Policies and Procedures

• Major Reservations: Reservations held in one or more for the Major Event Spaces (Berger, Gallogly, Upper Lodge, Kettle Creek) or occupying four (4) or more meeting rooms on a given day.
• Simple Reservations: Reservations that do not require needs outside of the standard layout and equipment for that space.
• Business day is defined as the following hours of operation for the Event Services office: Fall and Spring Semester Monday – Friday 8 a.m. – 4:30 p.m. Summer Monday – Friday 8 a.m. – 4 p.m

• For all University Departments and External clients, all event requests must be completed through the online Event Services form found on the Event Services website. Please be sure to designate a single contact, or a documented event designee for coordinating event reservations, especially with planning committees. Only this single contact, or designee documented on the reservation will be able to make adjustments to the reservations.
• For registered Student Organizations, all event requests must be submitted via Mountain Lion Connect and follow the event request process as outlined by the Department of Student Engagement.

Each Reservation BEO should be treated as an INVOICE and carefully reviewed for accuracy. It is the client’s responsibility to review all charges, deadlines, diagrams, and setup details for their meeting or event. By reviewing the BEO, clients agree to all stipulated terms and deadlines. All events with diagrams must have the diagrams signed with each update prior to event start.

• If multiple dates and/or locations are requested and reservations are created for the same event, the client has thirty (30) days from the first date of the reservation to finalize the date and/or locations of the event and release all other dates and/or locations held. This is to allow university departments, recognized student organizations and non-university clients to utilize event space.
• When a reservation is in a tentative or hold status, clients are allowed to challenge other clients for the reserved space. If a challenge is initiated, Event Services will inform the original booking client of the challenge. The client of the original booking is required to respond within three (3) business days to confirm the reservation or release it. If the client does not respond within the timeline, the booking will be released to the client who initiated the challenge.

• University departments’ and student club’s and organizations speedtype is required for all event bookings ten (10) business days (excluding event day) prior to major event reservations and three (3) business days (excluding event day) prior to simple event reservations. If speedtype is not received by this deadline, the event may be cancelled. o Events will remain tentative until payment information has been received.
  • The client speedtype provided will be billed post-event if charges are present
  • Student Clubs/Organizations must have payment approved by Student Engagement
• Non-university clients please refer to the Facility Use Agreement issued by an Event Services Coordinator for details.

• 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.

• Reservation Deadline for Major Reservations: To allow time for proper review and schedule staffing for use of major event spaces, and the added time necessary to appropriately plan for a large-scale event, these spaces should be reserved a minimum of thirty (30) days in advance of the requested event date.
• Request Deadline for Simple Reservations: To provide adequate time to accurately process a request and coordinate services, meeting rooms and tabling events must be reserved at least three (3) business days in advance of the meeting/tabling date. Requests for meeting space less than those three (3) business days of the meeting time may be accommodated as long as staff are available to handle the request without adversely affecting other customers, or the building operations.

• Requests for changes to reservations, including layout, equipment, furnishings, and staffing made within 10 business days are not guaranteed, and may be approved or denied based on staffing, equipment, and space availability. Event Services will always communicate in full if we are unable to accommodate a request.
• All requests for major events changes with less than 10 business days notice are subject to express fees per communication (email, phone call, in person conversation, etc.).

In Major Event Spaces, clients are not to move, alter or adjust the furnishing and/or equipment if the Production Team is unable to accommodate their requests. Adjustments and alterations made by the client are subject to express/labor fees, as well as the total fee for replacing any equipment or repairing the facility damaged by the client.

Access to event spaces will be at the agreed reservation start time, and meetings will end at the agreed reservation end time. Persons and organizations using the space they reserved are held responsible for leaving the room in the same condition in which it was found. Any need for adjustments in room arrangements, food orders, etc. must be made through Event Services.

• Events cancelled within 2 business days within Major Event spaces, and General Event spaces, will be charged a cancellation fee assessed at the labor rate to set the room.
• Cancellations of Early Open and Late Close events will also be an assessed labor fee.

Events are considered ‘no show’ when event participants fail to show up or cancel their event.  Additionally, groups are not allowed to use the reserved space for functions other than originally reserved.  Groups that are considered ‘no shows’ may forfeit the ability to reserve space in the future.

Neither party shall be liable for delay in performance or failure to perform any of their obligations (other than payment), if the delay or failure results directly or indirectly from any (i) government directive, order or regulation; (ii) equipment failure or breakdown so long as such equipment has been properly maintained and operated; (iii) failure or delay of transportation; (iv) suspension or cancellation of any required license; (v) insurrection; riots, national emergencies, pandemic; war; acts of public enemies, strikes or other labor difficulties; (vi) fires, floods, earthquakes, lightning or other extreme weather conditions; or (vii) any other similar catastrophes or acts of God. The party affected shall give the other party prompt notice of any such Force Majeure event.

• Clients have the burden of reserving the weather back up location for their events. The weather call for these spaces must be made 2 business days in advance of their event start time, in accordance with the Cancellation timeline. Weather calls made after this time are subject to the same cancellations fees as stated previously.
• University Center Production has authorization to make weather calls for Tech equipment at any time. Regardless of the event’s start time, and regardless if the event is already in progress.

• Decorations are defined as something used for decorating, adornment, or embellishment.
• Tape (excluding painter’s tape), adhesives, tacks, pins, nails, anchoring systems or surfacehanging apparatuses are not permitted.
• Adhesive, glitter, confetti, confetti cannons, feather boas, excessive feathers, artificial snow, rice, bird seed, sand weights, dance wax, powder, or other similar materials are not allowed.
• Failure to comply will result in additional fees to cover the cost of necessary repairs, cleaning, and labor associated.
• For decorations involving open flame or candles, see Open Flame and Candle guidelines.

The sponsoring group is responsible for any and all damages and cleaning beyond the normal wear and tear. The University Center (UC) and Event Services (ES) reserves the right to inspect and control all functions. Any organization that shows disregard for facilities and equipment may be charged additional fees, be denied further use of event services’ event space, and/or be referred to the appropriate authority for disciplinary action. The University Center Event Services will not assume responsibility for the damage to, or loss of, any merchandise or personal property.

Some events may require pre-approval and/or permitting from the Emergency Management team. These events require forms to be submitted to Emergency Management 10 business days in advance and are approved or denied at the discretion of the UCCS Emergency Management team. Event Coordinators will help determine which events qualify for Emergency Management approval.

• To comply with fire code requirements, please be aware of the following:
  • all doors and exits must be kept clear of items and people at all times o no furnishings, equipment or displays are allowed outside of reserved spaces without prior Event Services approval
  • all room capacities listed on diagrams must be observed

• No person may ignite or use an open flame or candles in any facility.
• Request for exemption from this policy may be submitted to Event Services to be approved in writing by both the Fire Marshall and the Director of the University Center and Event Services or their designee.
• See UCCS Policy 400-001 Scheduling and Use of University Facilities and Physical Space

• All power access must be coordinated through Event Services. The client is responsible for advising the Event Services Coordinator of any power needs by the deadline listed under Timelines. Additional equipment, setup and labor fees may apply.
• Any fees associated for power access that requires Facilities Electricians will be applied to the reservation.

• The University reserves the right at all times to control all licensed facilities and resources and to enforce all applicable laws, rules and regulations. Duly authorized representatives of the University may enter licensed premises for maintenance emergencies, safety concerns or if illegal activity is suspected. Doors cannot be locked for event Purposes.
• The University will maintain the right to determine and require the appropriate event security for any event held on our premises. Events may be subject to cancellation due to security or safety concerns at the university’s sole discretion at any time, up to and during the Event itself. Clients may request additional security, and the University may require additional security, for which the client may be responsible for cost.

At its discretion, Event Services may agree to store a limited number of boxes and materials delivered within twenty-four (24) hours prior to the program/event. Due to space constraints, Event Services cannot store materials delivered more than 24 hours in advance. The University accepts no responsibility for safeguarding these materials, especially materials stored in event spaces that are open to the public like Berger and Gallogly.

Specialty audio video, lighting, and equipment needs beyond the University Centers inventory can be arranged for an additional fee. Rental equipment is subject to terms and agreements through 3rd party vendor and may differ depending on request. Late cancellations, administrative fees, harmless liabilities may apply.

1. For any Event, Alcohol may be served only in accordance with this policy and applicable state, municipal, and federal laws and regulations; Regent Laws and Policies; Administrative Policy Statements, and UCCS campus policies. Alcohol may be served only at the following Events:
   1. An Event taking place on a Licensed Premise.
      1. Service of Alcohol at the Event must be in accordance with the liquor license for the Licensed Premise for the location of the Event unless the Licensed Premise has been temporarily modified.
   2. An Event taking place at a location covered by a Special Event Permit.
      1. Service of Alcohol at the Event must be in accordance with the Special Event Permit for the location of the Event. A Special Event Permit may only be acquired in accordance with this Policy.
   3. An Event that is a Private Event where:
      1. The Alcohol is provided free of charge; or
      2. The Event is a University sponsored Event and the admission charge or other charge for participation is the same regardless of whether the person attending consumes Alcohol or not.

1. Any Event where Alcohol is being served must be scheduled with UCCS Event Services, including Events held by non-University users.
2. For each Event, the University Event Client must submit the Departmental Alcoholic Beverage Request and Authorization Form, and the CU PSC Official Function form if applicable
3. Non-University Event Clients must submit the Non-University Event Alcoholic Beverage Request.
4. The Event must receive all appropriate approvals before it may take place.

1. Any Event serving Alcohol pursuant to a Special Event Permit must do so in accordance with the Special Event Permit and any other applicable laws, regulations, or University policies.
2. Area Where Alcohol is Served.
   1. The area where Alcohol is served must be defined and clearly marked using readily identifiable barriers such as fencing and/or built-in boundaries.
   2. For outdoor Events, fencing/barriers shall follow building and fire codes. (See Policy 400-001 Scheduling and Use of University Facilities and Physical Spaces)
   3. Signs must be posted at every entrance or exit stating:
      1. Private Event (if applicable).
      2. No alcohol beyond this point.
      3. No one under 21 shall be served.
3. Service of Alcohol.
   1. Self-service of Alcohol is prohibited. Persons attending the Event may not pour their own Alcohol or be given direct access to coolers, kegs, bottles or containers containing Alcohol or bottles or cans of Alcohol.
   2. Servers of Alcohol:
      1. Shall be trained to serve Alcohol in accordance with DHS Catering guidelines, including at a private residence using university funds.
      2. Shall be 18 years of age or older.
      3. Shall not serve anyone who is visibly intoxicated.
      4. Shall not consume Alcohol before or while they are on duty.
      5. Shall be familiar with the system being used at the Event for verifying that only persons 21 years of age and older are being served Alcohol.
   3. No one may be served more than two drinks at a time.
4. Non-alcoholic beverages and food shall be available.
5. No one under 21 years of age may consume Alcohol at the Event.
6. Drinking-oriented games are prohibited.
7. Marketing for All Events or Functions with Service and Use of Alcohol
   1. The availability of alcohol must not be a prominent part of any advertising campaign for the Event nor the primary focus of the Event or force by which individuals are enticed to attend the event.

1. Each entrance/exit to the Event must be monitored so that Alcohol is not brought in or carried out of the Event.
2. A previously printed list of invited guests must be used to identify attendees at the entrance to assure that only invited participants enter.
3. Security will be determined on a case-by-case basis by UCCS Police.
   1. Security will not be required for Events at a private residence.

Any University purchase of Alcohol using University funds must be done so in accordance with University policies, in particular APS 4018 Alcoholic Beverages Purchase for University Events.

1. The Procurement Service Center Procedural Statement on Alcoholic Beverages for University Events must be followed when University funds are being used to purchase alcohol.
2. All use of donated alcohol must be done in accordance with the University’s Catering Guidelines.
3. University funds, equipment, or other resources may not be used for the procurement of Alcohol or other commodities for non-University Contracted Events.