Denver summer events at the University of Denver
Request for Proposal
Policies and Procedures
Vendors
Attractions

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.

Download our Terms & Conditions

Colorado Client Terms

Out of State Client Terms

To obtain availability and pricing please fill out a Request for Proposal or contact the Manager of Summer Conference Programs at Maria.J.Mata@du.edu. Please be sure to include the following details in your request:

  • 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.

PAYMENT DUE DATE
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
All clients are required to secure a commercial general liability insurance policy for a minimum limit of $1 million per occurrence and $2 million in the aggregate, including coverage for fire damage of at least $300,000 per occurrence. The policy must be valid for the dates and times of the event, and include the University of Denver as an additional insured.

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 University is dedicated to the safety and welfare of minors on the University’s campus. All events must adhere to the Protection of Minors on Campus policy. In accordance with this policy, the following procedures apply. The client must inform, and provide proper training to, its chaperones, employees, volunteers, and representatives regarding these procedures. 

PREVENTION

  • Always be vigilant in protecting the well-being and safety of all minors and be familiar with University safety, security, and emergency procedures.
  • Demonstrate respectful behavior toward minors; do not engage in abuse or neglect of any kind toward, or in the presence of, a minor.
  • When having a one-on-one interaction with a minor, meet in an open, well-illuminated space or whenever reasonably feasible and practical.
  • Do not provide alcohol, tobacco products, or illegal drugs to a minor.
  • Do not engage in any sexually oriented behavior with a minor.
  • Do not touch a minor in a manner that a reasonable person could interpret as inappropriate.

REPORTING

  • Report immediately to the University Department of Campus Safety suspected or actual instances of abuse or neglect of any minor on the University campus. Campus Safety can be reached at any time at 303-871-3000.
  • When required by Colorado law, report to appropriate state or local government officials suspected or actual instances of abuse or neglect.

PERMISSIONS & AUTHORIZATIONS

For every minor attending the Event unaccompanied by a parent or legal guardian:

  • Obtain permission from the minor’s parent or legal guardian before the minor can participate in the Event.
  • Maintain procedures for notifying parents or legal guardians of minors in case of emergency, and provide information to parents or legal guardians about how to report concerns about any incidents that may have occurred during the minor’s participation in the Event.
  • The University recommends obtaining a medical release for hospital and/or physician treatment signed by at least one parent or legal guardian.

SUPERVISION

  • Ensure adequate supervision of minors (children under the age of 18) by chaperones at all times. Chaperones must be an adult (over the age of 18).
  • The University requires a minimum of one chaperone for every 12 minors, but recommends the following supervision ratios, when appropriate:
    • Minors ages 4-5 – one chaperone for every 6 minors.
    • Minors ages 6-8 – one chaperone for every 8 minors.
    • Minors ages 9-14 – one chaperone for every 10 minors.
    • Minors ages 15-17 – one chaperone for every 12 minors.
  • When supervising minors overnight, chaperones must not enter a minor’s room, suite, bathroom, or similar area without a second chaperone present or in the immediate vicinity.
  • Conduct a criminal background check on all chaperones, employees, volunteers, and representatives supervising or having regular interaction with minors at the Event. Criminal background checks are the sole responsibility and expense of the client. Client shall be responsible for assessing whether or not to exclude from participation in the Event any chaperone, employee, volunteer, or representative whose background check contains a conviction or other adverse information. Conducting background checks does not release or limit the client of any liabilities to University arising from the actions of the client’s chaperones, employees, volunteers or representatives.
Final meeting room needs must be received no later than 30 days prior to the date needed and are subject to availability.

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.

Clients may not remodel, alter, tamper with or move furniture, electrical or mechanical fixtures, or other University property. The use of adhesives, nails, or items that may damage the premises are not allowed.

Charges will be assessed on the Final Invoice for any damages to rooms, buildings, furniture, lawns and/or equipment.

Outside caterers are only allowed in certain locations and are subject to the University’s approval. We provide on-site catering services through DU Flavours by Sodexo.

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.

Audiovisual (AV), video, and other technology requests are due no later than 10 business days prior to the event. The University cannot guarantee services for late requests and late fees may apply. In addition, cancelling scheduled services less than 10 business days prior to the event may result in late cancellation fees.
All vehicles on campus must display a valid parking permit issued by the University of Denver. Permits must be valid for the date, time, and specific parking lot where the vehicle is situated.

Please be sure to discuss parking options with your event manager.

It is both the the client’s and the University’s responsibility to provide facility accommodations for guests with a disability or medical condition. Therefore, it is imperative that the client inform the University if any guests or potential guests are in need of such accommodations.

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.

Candles & Fireworks
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.

Smoke-free Policy
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.

Animals
Only animals trained to assist the disabled are allowed in University facilities.