General Questions
Beginning July 1, 2026, Event Services will shift to a scheduling model based on location.
Key changes include:
Colleges and departments will manage scheduling for the spaces they directly control
Each college/department will establish a shared booking email and a designated KX-trained contact
SchedReg will oversee scheduling for academic classrooms and general-fund instructional spaces for all requests involving the use of these spaces, including academic courses and other space-use requests.
Event Services will focus primarily on:
Event Services-managed venues
Student organization events
Outdoor events and common spaces
Equipment delivery outside Event Services-managed spaces will include associated costs to departments, colleges, and external clients
All external events, conferences, and internal sponsored events of external groups must continue to go through Conference and Event Services
These changes are intended to improve response times, clarify scheduling responsibilities, create a more streamlined client experience, and better support the growing volume of campus events.
Event Services operations and staffing are funded through student fees and were originally intended to support student organization-hosted events and student engagement activities. Over time, demand for internal departmental and college events has grown significantly beyond the original intent of the student fee-supported model. These changes are intended to better align Event Services resources and support with its core mission of serving student-organization-hosted events and activities.
These changes are intended to:
Prioritize student-focused events and activities
Improve response times and event support services
Increase efficiency and clarity in scheduling processes
Provide colleges and departments with greater autonomy over their own spaces
Create a more sustainable operational model for event support and staffing
The new processes will take effect on July 1, 2026.
Event Services will continue managing reservations for:
University Center (UC)
Gallogly Events Center
Upper Lodge
Kettle Creek
Dwire 204
Breckenridge and Cucharas classrooms
West Lawn
Shared spaces without a designated space controller (e.g., lobbies, atriums, sidewalks, lawns)
Departments and colleges will manage reservations for spaces they directly control, including conference rooms, meeting rooms, and assigned departmental spaces.
Updated space management information will be available on the Event Services website by July 1, 2026.
How to Schedule Event Space
Each college or department with department-controlled spaces will maintain a designated space request email for clients to use when booking a space. A list of department-controlled spaces and their corresponding contacts will be published on the Event Services website.
Students and external entities will continue to work with Event Services to schedule department-controlled spaces.
SchedReg will manage the scheduling of general fund academic spaces for all space-use requests. A list of eligible rooms will be available on both the Event Services website and the Office of the Registrar website beginning July 1.
Departments and colleges will coordinate scheduling requests through the SchedReg online form, which will also be available July 1.
Students and external entities will continue to work with Event Services to schedule academic classrooms.
Event Services is moving to a customer-facing portal for all online bookings. Clients will be added to the KX Customer Hub, which will allow you to inquire about specific spaces, make bookings in some cases, and view space availability.
Event Services will continue managing all student club and student meeting reservations, regardless of location.
Event Services will have an updated website available by July 1, 2026, outlining the three scheduling categories, including:
Event Services-managed spaces
Department/College-managed spaces
General Fund Academic classrooms managed by SchedReg
The website will provide information on:
How to request each type of space
The appropriate contact or shared email account for reservations
Links and guidance for the scheduling process
If you are unsure who manages a particular space, Event Services is always happy to help direct you to the correct contact.
Event Services will manage reservations for outdoor spaces and other campus areas that do not have a designated departmental space controller. Sidewalks, lawns, lobbies, atriums, and other shared campus spaces without a designated controller would be managed through Event Services.
Event Scheduling Software
KX is the university’s campus event scheduling software and will serve as the centralized reservation system for campus event bookings.
Using KX helps the university maintain a centralized record of events and meetings occurring across campus. This is important for:
Campus safety and emergency response
Coordinating campus closures or operational impacts
Providing campus leadership with visibility into major campus activities
Ensuring consistent scheduling and communication across departments
Event Services regularly provides campus leadership with information about campus events to support emergency planning, safety precautions, and operational coordination.
Each college/department will designate one trained individual responsible for:
Monitoring their booking email
Coordinating internal approvals
Entering approved reservations into KX
No. The expectation is that designated trained users will manage reservations within KX to maintain consistency and system integrity.
During the initial transition, the goal is to maintain one primary KX-trained contact per college or department-controlled area. Additional backup users may be considered if operationally necessary.
Event Support and Cost
Key changes include:
Event Services-managed spaces will continue providing standard support at no cost for most internal university events unless:
Support exceeds standard service levels
The event generates revenue
A non-UCCS affiliated organization is involved
Departments and colleges may still request:
Equipment delivery
Set up and teardown support
Catering coordination assistance
Equipment delivery outside Event Services-managed spaces will continue to be available through Event Services
Charges may apply for:
Equipment delivery, setup, and teardown outside Event Services-managed spaces
Event support exceeding standard event support
Revenue-generating events
External conferences or sponsored external programs
Standard event support typically includes basic room setup, standard tables/chairs, existing in-room AV equipment, and routine support during normal operating hours.
Additional charges may apply for specialty equipment, extensive setup needs, deliveries outside managed spaces, extended staffing, or complex event support.
Event Services equipment and many support resources are funded through student fees, which were originally intended to support student organization events and activities.
As support for internal department and college events has grown, a limited cost recovery model is needed to help cover equipment wear and tear, staffing, delivery, and operational costs without increasing student fees.
These changes help ensure student fees continue to primarily support student-focused programming while still providing affordable event support options for campus departments and colleges.
Yes. Student organization reservations and designated tabling locations will remain free of charge. As well as equipment delivery outside of Event Services managed spaces as long as it is within our standard operations.
Event Equipment Support
Yes. Event Services can provide equipment delivery campus-wide based on availability and scheduling timelines.
Equipment delivery outside Event Services-managed spaces for internal departments/colleges will incur charges to support staffing and operational costs.
In most cases, no. Deliveries typically include setup and teardown support to ensure equipment is transported, installed, and removed safely and in accordance with university operational and safety standards. Limiting deliveries to staffed services also helps reduce the risk of equipment damage, improper setup, and safety concerns within event spaces.
In most cases, no. Event Services has limited equipment available for client checkout. This helps ensure proper setup, safe operation, and quality assurance of university equipment.
Some smaller items, such as A-frame/sandwich boards, may still be available for client pickup and return.
Event Services works with numerous trusted third-party vendors and is happy to provide contact information or assist in coordinating vendor services for your event.
It is important to note that UCCS Event Services production support is, in most cases, approximately 45% less expensive than comparable third-party rental services. We have completed extensive pricing comparisons and are happy to provide a cost comparison chart upon request.
Additionally, if you find a third-party vendor offering lower pricing, Event Services is happy to discuss potential price-matching options whenever possible.
Charges are based on the level of support requested, including the type and quantity of equipment, staffing needs, delivery location, and setup complexity.
Pricing was developed using a cost recovery model that considers:
Frequency of equipment usage
Equipment lifespan and wear-and-tear
Replacement timelines and operational costs
Rate sheets are available upon request. Even with these charges, Event Services support remains significantly less expensive than most third-party rental providers.
Catering Questions
Event Services will continue assisting with catering coordination. Clients will reserve rooms through the designated contact, subject to space availability, and work with Event Services for any additional event support beyond space requests.
Yes. Catering’s first right of refusal policy remains in place.
The university’s new dining provider offers expanded menu options, customizable catering packages, and broader cultural/event support offerings. Exemptions may be granted in limited cases through an approval process.
External Events & Conferences
External events include:
Conferences
Community events
Partner programs
Third-party affiliates using campus space
Yes. All external organizations, even those sponsored by campus departments, must go through Conference and Event Services.
This ensures proper contracting, insurance compliance, risk management, billing, and consistent university processes.
No. Departments may sponsor or support external groups, but Conference and Event Services must manage the formal event process.
Yes. Internal sponsors of external events may qualify for reduced internal rates.
Not always. Guest speakers, lecturers, performers, or participants invited to campus for a university event would generally not be considered external events.
However, if an outside organization is using campus space for its own business or organizational benefit, the event would be considered external and must go through Conference and Event Services.
When in doubt, please ask Event Services before moving forward, as university policy and compliance requirements may apply.
Training & Transition Questions
Reservations previously confirmed through Event Services for academic classrooms and department-controlled spaces prior to July 1 will remain confirmed and honored.
Beginning July 1, any adjustments or modifications to existing reservations — including changes to the date, time, or room location — must be coordinated directly with the designated departmental or scheduling contact responsible for the space.
Events booked prior to July 1 will retain the space rental terms and rates originally communicated at the time of booking, recognizing that updated operational guidelines and cost structures may apply to future events and future fiscal years.
While space rental fees will continue to be waived for events booked prior to July 1, operational costs associated with supporting events — including staffing, equipment setup, delivery, technology support, custodial services, or other event-related services — may still be assessed as necessary to support the reservation.
Yes. Event Services will provide:
KX training
Workflow guidance
Ongoing transition support
The designated individual responsible for managing the college or department’s shared booking process should attend training.
Several colleges already use this model successfully, often through Executive Assistants or designated administrative staff. Colleges can continue using your designated KX user.
Additional campus-wide communication and support information will be distributed as the transition progresses. Departments may also reach out to Event Services directly during implementation planning.