We realize that parties are traditionally a large component of the BayCon nightlife. We want everyone to have a blast while ensuring a safe and enjoyable environment for all. So, please take a moment to review the following rules while you revel in the festivities. If you have any questions or issues, feel free to reach out to the BayCon ConOps and Hotel Team located in Redwood. Remember, no arguing with the hotel staff – leave that to us!
Party Floor Access
Guests wishing to be on the party floor, which includes the ground and second floors the designated Garden Terrace (perimeter) buildings, and host a party will need to contact the BayCon Hotel Team at hotel@baycon.org to provide their information. This must be completed no later than 20 days prior to check-in at the hotel. Upon arrival at BayCon, proceed to ConOps to obtain and sign a copy of these party rules.
Safety/Headcount
Let’s keep the party vibes alive while ensuring everyone’s safety! To comply with fire safety regulations and prevent any potential hazards, we kindly request that the number of partygoers in each room remains reasonable. We want to avoid overcrowding and ensure a comfortable experience for all.
Oh, and speaking of safety, our vigilant BayCon Staff will be making their rounds, popping up at parties and receptions randomly. Don’t worry, they’re not there to spoil your fun but to ensure everyone’s well-being. They will have the final say on what constitutes a “reasonable” number of partygoers based on safety guidelines. Let’s cooperate and keep the good times rolling!
Overnight Guests
We know that parties can go late into the night, and you might have friends who want to crash in your party room. However, we need to ensure everyone’s safety and comply with local fire code regulations. So, here’s the scoop:
The maximum number of overnight guests in a guest room are posted on the hotel’s website and will be enforced by the hotel (make sure you look it up)! We want to avoid overcrowding and make sure everyone has a comfortable stay.
Room Care and Damages
Individuals in guest rooms are responsible for carpet cleaning fees and/or damage fees beyond normal wear and tear. The Hotel will perform standard cleaning procedures after party-floor guests depart. Any areas of the carpet requiring major spotting, extra labor shampooing/cleaning, repair, or replacement will be charged to the respective guest room.
We kindly request that party hosts ask the attendees not to carry drinks of any kind into the hallways. By doing so, we can avoid additional cleaning fees for the hallway carpets and ensure a fresh and inviting atmosphere for everyone.
Furthermore, individuals are responsible for significant damage to furniture, art, and accessories in guest rooms. If any items are broken, please report it to the hotel at the time of check-in to avoid any misunderstandings. The Hotel will assess fees associated with damages and broken items, including shipping and tax. Replacement and repair fees will be charged to the respective guest room accordingly. Oh, and please refrain from placing ice bins or large water containers directly on desk tops in the guest rooms – let’s keep them in the bathtub!
Room Furnishings and Art
Nothing be removed from the guest rooms, including wall hangings, art, furniture, beds, and so on. No room furnishings or artwork may be relocated from one room to another unless pre-approved through the Hotel. Please note that bed removal service is available, but at a cost of $1,000. If you wish to have you bed pulled, contact the front desk and make arrangements.
Smoking Policy
We value clean and fresh air for everyone, so please note that the entire hotel is non-smoking. If smoking occurs in any guest rooms, the Hotel will treat the room upon departure. A charge will be assessed for the necessary treatment and cleaning procedures. Cleaning charges will be added to the final bill of any party room that has been smoked in.
Noise Management
We want everyone to have a great time, but let’s also be mindful of our fellow guests. The Hotel will work with BayCon to ensure noise levels are monitored and kept at a reasonable volume to prevent noise complaints from other guests. If there is a failure to observe a reasonable volume level or repeated complaints, it may result in eviction from the property. The BayCon Convention Committee will be involved in this process to ensure a harmonious atmosphere for all.
Kitchen Equipment and Open Flame
For everyone’s safety, the use of electric cookware, warmers, and open flame equipment is not allowed in the guest rooms. Let’s keep the culinary adventures limited to designated areas for everyone’s peace of mind.
Alcohol Policy
We’re all about having a good time, but let’s do it responsibly and legally! Please note the following guidelines:
- Alcohol may not be sold out of any guest room, nor may it be sold by anyone other than the Hotel staff. We leave the bartending to the pros!
- Sales of alcohol from a guest to any other guest will result in eviction from the property. Let’s not mix business with pleasure, shall we?
- Per state law, alcohol will not be given to anyone under the age of 21. If a party fails to check ID, or an individual provides alcohol to anyone under the age of 21, it may result in immediate eviction from the property and/or notification of the local authorities.
Convention Signage
No signs may be posted to walls. Please check with BayCon Info Desk to find the proper location to advertise your party. We want to make sure everything is clear and easy to find, so any signs or flyers should refer to “reception” instead of “party.” Let’s keep the communication flowing smoothly!
Please note that these policies are in compliance with all applicable City of Santa Clara, County of Santa Clara, and California State Laws and regulations. We want to ensure a safe and enjoyable experience for everyone at BayCon.
Party and Reception Policy last modified May 2024.