Frequently Asked Questions
Payments
What is the difference between the holding deposit and the security deposit?
The holding deposit is due upfront, reserves your date, and is non-refundable. The security deposit is due by the final payment date (4 months before your event) and will be refunded after your event, assuming no damage to the premises occurs and the rental agreement is upheld.
I am a UC staff member, and I want to rent the Hay Barn for a personal event. Do I get the UC Division rate?
The UC Division rate is granted only to UC organizations performing official business of the university, its divisions, and programs. Staff members wishing to hold personal events in the Hay Barn must pay private event rates.
Do you offer a UCSC alumni discount?
We are happy to offer the Ocean View Ceremony Site to UCSC alumni free of charge when renting the Hay Barn for their wedding.
I want to hold an event other than a wedding, do I have to rent the Hay Barn for 12 hours?
For public clients interested in renting the Hay Barn for events other than weddings, we negotiate the rental duration on a case-by-case basis. Please contact us to inquire.
Will my security deposit be refunded?
Our staff will inspect the Hay Barn the first business day after your event. Assuming no damage to the premises is found and the event holder has upheld all requirements of the rental and use agreement, your security deposit refund will be initiated within one week of your event.
Services and Policies
Do you handle the clean up?
The Hay Barn is a leave-no-trace space. Event holders are expected to return the building to the state it was in at the beginning of their rental by following the end-of-event checklist. Typically this is accomplished by the event coordinator, catering staff, or family members.
Do you offer in-house catering or staffing?
We do not offer any in-house catering or event staffing. Third-party vendors must provide all services. Contact us to inquire about our pre-approved vendor list.
Do you require an event coordinator?
We require a professional day-of-event coordinator for all weddings.
Can I serve alcohol at my event?
We allow alcohol to be served when the event holder possesses an event insurance policy with Host Liquor Liability coverage. With compliant event insurance, beer and wine are permitted to be served. If you wish to serve hard alcohol, a third-party, licensed bartender must be present and serving. If you are charging admission for your event or selling alcohol at your event, a single-day ABC permit is required. Please contact us with questions, or review the UCSC Events with Alcohol Policy
How do I reserve my date?
To secure your date, a holding deposit equal to $500 (an additional $150 for the Ocean View Site) and a signed rental agreement are due. Holding deposits can be paid via a mailed check (made out to the UC Regents)or online with a credit card. The holding deposit is non-refundable and will be applied to your total rental charges. More information can be found under rental policies.
Accommodations
I plan on having guests who will need mobility accommodations. How do I get them to the Ocean View Ceremony Site safely?
We allow three vehicles to access the Ocean View Site for the duration of your ceremony (maximum two hours) to accommodate those with mobility restrictions.
Is there ADA-accessible parking at the Hay Barn?
There is one ADA-accessible parking space in the Hay Barn parking lot. A-permits are required in conjunction with a Disabled Person Placard. For more information on this policy, please visit the TAPS Disabled and Medical Parking Page.
If you are organizing an event and would like to request additional ADA-accessible spaces or reserve parking spaces in the Hay Barn parking lot (Lot 170), please get in touch with the TAPS Event Parking Coordinator.
Restrictions
Are there any sound regulations or restrictions?
We have a mandatory 10 PM sound ordinance, and an 11 PM event end time.
Can we bring in any vendor we want?
Any third-party vendor who can provide a satisfactory certificate of insurance can work at the Hay Barn. For your convenience, we have a roster of pre-approved vendors. Please email us for a copy of our pre-approved vendor list.
Do you have any decoration restrictions?
We do not allow real-flame candles, glitter, or any items to be permanently attached to the walls, including push pins, nails, and staples.
Ready to book the Hay Barn?
Photo courtesy of Oribie Pullen Photography