Guidelines and Procedures

Client Types

• UCCS-Affiliated Groups- University departments, colleges, divisions, offices, institutes, centers, programs, and other entities operating under the University of Colorado Colorado Springs for official university business.
• Registered Student Clubs and Organizations- Student-led organizations officially recognized by the Department of Student Life and Leadership and in good standing with the university. This includes student government organizations and other recognized student organizations.
• External Organizations- Individuals, businesses, nonprofit organizations, government agencies, community organizations, and other entities that are not officially affiliated with UCCS and are requesting use of university facilities.

Space Types

• Event Services-Managed Venues- Venues scheduled and coordinated through Event Services that provide centralized event planning and support.
• Department-Controlled Spaces- Facilities managed and scheduled by individual colleges, departments, or administrative offices.
• General Academic Classrooms- General assignment classrooms scheduled through Scheduling & Registration.

Reservation Terms

• Event Inquiry Form- The online request form used to initiate reservations for Event Services-managed venues and event support services. Submission of an Event Inquiry Form does not guarantee a reservation.
• Tentative Event Order (TEO)- A preliminary reservation indicating that requested space has been temporarily held while planning details, approvals, and required documentation are completed.
• Confirmed Event Order (CEO)- The official reservation agreement issued by Event Services after all required approvals, planning information, and payment information have been received. The CEO serves as the official record of the reservation.
• Active Hold- A reservation in Tentative or Hold status for a specific date, time, and location that has not yet been confirmed or released. Each alternate date or location reserved for the same event counts as one Active Hold.
• Business Day- Business Days are defined as the operating hours of the Event Services office:
  • Fall and Spring Semesters: Monday–Friday, 8:00 a.m.–4:30 p.m.
  • Summer Semester: Monday–Friday, 9:00 a.m.–3:00 p.m.
  • University holidays and campus closures are not considered Business Days.

Reservations are processed in accordance with the Scheduling and Use of University Facilities and Physical Space Policy (400-001) and are reviewed based on university priorities, operational capacity, staffing availability, and space availability.

Event Services reserves the right to assign or relocate events to the most appropriate available venue when necessary to accommodate operational requirements or maximize facility utilization. 

Each reservation must designate one primary contact and one authorized proxy, if applicable, to communicate with Event Services.

• The designated contact is responsible for:

• Reviewing reservation details for accuracy.
• Communicating reservation changes to Event Services.
• Coordinating planning and decision-making with their organization.
• Meeting published planning deadlines.
• Obtaining required approvals.
• Reviewing applicable charges prior to the event

Only the designated contact or authorized proxy listed on the reservation may request changes unless written authorization is provided to Event Servic

The reservation process depends on both the organization requesting the space and the type of space being reserved.

*Event Services will coordinate with the appropriate campus scheduling office when student organizations request department-controlled spaces or General Academic Classrooms.

The Event Inquiry Form is the official starting point for reserving Event Services-managed venues and requesting event support services.

Submission of an Event Inquiry Form:

• Initiates the reservation review process.
• Does not guarantee a reservation.
• Allows Event Services to evaluate space availability, staffing, operational requirements, and event support needs.
• Begins coordination with campus partners when additional approvals or services are required.

Clients should submit complete and accurate information to avoid delays in processing.

Reservations are confirmed only after Event Services issues a Confirmed Event Order (CEO). See How to Reserve Your Space for ways to inquire for department controlled spaces and general academic fund classrooms. 

The Confirmed Event Order (CEO) serves as the official reservation agreement and should be treated as the event invoice. Clients are responsible for reviewing the CEO immediately upon receipt to verify all reservation details, including, as applicable:

• Reserved venue(s), dates, and times
• Setup and teardown times
• Room layouts and diagrams
• Requested services and equipment
• Catering and staffing
• Applicable charges
• Planning deadlines

Clients must promptly notify Event Services of any corrections or discrepancies. Acceptance of the CEO constitutes agreement to the reservation details, applicable charges, planning deadlines, and these Event Services Guidelines.

Clients may reserve event spaces up to 365 days in advance of their event. Requests beyond 365 days require prior approval from the Director of the University Center and Event Services.

When final event dates or venues have not yet been determined, clients may maintain up to three (3) Active Holds for the same event, unless otherwise approved by Event Services. Clients are expected to release unused reservations as soon as decisions have been made. All alternate dates and locations must be finalized, and any unused Active Holds released, no later than thirty (30) business days prior to the first scheduled event date.

Event Services reserves the right to reduce or release excessive or speculative Active Holds that unnecessarily limit facility availability or do not support a legitimate planning need.

Payment information must be received before a reservation can be confirmed.

• UCCS Departments- 
  • University departments must provide a valid Speedtype before a Confirmed Event Order will be issued.
  • Reservations remain in Tentative status until payment information has been received.
  • Applicable charges will be billed following the event.
• Registered Student Clubs & Organizations
  • Student organizations must provide an approved Speedtype or other authorized funding source before receiving a Confirmed Event Order.
  • Funding approvals required by the Department of Student Life and Leadership remain the responsibility of the student organization.
• External Organizations
  • Payment schedules, deposits, cancellation terms, and billing procedures are governed by the Facility Use Agreement issued through Conference Services.

Changes to an existing reservation should be submitted as early as possible.

Modification requests may include:

• Date or time changes
• Room layouts
• Equipment
• Furniture
• Audiovisual support
• Staffing
• Attendance estimates

Requests received within ten (10) business days of the event are not guaranteed and will be accommodated only if staffing, equipment, venue availability, and operational capacity allow.

Event Services will make every reasonable effort to accommodate changes but reserves the right to decline requests that cannot be supported.

Clients may use reserved spaces only for the purposes approved by Event Services.

Unauthorized changes to the nature of an event, occupancy, room configuration, or use of the space may result in additional charges, cancellation of the reservation, or suspension of future reservation privileges.

Clients are responsible for ensuring that participants vacate the reserved space by the scheduled reservation end time unless prior approval has been granted.

• All events supported by Event Services must fall within the University Center building hours, as staffing is based out of the University Center. This includes time for set up/tear down.
• Individuals and groups are not permitted within the University Center or service areas after closing hours except with the expressed permission of the University Center Director or designee.
• Events that require an early opening or late closing of the building or event areas must be arranged and approved through Event Services no less than 10 business days prior to the event date. A building opening fee and an hourly labor fee will be applied to the reservation.

Event Services categorizes events based on the level of planning, coordination, and operational support required. These categories help determine planning timelines, Event Inquiry deadlines, staffing requirements, and the level of Event Services involvement.

Event Services reserves the right to determine the appropriate event category based on the scope, complexity, anticipated attendance, operational requirements, and support services required for the successful execution of the event.

The following deadlines apply when applicable to your event.

Requests submitted after these deadlines will be reviewed based on staffing, venue availability, operational capacity, and the ability to successfully support the event. Event Services cannot guarantee accommodation of late requests.

The following planning timelines are recommended to maximize venue availability and allow adequate time to coordinate services, obtain required approvals, and prepare for your event.

These timelines are recommendations and do not replace the required Event Inquiry deadlines listed above.

Planning farther in advance increases the likelihood of securing your preferred venue, event date, support services, and staffing.

The following venues are scheduled and coordinated by Event Services.

• University Center
• Dwire Hall 204
• Berger Hall
• Kettle Creek
• Upper Lodge
• Gallogly Event Center*
• Cucharas Classrooms*
• Breckenridge Classrooms*
• Outdoor Event Spaces
• Undesignated lobbies, atriums, and common spaces

*These venues are shared with other university partners. Additional approvals, scheduling coordination, or operational planning may be required before reservations can be confirmed.

Event Services-managed venues are designed to accommodate a variety of meetings and events. Each venue offers different levels of flexibility for room configurations and event support.

Custom Layout Venues

Custom Layout Venues provide the greatest flexibility and are intended for conferences, banquets, ceremonies, receptions, and other events requiring customized room configurations.

These venues include:

• Berger Hall
• Gallogly Event Center
• Upper Lodge
• Kettle Creek

Available configurations may include banquet seating, classroom seating, theater seating, conference layouts, receptions, poster sessions, exhibits, and other custom arrangements.

Final room layouts are developed in partnership with your Event Services Coordinator.

Flexible Meeting Rooms

Flexible Meeting Rooms offer several pre-approved room layout options and are ideal for workshops, trainings, board meetings, and medium-sized group meetings.

These rooms include:

• UC 122
• UC 303

Standard Meeting Rooms

Standard Meeting Rooms have fixed layouts designed for routine meetings and classroom use.

These rooms include:

• Breckenridge Classrooms
• Cucharas Classrooms
• Dwire Hall 204
• UC 124
• UC 126
• UC 302
• UC 304
• UC 307
• UC 309

Furniture should remain in its approved configuration unless prior approval has been granted by Event Services.

Reservations in Event Services-managed venues include the venue's standard furnishings, technology, room setup, and routine Event Services coordination. Standard inclusions vary by location, and your Event Services Coordinator can help determine which venue best meets your event needs.

Requests beyond the venue's standard setup or services—including custom room configurations, additional staffing, specialty equipment, rental items, or extended building hours—may result in additional charges. Applicable charges will be reviewed during the planning process and reflected on the Confirmed Event Order (CEO).

Requests to modify an existing reservation should be submitted as soon as the need for a change is identified.

Modification requests received within ten (10) business days of the event are not guaranteed and will be evaluated based on staffing, equipment availability, venue availability, and operational capacity.

Event Services reserves the right to decline modification requests that cannot be accommodated.

Event Services prepares reserved spaces according to the approved room layout documented on the Confirmed Event Order (CEO). Clients are expected to use the space as configured unless the room is designated for client-adjustable furniture.

University Center rooms with movable furniture may be rearranged by clients during their reservation. In Standard Meeting Rooms, any furniture moved must be returned to its original configuration at the conclusion of the event. Failure to reset the room may result in labor charges.

In all other Event Services-managed venues, clients may not independently move furniture, equipment, staging, or production elements without prior approval. Event Services will determine whether requested changes can be accommodated based on staffing, safety, venue limitations, and operational needs.

Changes that significantly alter the nature of an event after it has been confirmed may require additional planning, staffing, approvals, or fees.

Event Services reserves the right to reclassify an event, adjust planning requirements, or require additional approvals when the scope of an event changes.

Clients who need to cancel a reservation should notify Event Services as soon as possible.

Events canceled within three (3) business days of the scheduled event date may be assessed labor charges if Event Services has scheduled staff or incurred labor costs to support the event.

Applicable labor may include, but is not limited to:

• Room setup and teardown
• Production staffing
• Event staffing
• Building openings or closings
• Equipment setup
• Other labor specifically assigned to the reservation

Cancellation charges will be based on labor costs incurred or scheduled at the time of cancellation.

Additional cancellation fees may apply for services coordinated through third-party vendors, catering providers, or other campus departments.

An event will be considered a no-show when the reserving individual or organization:

• Fails to occupy the reserved space without notifying Event Services;
• Fails to cancel the reservation in accordance with the published cancellation policy; or
• Uses the reserved space for purposes substantially different from the approved reservation without prior authorization from Event Services.

Groups determined to be a no-show may be responsible for applicable labor, setup, equipment, catering, production, or other charges incurred on behalf of the reservation.

Repeated no-shows or misuse of reserved spaces may result in suspension or loss of future reservation privileges at the discretion of Event Services.

Clients hosting outdoor events may reserve a weather backup location. To qualify as a weather backup, the alternate location must be reserved for the same date and time as the primary event. Alternate dates are considered separate events and require separate reservations.

Clients must notify Event Services of the decision to move to the weather backup location at least three (3) business days prior to the scheduled event start time. Requests received after this deadline may be subject to applicable cancellation or labor charges. Weather backup locations remain subject to space availability and operational capacity.

University Center Production reserves the authority to suspend or discontinue the use of audiovisual, staging, lighting, or other production equipment due to weather conditions at any time, including before or during an event, when necessary to protect university equipment and ensure the safety of participants and staff.

Neither Event Services nor the client shall be liable for delays or failure to perform obligations (other than payment obligations) when such delays or failures result from circumstances beyond their reasonable control. These circumstances may include, but are not limited to, government orders, equipment failures, transportation disruptions, labor disputes, acts of war or terrorism, civil unrest, public health emergencies, natural disasters, severe weather, or other acts of God.

The affected party will provide prompt notice to the other party whenever practicable.

Failure to comply with these Guidelines or applicable university policies may result in one or more of the following actions:

• Assessment of additional labor or operational charges
• Billing for damages or repairs
• Cancellation of the reservation
• Suspension of future reservation privileges
• Referral to the appropriate university office for review
• Other actions deemed necessary to protect university facilities, resources, or participants

Event Services recognizes that unforeseen circumstances occasionally require exceptions to standard procedures.

Requests for exceptions to these guidelines should be submitted in writing to Event Services as early as possible.

Approval of an exception is not guaranteed and will be evaluated based on:

• Operational feasibility
• Safety considerations
• University policy
• Staffing availability
• Facility availability
• Previous reservation history
• Impact on other university activities

Approval of an exception for one event does not establish a precedent for future reservations.

UCCS Catering maintains the first right of refusal for all food and beverage service provided on campus.

Event Services coordinates all catering requests for university events, regardless of the event location. Whether your event is held in an Event Services-managed venue, a department-controlled space, or a General Academic Fund classroom, Event Services will coordinate catering requests with UCCS Catering and assist with the planning process.

All catering requests and attendance guarantees must be submitted in accordance with the planning deadlines outlined in Event Planning Timelines. 

Note: Space reservations and catering reservations are separate processes. Reserving a venue does not automatically reserve catering services. A catering request must be submitted through Event Services to initiate catering coordination with UCCS Dining Services.

Parking for campus events is managed by UCCS Parking & Transportation Services.

• UCCS-affiliated departments are responsible for coordinating parking directly with Parking & Transportation Services.
• Student Clubs & Organizations will coordinate parking through Event Services
• External organizations will coordinate parking through Conference Services or Event Services, as applicable.

Parking permits, reserved parking, event parking, and shuttle services are subject to the policies established by Parking & Transportation Services.

For additional information, https://pts.uccs.edu/ 

Many Event Services-managed venues include standard audiovisual technology suitable for routine meetings and presentations. Events requiring services beyond the venue's standard technology may request additional production support through Event Services.

Depending on the size and complexity of the event, a AV Planning Meeting may be required to coordinate technical requirements, production logistics, and event operations. 

When required, the Production Planning Meeting must be completed at least ten (10) business days prior to the event date.

Additional labor, equipment rental, or production charges may apply for services beyond the venue's standard audiovisual capabilities. Event Services will review all requested production services during the planning process and communicate any applicable charges before confirming the reservation.

For livestreaming and video production, please review Event Production Streaming Terms and Conditions 

Events requiring custom room configurations will work with an Event Services Coordinator to develop a room layout that best supports the event's needs while meeting venue capacity, safety, accessibility, and space guidelines.

The Event Services Coordinator will create a room diagram in consultation with the client. Layout planning may include seating configurations, registration and catering areas, staging, dance floors, poster sessions, vendor tables, and accessibility needs.

Final room diagrams must be reviewed and approved by the client at least ten (10) business days prior to the event.

Event Services can coordinate equipment beyond the standard furnishings and technology included in the reserved venue.

Equipment availability is based on inventory, staffing, and vendor availability. Rental equipment provided through third-party vendors is subject to vendor agreements and associated fees.

Clients utilizing outside vendors are responsible for ensuring vendors comply with university policies, reservation schedules, and facility requirements. All vendor deliveries, setup, teardown, and on-site operations must be coordinated through Event Services when applicable. 

Decorations are permitted provided they do not damage university facilities or create safety hazards.

The following materials are prohibited unless specifically approved by Event Services:

• Tape other than painter's tape
• Adhesives
• Nails, screws, tacks, or similar fasteners
• Glitter
• Confetti or confetti cannons
• Feather boas or loose feathers
• Artificial snow
• Rice
• Birdseed
• Powder
• Dance wax
• Sand or similar loose materials

Decorations involving candles or open flames are addressed in Safety & Compliance.

Clients are responsible for any cleaning, repairs, or labor costs resulting from prohibited decorations or damage to university property. 

Access to reserved spaces begins at the reservation start time listed on the Confirmed Event Order (CEO).

Reservation times should include all setup, event, and teardown activities.

Events requiring early building access, extended operating hours, or late building closures must be approved by Event Services at least ten (10) business days before the event.

Additional labor and building access charges may apply.

Event Services may accept a limited number of deliveries associated with scheduled events.

Materials should not arrive more than twenty-four (24) hours before the event unless prior arrangements have been approved.

Because storage space is limited, Event Services cannot guarantee acceptance or storage of materials delivered outside the approved timeframe.

The University assumes no responsibility for the security, damage, or loss of materials stored before, during, or after an event.

Clients are responsible for removing all materials promptly following their event.

Clients are responsible for maintaining reserved spaces in a clean and orderly condition throughout their event.

The sponsoring department or organization is financially responsible for damage to university facilities or equipment beyond normal wear and tear.

Additional charges may be assessed for:

• Excessive cleaning
• Damage to furniture or equipment
• Removal of prohibited materials
• Repairs resulting from misuse of university property
• Labor required to restore the venue to its standard condition

Event Services reserves the right to inspect event spaces before and after each reservation.

The following university policies and campus resources are commonly associated with event planning and facility use:

Important: These Guidelines are intended to supplement university policy by outlining Event Services procedures and operational expectations. In the event of a conflict between these Guidelines and an official University of Colorado or UCCS policy, the university policy shall govern.

Certain events require review and approval by the UCCS Office of Emergency Management. When applicable, a Special Event Permit must be submitted at least two (2) weeks prior to the event date or by the deadline established by the Office of Emergency Management.

For events coordinated through Event Services, your Event Services Coordinator will determine whether Emergency Management review is required and assist with the permit process. Departments and organizations planning events independently of Event Services are responsible for determining permit requirements, submitting all required documentation, and obtaining approval before the event.

Additional information is available through the UCCS Office of Emergency Management. Special Event Permitting 

The University reserves the right to determine the level of security necessary for any event held on university property and to enforce all applicable laws, regulations, and university policies. Depending on the nature of the event, Event Services may coordinate with the UCCS Department of Public Safety and other campus partners to determine appropriate security measures.

Events involving large attendance, alcohol service, cash handling, high-profile speakers, or elevated safety concerns may require additional security personnel. Required security costs may be the responsibility of the event sponsor.

The University reserves the right to modify or cancel an event due to safety or security concerns. 

Authorized University personnel may enter reserved spaces at any time to address emergencies, maintenance issues, safety concerns, or violations of university policy.

University departments hosting events that require an Official Function Authorization are responsible for obtaining the appropriate approvals in accordance with university policy.

When applicable, Event Services will coordinate with the sponsoring department during the planning process; however, completion of the authorization remains the responsibility of the sponsoring department. 

Visit Controller's Office for more details. 

Alcoholic beverages are regulated under University of Colorado policy and may only be served when authorized by the University.

Events requesting alcohol service must:

• Receive all required university approvals.
• Submit required authorization forms by the published planning deadlines.
• Comply with all applicable University of Colorado and State of Colorado regulations.

Alcohol service is subject to approval and may not be added after established planning deadlines without prior authorization.

For additional information, refer to UCCS Policy 100-003 – Use of Alcohol.

Or visit the Controller's website for more information on Alcohol Authorization. 

Events involving children or minors must comply with UCCS Policy 100-019 – Protection of Children/Minors on Campus.

When applicable, required documentation and approvals should be completed according to published university deadlines.

Event organizers are responsible for ensuring compliance with all university requirements related to programs involving minors.

Animals participating in campus events must comply with UCCS Policy 400-012 – Animals on Campus.

Event organizers are responsible for ensuring all animals brought to campus are permitted under university policy and that any required approvals have been obtained prior to the event.

To maintain a safe environment for all participants, events must comply with applicable fire and life safety regulations.

The following requirements apply to all events:

• Emergency exits, hallways, and access routes must remain unobstructed at all times.
• Occupancy limits established for each venue may not be exceeded.
• Displays, furniture, equipment, or event materials may not be placed outside reserved spaces without prior approval.
• Decorations and event equipment must not interfere with fire protection systems or emergency egress.

Event Services reserves the right to modify event layouts or require adjustments to ensure compliance with fire and life safety requirements.

Open flames and candles are prohibited in university facilities unless specifically approved.

Requests for exceptions must be submitted through Event Services and receive written approval from both:

• The UCCS Fire Marshal (or designee), and
• The Director of the University Center & Event Services (or designee).

Approval is not guaranteed and will be evaluated based on safety considerations and applicable fire code requirements.

Events requiring electrical service beyond the standard power available within the reserved venue must coordinate those needs with Event Services during the planning process.

Additional electrical service may require:

• Facilities Services support
• Temporary electrical distribution
• Additional equipment
• Specialized labor

Associated labor or equipment costs may apply.

Unauthorized use of electrical equipment or power sources is prohibited.

Photography, videography, livestreaming, and other recording activities associated with an event must comply with all applicable university policies, copyright requirements, privacy expectations, and applicable laws.

Event organizers are responsible for obtaining any permissions or releases that may be required for their event and for communicating recording activities to participants when appropriate.

Requests involving commercial filming, media production, or activities outside the scope of a standard event may require additional university approvals.

UCCS is committed to providing accessible events and programs.

Event organizers should communicate accessibility needs during the planning process so reasonable accommodations can be coordinated in advance.

See Event Accessibility Document.