Policies and Procedures
The following is a basic summary of policies and procedures for external meetings and events taking place on campus. This does not include all policies and it does not replace the Event Rental and Services Agreement (contract), which contains a detailed explanation of all policies and procedures.
- Brief description of your event and organization
- Event dates (1st, 2nd, and 3rd choices)
- Meeting room needs
- AV and catering needs
- Other event details
Once you have secured an Event Rental and Services Agreement (contract) you will be assigned an event manager who will assist you during the planning process.
|Deposit: 50% of Total||Upon signing the Agreement|
|2nd Payment: Balance||10 business days prior to Event|
|Balance of Final Invoice||Within 30 days of receiving Final Invoice|
As evidence of such coverage, the client must provide the University with a certificate of insurance (COI) at least 30 days prior to the event.
The booking start time is when the client, its staff, or any vendors need to access the room(s) for any event preparations. Similarly, the booking end time is when the client, its staff, or any vendors have already vacated the facility. Clients must remove all signs, decorations, equipment and other items by the end of the scheduled move-out time.
Charges will be assessed on the Final Invoice for any damages to rooms, buildings, furniture, lawns and/or equipment.
Alcohol may only be served by a licensed bartender. Alcohol in catering-exclusive locations must be purchased from the entity owning the liquor license.
If the event takes place in a non-catering-exclusive location and it involves the sale of alcohol, the client will be responsible for securing a Special Event Liquor License through the City and County of Denver.
Please be sure to discuss parking options with your event manager.
In some cases, the University may request additional information from the guest in order to determine appropriate measures.
It is the client’s sole responsibility and expense to provide disability or medical accommodations pertaining to the program or content of the event. If necessary, the University may provide the User with a list of providers of assistive services.
The use of candles on the University campus requires a Special Event Open Flame Permit issued by the City and County of Denver. Should the client wish to light candles, the client is responsible for securing this permit and providing a copy to the event manager 10 business days prior to the event.
The use of fireworks (including sparklers) is not allowed on the University of Denver campus.
The University of Denver campus is 100% smoke free. Smoking is not allowed indoors or outdoors on campus property; this does not apply to sidewalks or other public areas surrounding the campus.
Only animals trained to assist the disabled are allowed in University facilities.