Event Procedures and Forms
To help ensure the smooth functioning of your events, DHI has developed these event procedures and accompanying forms. The guidelines cover many typical elements of event planning, but if your proposed event needs services not covered here, please contact us to discuss. You will need to designate one point of contact from your group for the entire event.

*DHI Event Coordinator Contact: Gina Nunes, gmnunes@ucdavis.edu, (530)752-1254*
*DHI Event Coordinator Contact: Becky Wilson, rjwilson@ucdavis.edu, (530)752-1254*

Event Information
DHI Event Form (https://goo.gl/forms/Q7ks9I2a40uwLxcF2)
The event form provides DHI with the necessary information to begin planning and evaluate the needs and services for your event.
Please note when arranging for services, you do not have the authority to sign on behalf of the University for any third party services (i.e. catering, hotels, chair rentals, etc.).
All events now need a sign in form.  Please make sure to have all guests sign in for the event and send the completed sign in form to your DHI event coordinator. 
Find sign in form here: http://dhi.ucdavis.edu/wp-content/uploads/2008/12/Event-Sign-In-Sheet.pdf.

Room Reservations
Room scheduling can become difficult, particularly for larger groups or events. Many of the campus rooms that provide sufficient seating and media support for larger events are also used by other campus groups and are booked well ahead of time. The cost to use each space varies by location and duration of event.
The DHI Conference room (228 Voorhies) is equipped with video conference capabilities and can accommodate 10-25 people. Research Clusters can reserve the space at no charge.

Approved Caterers List http://www.cevs.ucdavis.edu/dept_cont/caterers/
Only currently approved/registered caterers may cater events on campus and must be registered when your event occurs. An alcohol permit is required any time that alcohol is served on campus. Please note that a minimum of ten business days are required for review/approval. Your DHI coordinator will arrange services and payment for your event.

Publicity is an important part of any event. The DHI coordinator can arrange for printing of posters or other materials through Repro Graphics. A poster with information about your event will need to be submitted to the DHI coordinator along with a sign-in sheet from your event including the names and affiliations of those that attend. We recommend that you also place your event on the DHI Event Calendar. By doing this a link to information about your event will also be included in our weekly newsletter. To place your event on the DHI Event Calendar, follow the link below.
If you would like us to share with our social media followers you will need to send us the event poster, links or other event information to include.

The DHI coordinator will arrange airfare and lodging for your guest. Guest travelers will need to provide the DHI coordinator with personal information (via email) in order to set them up as a Non-Employee Traveler before any travel arrangements are made.
Please keep in mind that you can only be reimbursed for your own travel expenses and may not pay for the travel expenses of your guests. For more information regarding travel and entertainment policy and procedures, please visit http://travel.ucdavis.edu/.

In order to process the honoraria payment, the guest will need to provide a current, signed W9 form (found here).  If your group intends to invite any international guests or non-U.S. citizens to speak at an event or conference, there is additional paperwork required to process payments of honorarium.

Audio Visual Equipment
A small selection of audio visual equipment can be checked out from DHI to use at your event. All equipment must be picked up by a member of your group and promptly returned at the scheduled time. Please contact Elliott Pollard (eapollard@ucdavis.edu) to reserve equipment and schedule training (day of event/technical support is not available).
Items include:
Video Camera
Audio Recorder
If any additional A/V equipment is needed, the DHI coordinator will assist to rent through ATS. Pricing and services through ATS can be found here: http://ats.ucdavis.edu/equipment_loan.cfm

This page was last updated: October 2, 2018



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