set-Up”

Holds & Cancellation Fees
Rain Holds
$300.00 per day

Cancellation Fees
90 days out = $300.00/day
60 days out = $350.00/day
30 days out = $400.00/day
Day of event = Quoted rental

Exceptions
If event is cancelled less than 90/60/30, and another event is scheduled on that cancellation date or if the sponsor reserves another date within the academic year, no penalties apply. If sponsor cancels second reservation, former cancellation penalties will be applied.

Discounts
Events that run for no less than 3 consecutive days with a minimum of 10 hours per day, will receive a 20% discount on the facility hourly rate only.

Estimated Fees
Estimated fees are based on information provided by Client regarding event type, the specific time reservations, labor requirements and equipment requested.  Special features/late changes may involve additional fees, including any damage or loss to the facility/equipment.

Facility Use
Clients shall observe all applicable policies of Freeborn Hall, University Event Services (UES) and the University of California, Davis, including all local, state and federal laws, and ordinances.  Client shall only have the use of the facility for the sole purpose stated when reserved with UES.  Client 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 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 event.

Liability
Depending on the nature and scope of facility use, 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.  Freeborn Hall must receive the required certificates thirty days prior to event date.

Decorations & Signage
The following decorations are prohibited in Freeborn Hall: confetti; glitter (smaller than half inch); rice; stickers; spray paint; liquid paint.  For pre-approved posting areas, use only masking tape/gaffers tape/push pins where allowable.  No scotch/duct tape, staples, nails allowed.  All decorations, including signs, banners, and murals, must be flame-retardant.  Client should consult with Freeborn Hall Management for a full overview of allowable decorations/signage and locations.  Nothing may be posted to the wood finish in the lobby.

Facility Equipment
All physical and technical equipment will be set up by facility staff.  Physical equipment must be in place prior to user access, this includes contracted caterers.  Client will be held responsible for any Freeborn Hall owned equipment that is lost, stolen, damaged, or misplaced. 

Special Equipment
All special effects equipment must have prior approval by Facility Management.  This includes, but is not limited to, fog/smoke machines/ strobes and black lights.  The equipment listed above may require Fire Department approval.

Client must receive written authorization, in advance, from Freeborn Hall Management for intending to bring in any equipment that requires access to facility water, high voltage electrical, campus network/hones, or the like.

Fire/Flames
The UCD Fire Department must approve the following in advance: all open flame, including candles; burning of materials; pyro-devices; torches.  Freeborn enforces fire protection safety codes and is subject to inspection by the UCD Fire Department.  No smoking is allowed anywhere in the building, including dressing rooms.

User Property
The University does not insure the personal property of Client, Client’s employees, agents, guests, and others allowed at the facility by Client against damage or loss.  Freeborn Hall assumes no responsibility for equipment used at events supplied by Client or another party.  Freeborn reserves the right to approve equipment and equipment providers.

Cleaning and Damages
Client is responsible for clean-up beyond what would normally be expected for the event type.  Additional charges may be applied, if not cleaned by the Client.  Client is responsible for clean up of the stage area, dressing rooms, decorations, stage garbage, tape, drinks, and food.  Client will be charged for any damages to the facility and/or its equipment.

Catering and Alcohol
All caterers contracted to serve food in Freeborn must be on the campus approved catering list [http://www.cevs.ucdavis.edu/dept_cont/caterers/].  Contact University Event Services for more information. 

All alcohol must be pre-approved by submitting an alcohol permit to UES [http://www.cevs.ucdavis.edu/dept_cont/alcohol/].  UCD reserves the right to have an Aggie Host present when alcoholic beverages are served.  The user shall pay the cost of such services.

Security/Police
Freeborn Hall, UES, and the UCD Police shall solely determine and control security arrangements including, but not limited to, type and number of security personnel including placement and use.  Client shall pay the cost of such services.

Vehicle Parking/Unloading/Loading
Please consult with UES for patron parking arrangements.  The closest visitor parking lots to the facility are VP Lots 10, 14, and 15.  Parking is $6.00/vehicle/day, M-F, 7am-10pm.  Parking in the structure is available to the general public after 5pm.  Please contact TAPS at 752-TAPS for more information.  For user loading and unloading, arrangements must be made in advance with Freeborn Management.  Daily permits may be obtained through Freeborn Management for a small fee.  Freeborn assumes no liability for any vehicles.

Directional Parking Signs
Directional parking signs may be obtained for a fee through UES at (530) 752-2813.

Merchandise Fee
Freeborn Hall reserves the right to charge a merchandise fee of up to 25% of total gross on all items sold within the facility.

Animals
Except for animals certified to assist disabled persons, animals are prohibited in Freeborn Hall.  Animals used as part of a performance must receive prior approval from Freeborn Management.

Weapons/Firearms
All weapons and firearms are strictly prohibited on the UCD campus.

Special Requirements
Special requirements such as overnight watch of equipment, receiving of equipment, shipment or storage service, activation of data lines or signals, video taping, access for media/news, office services or other such requirements must be coordinated with Freeborn Management in advance.  Charges for such services may apply.

For questions & concerns regarding these guidelines, please call Freeborn Hall Management at (530) 752-1910.