PLANNING INFORMATION
Event Location
Typically the university does not charge for the use of classrooms. Other campus locations such as the University Center, BayTree Conference rooms, the Namaste Lounge are available to rent, contact the individual units for pricing.
Media
Include all necessary items needed that are not supplied by the location. Receive a quote from Learning Technologies, rates are listed. Work with the Center Manager to reserve equipment.
Refreshments
All typical formal events should budget at least $40 for refreshments. This may vary depending on the expected attendance and length of the event. If the event will last a half or full day consider adding refreshments every two hours and providing lunch to the participants.
Publicity
Posters are printed through the university’s Copy Center. Rates depend on paper type, size and quantity. Email copy@copycenter.ucsc.edu to receive a quote and coordinate with the Center Manager for funding approval prior to placing the order.
Speaker Travel
Identify all possible traveling costs for guests such as, personal car mileage, car rental, gas, flight, airport shuttle, airport parking, public transportation, etc. Allowable personal car mileage costs are reimbursed per mile, not the true cost of gas. For further travel policy information and allowable expenses see the UCSC Travel Handbook.
Car Rental
Reserve with university contracted agencies. The university will only reimburse participant, cars cannot be reserved for the participant as a credit card of the driver is required. The university will only reimburse for economy sized vehicles and will not reimburse for insurance.
Flights
Include round-trip economy ticket prices. If the participant is making multiple stops (possibly combining their UCSC visit with other business), contact the Center Manager, the university will only reimburse for economy ticket prices for the most commonly route traveled or lesser expense. (EXAMPLE: Participant is flying from NY to LA to SFO back to NY. Provide a quote of a direct flight from NY to SFO for the date the participant is traveling, the university will pay the lesser amount). The Center Manager can work with you to determine these costs.
Overnight Lodging
Costs vary greatly upon Santa Cruz’s tourist season. The university contracts with the following hotels to offer discounted rates and direct billing: Santa Cruz Dream Inn, the Mission Inn, Hotel Paradox, and Sea & Sand Inn. The Sea & Sand Inn has been found to be ideal in location, comfort, and cost. The Center Manager will make the appropriate reservations.
Hosted Meals
The university’s entertainment policy (BUS-79) indicates the threshold for per person meal costs (including tax and tip) for the following meal types:
Dinner - $81.00 per person limit
Lunch - $47.00 per person limit
Breakfast - $27.00 per person limit
Light Refreshments - $19.00 per person limit
Hosted dinners should be budgeted for 4-6 people, at $30 per person, plus tax and tip (at no more than 20%).
TYPICAL BUDGET BREAKDOWN (pre-pandemic)
Local Guest: Personal Car Mileage Reimbursement
UCSC/UC Berkeley: 154 miles RT = $83.16
UCSC/Stanford: 88 miles RT = $47.52
UCSC/UC San Francisco: 150 miles RT = $81.00
UCSC/SFO Airport: 122 miles RT = $65.88
UCSC/SJC Airport: 68 miles RT = $36.72
Early Bird Shuttle
Price is one-way to/from Santa Cruz and includes up to 3 passengers. Additional stops or nontypical drop off locations will accrue higher fees.
San Jose Airport: $80.00
San Francisco Airport: $120.00
Oakland Airport: $125.00
Monterey Airport: $85.00
Past Hosted Meals
Ristorante Avanti: 8 people $345
Ristorante Avanti: 11 people $530
Malabar: 3 people $87, 6 people $180
O’mei: 5 people $103
El Palomar: 4 people $102
515 Kitchen & Cocktails: 6 people $159.00
Bantam: 5 people $172.00, 6 people $138.00
Overnight Lodging
Rates vary by the Santa Cruz tourist season.
Sea & Sand Inn: $111.39 - $211.29
Dream Inn: $156.38 - $200.92
Mission Inn: $101.84
Hotel Paradox: $238.14
SAMPLE OVERALL COSTS
1 guest driving own car round trip and staying the night from:
Davis: $323.26
Berkeley: $249.35
1 person driving rental car and staying the night:
From SF Airport to SC, returning to Berkeley: $354.48
From SF to SF: $349.80
1 person round trip (airport parking, flight, rental car, gas, hotel):
From Corvallis, Oregon: $504.60
From Ithaca, New York: $797.94 (2 nights hotel)
From Irvine, California: $534.84
From Salt Lake City, Utah: 669.58
From San Diego, California: $524.07
From Seattle, Washington: $833.33 (2 nights hotel)