Policies: Computer Lab Rentals (Conferences)

Quotes and confirmations

After submitting the Lab Rental Request form, you will receive an emailed file containing your group's quote. This is only a quote, and the computer lab is not officially reserved until you email back your approval of the quote and sign the agreement. It is up to each group to verify the dates, times and other details of the quote and confirm accuracy. After signing a lab rental agreement, you will receive a confirmation and your lab will be scheduled. If you requested that software be installed, please provide the software to us (this is need before we can issue a quote).

Lab Rental Fees 

• Lab rental fees apply only to lab reservations made outside of UCSC scheduled class reservations. UCSC classes (per Registrar) are not charged and have reservation priority.

• Lab rental fees are based on the number of workstations reserved and used within a lab, as well as the number of days the lab is reserved.

• There is a one day minimum required for lab rentals.  

• Software installations are included in the total lab rental cost.  However, we do reserve the right to charge for any extra time spent on installing software that is not already in the lab(s).

• Printing is an additional charge to the cost of the lab rental. Printing is tallied daily and added to the final invoice. Please let us know on the request form if printing will not be required so that we can ensure that no accidental printing happens and charges are incurred from printing.

Special Software and Hardware 

Software and hardware are in most cases limited to what already exists (see lab descriptions). If a group requires software or hardware that is not currently available in our labs, please indicate this on the Lab Rental Request form. The conference contact(s) must provide all additional software licenses, and/or hardware before we can provide a quote or confirm lab space if special requests are made.  Please read the following details in regards to special software or hardware requirements:

• The lab workstations are setup for our unique lab environment and some software requires a special version, operating system modifications, or additional applications to be installed to work properly.  We cannot guarantee that we can accommodate special software or hardware, but we will do our best to evaluate and support your request.  
• Any extra time spent installing and supporting a special software and/or hardware request will be charged back to the group at an hourly labor rate.

A List of Attendees is Required

Groups that have individuals who are not current UCSC students, staff or faculty will need guest accounts set up for them in order for those individuals to use the workstations in the computer labs. To obtain these accounts, the Conference contact must provide a complete list of group attendees, including first and last names. We will be in contact with you to obtain this list, after your lab rental has been confirmed.