Any individual, group, club, or organization may apply to host a party. Registered parties can get premium space, advertisement in the program guide, flyers printed, extra supplies. Our committee is here to help you have a safe and enjoyable gathering.
- Con Suite Slot - Our con suite team is willing to help a group host 3-4 hours of food and welcome sponsorship for our attendees. We can set up a fan table, flyers, posters and information or help you host a specific idea such as an ice cream social, breakfast from (organization or group), tea or cookies, and more. This option is only bookable through May 10th, 2019.
- DCC spaces gathering - Socials, meetups or gatherings can be held in the Davis Conference Center space, as well as one of our hotel boardrooms. Any food or drink in the DCC needs to be paid/catered by the DCC staff and booked no later than May 10th to be in the program, with details paid and turned in by June 10th. Rooms close in the DCC by midnight.
- Hotel Boardroom/Breakfast areas - Some of our hotels have offered the use of their boardroom (for a nominal fee) or the table area they host breakfast in for specific hours each day. Our Party team has details, email if you are interested. This is great for publication meetings, socials and more.
Hosting - At least one member of the hosts for a gathering must be at least 21 years of age, physically present, sober, and responsible during the all of the party’s stated hours of operation.
Cancellation date(s) are individual to the facility and the type of room rental or gathering being hosted. Once you register using the application, our team will inform you of that facility’s rules including cancellation deadlines and policies.
Alcohol - Yes, Utah has alcohol as we showed in our bid parties. There are a few key things to remember when partaking or having alcohol at a party or event. What is illegal outside our venues is also considered illegal inside the venues, so please respect the local laws. Individuals and organizations hosting private social, business, or recreational events or functions are not required to obtain a permit from the state if the event is not open to the general public, and alcohol is provided to invited guests without cost. This is where making sure your guests have a convention badge/membership is important for your safety as well as others.
Food and Beverage is not allowed in the convention center, unless purchased at one of the Break Stations East/West (Munchie Mart) in the DCC or catered in event space by the Davis Conference Center. Alcohol is allowed only in private rooms, Club Fahrenheit and their patio area, off premises as long as Utah regulations are followed by those 21 years old or older. Transporting alcohol from one area to another is prohibited by law. This includes hallways or any other public areas, due to various hotel restrictions.
Blue Tape - Blue tape cannot be attached in the rooms to painted or wallpaper surfaces. There are cabinets and windows that would work. Individual facility guidelines for painters tape, blue tape, and extra supplies will be in your party packet.
Smoking - Utah has a blanket clean air act which makes it illegal to smoke within 25 feet of an open entrance to a building."Smoking is prohibited in all enclosed indoor places of public access and publicly owned buildings and offices,..." UC 26-38-3(1). The Act prohibits the use of electronic cigarettes and hookah in the same places as traditional tobacco is restricted. The same restrictions apply for our venues and some chemicals used can cause allergic reactions for attendees. Please help us by respecting local laws and take any form of tobacco, vaping, or e-cigarettes etc., outside.
A few guidelines to remember
- Private parties are required to have their own insurance and responsible plans if they wish to serve alcohol at a room party. The convention center, hotels, and Utah Fandom Organization are not responsible for room parties.
- You may wish to photograph or videotape the condition of the party host rooms before and after the convention to substantiate or refute damage claims.
- You must check photo ID for legal age (21 years old) -- your party’s bartender is legally responsible. You must be at least 21 years old to serve alcohol. (Convention badges in no way verify an attendee’s age.) Parties/Socials planning on serving alcohol should check all ID and monitor by Hand Stamps, Wristbands, or Badge Stickers.
- If you do not check ID and do not monitor your serving, your party may be shut down by staff. (Please note that if you’re found to be serving alcohol to anyone without checking their photo ID - even if you know them personally - your party will be immediately shut down. Party Staff will not give warnings on this, they will simply shut it down and/or call the authorities.)
- Our S.A.T. (Safe Attending Team) will be required to contact local law enforcement if a law is being broken.
- Intoxication in a public area of the convention when it creates potential harm or interference will result in our team asking you to leave the area for the safety of all attending.
- Pouring or tampering with others food and beverage by introducing alcohol makes a situation dangerous and could trigger an allergy or medical issue. Anyone found tampering with another’s consumables, without permission, will result in a membership revoked, ejection and possible criminal follow up by law enforcement. (The same applies to any tampering of anyone’s food or drink.)
- If you feel you need help due to alcohol or other consumables please go to the Information Desk, our S.A.T. Team, or if it is an emergency call 911.
- Parties should not over-serve alcohol, or provide alcohol to someone who is showing signs of intoxication. Please party responsibly.
- Layton City Ordinance states alcohol served at private functions/rooms should not be taken outside the hotel (No open containers should leave the premises by law). This will be monitored by roaming staff. Please keep your party in your room as much as possible.
- “Last Call” is 1:00 AM, no serving alcohol after 2:00 AM.
- Alcohol may not be sold.
- You may not refer to the Utah Fandom Organization, their Tax ID or facilities rented as justification or use for a party. The room rental constitutes your party as a private event.
Accessibility Tips for parties and gatherings
- If you plan to show video or a movie in your party, don’t forget to turn on the captions.
- Minimize the use of latex decorations for your party and list as a possible allergen
- List ingredients and allergens in food or drink visibly for everyone.
- The ADA specifies the minimum clear width for single wheelchair passage at 32 inches.
- If you are serving drinks, plan to keep a few straws at hand for maximum accessibility.
- Work with the party team to maximize seating and circulation of crowds.
- Try to minimize scents, offer hand sanitizer and other non-perfume cleaning options.
- Check the accessibility and service animal guidelines on the website for help.