Events & Meetings

Room Rental Policies

UC Policies & Procedures Manual (pdf)

University Scheduling and Events Policies:

Noise, Parade and Assembly Permit

Table Rental Policies

Table Tents in UC

Special Function Areas:

PROCEDURES FOR SCHEDULING FACILITIES FOR EVENTS AND MEETINGS

Contact the University Scheduling and Events Office as soon as possible in advance of the event with the following information:

  • Date and time of event
  • Sponsoring group’s name
  • Type of event
  • Estimated attendance
  • Special requirements (A/V equipment, etc.)
  • Admission charge or registration fee information
  • Food service catering needs (Requests for food require a three (3) week notice)

Space is reserved on a first-come, first-served basis. Once the facility is scheduled, a confirmation will be sent. Confirmations should always be reviewed for correctness and the office copy be signed and returned to University Scheduling and Events as soon as possible. If the desired facility is not available, an alternative will be suggested. If University Scheduling and Events cannot handle a request for special services or equipment, they will refer it to the proper office.

PAYMENTS and DEPOSITS

Catered Event payment policy

  • A deposit is required within 30 days of booking the event.
    • The deposit is not refundable if the event is canceled within six months of the event. Otherwise, the deposit is applied to the bill.
  • A payment of 50% of the cost is required three (3) weeks in advance.
    • All UNC departments and student clubs and organizations must submit a signed Official Function Form three (3) weeks in advance of the event. 
  • The remaining balance is required at the time the guaranteed count is given, no later than five (5) business days prior to the event.

Non-catered event payment policy

  • Payment for room rental charges is required in advance and no later than two (2) days prior to the event. 
  • Tentative holds can be placed on a facility for no more than two (2) weeks.
  • Any special payment procedures must be arranged with the University Scheduling and Events Office at the time of request in order to have the space guaranteed.
  • It is the applicant's responsibility to notify the University Scheduling and Events Office to confirm dates or cancel within the required period. 

Payment by TIO

  • UNC departments and chartered clubs and organizations are allowed to make payment using a TIO.
  • TIOs must be signed and received by the University Scheduling and Events Office following the payment deadlines as otherwise stated. 

CANCELING OR CHANGING A SCHEDULED EVENT

Events utilizing Panorama, Ballrooms, or Centennial Hall: 

  • If it is necessary to cancel a scheduled event in Panorama, Ballrooms, or Centennial Hall within six (6) months of the event, there will be a cancellation fee equal to the deposit.
  • The cancellation fee for cancellations occurring 15 - 21 days prior to the event will equal an additional 10% of the estimated cost;
  • For cancellations occurring 7 - 14 days prior to the event will equal an additional 25% of the estimated cost;
  • And for cancellations occurring 4 - 6 days prior to the event will equal an additional 40% of the estimated cost.

Catered event room rentals (for all other UC rooms):

  • If food is involved with the event or meeting, notice of cancellation or change must be received at least ten (10) business days prior to the scheduled event, otherwise a cancellation fee will apply up to the estimated cost of the catering. 

Non-catered room rentals:

  • If it is necessary to cancel or change the information for an event or meeting in rooms other than the Panorama, Ballrooms, or Centennial Hall, the University Scheduling and Events Office must be advised two (2) business days prior to the event.
  • A no show fee will be charged for rooms not cancelled.

REGULATIONS GOVERNING USE OF FACILITIES

  • The University reserves the right to cancel a reservation if it conflicts in any way with the general policies of the University regarding events on campus.
  • Violation of any of the stated policies will subject the customer to termination of event and/or suspension of scheduling privileges for one semester (excluding summer) and/or additional charges.
  • The University Scheduling and Events Office reserves the right to change a reservation to another location if comparable facilities can be provided when a change is deemed necessary.
  • The University Scheduling and Events Office must approve any changes in scheduled facilities.  Such changes include but are not limited to the removing, moving, or addition of any furniture, equipment, decorations, and/or stage properties.
  • Unauthorized changes will result in billing for labor charges incurred to return facility to original condition.
  • No smoking is permitted in Colorado state buildings.
  • In the interest of personal safety of guests of the University, students, and staff, all reservations for University space are approved on the assumption that the space will not be used in excess of the normal seating capacity and will be used as follows: (a) that all aisles leading to exit doors must be kept clear and unobstructed, (b) during the period use, all doors must remain unlocked.

EQUIPMENT AND AUDIO VISUAL NEEDS

  • The University Center has a variety of equipment available for use including tables, chairs, staging, CD players, DVD players, LCD projectors, screens, Grand Pianos, upright pianos, easels, podiums, microphones, 10x10 tents, and sound systems.
  • Certain pieces of audio-visual equipment will require the services of at least one trained technician.
  • Equipment requiring a technician must be reserved at least one (1) week in advance. There is a charge for the technician's time. 
  • Some equipment is provided complimentary with the rental of the room. 
  • For a complete list of available equipment and technician costs, check with University Scheduling and Events.
  • UC equipment is for use at the University Center.  If equipment is needed for events outside of the University Center, please check with the University Scheduling and Events office for availability and rates.

ADDITIONAL CHARGES

  • A fee will be charged for early openings and/or late closing of the UC and for events that are scheduled on days that the University Center is closed.
  • The customer is responsible for the general behavior of event participants. Additional charges will be assessed for excessive cleaning required and for damage to the facility or equipment.
  • Additional charges may be incurred for decorating time outside of the standard time given for any event.

DECORATING GUIDELINES FOR UNIVERSITY CENTER EVENTS

  • Accessibility of the rooms for decorating is determined by the event schedule. Please confirm with the University Events and Scheduling office for the specific times your room will be available for decorating.
  • Use of nails, staples, tacks, pins, glue, or adhesive is not permitted on any surface of the University Center.
  • The only tape permitted must be acquired through University Scheduling and Events (it is a specific type of blue painter’s masking tape), and is only permitted on certain surfaces with staff pre-approval.  No taping on wood surfaces of any kind is allowed. Use of glitter is not permitted.
  • Decorations may not be placed on any glass portion of the University Center.
  • Sign standards and easels may be used to display signs, posters, and banners.
  • No objects can be suspended from the ceiling.Decorations, displays, and/or exhibits that require flame or water must be pre-approved by the University Center Director.
  • Candles are not permitted in the University Center except if approved by the Director of the University Center for special events in the ballrooms. When candles are allowed, they must be in an enclosed container and may only be used as part of a table centerpiece.
  • For safety and liability reasons, University Scheduling and Events staff must approve ALL decorations, displays, and exhibits.
  • Times for decorating must be scheduled in advance and all decoration materials must be removed immediately following the event.
  • The group will be assessed a clean-up fee if the decoration materials are not removed as arranged or if the decorations cause damage to the facilities.

REGULATIONS FOR EVENTS INVOLVING ALCOHOLIC BEVERAGES

  • Colorado laws with regard to the sale and consumption of food and beverages are strictly enforced.  All food and beverages consumed within the University Center and Centennial Hall must be purchased from the University Catering Service.
  • The only UNC facilities licensed for alcoholic beverages are Nottingham Field, Jackson Field, Centennial Hall and the University Center. All alcoholic beverages must be purchased through and be served by University Catering. No outside alcohol may be brought into the facilities.
  • Alcoholic beverages will not be allowed outside the designated service area and/or building.
  • The University reserves the right to refuse service to anyone who cannot prove legal drinking age or appears visibly intoxicated.
  • All users who schedule an event with the Scheduling and Events Office, that will include alcoholic beverages, must review the Terms and Conditions contract and sign the document. This individual, or his/her identified designee, will coordinate with university staff before the event, acting as a contact person throughout the event. It is important that the designee have on-going communications with university staff, as may be necessary and; therefore, shall refrain from over-indulgence of alcohol.
  • To protect the University Center liquor license and for safety purposes, an event serving alcohol may be required to have uniformed security on site at the expense of the host. Security may also be required if the event is open past regular building hours or if there has been a history of abuse of alcohol or facilities by the requesting group. The level of security will be determined by University Center Administration.
  • The UNC Police will be advised by the Scheduling and Events Office of any event that is scheduled in the UC which is serving alcohol or has had a history of problems or facility abuse in the building.

REGULATIONS FOR EVENTS INVOLVING FOOD

  • Catering services for reserved events at the University Center, Centennial Hall, Peggy-Haynes room, and all other Auxiliary facilities must use University Catering. Events at all other UNC facilities may use University Catering or outside catering vendors.
  • Outside catering vendors are required to submit to the Scheduling and Events office no later than the commencement of the services or delivery of the goods a copy of a current Colorado Retail Food Services license and an Insurance certificate that meets the following standards:
    • Standard Workers’ Compensation and Employer Liability as required by state statute, including occupational disease, covering all employees on or off the work site, acting within the scope of their employment.
    • Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability (state anticipating HIPAA coverage) with minimum limits as follows:
    • 1) $1,000,000 each occurrence;
    • 2) $2,000,000 general aggregate;
    • 3) $2,000,000 products and completed operations aggregate;
    • 4) $50,000 any one fire; and
    • 5) Per Project General Aggregate Limit.
    • If any aggregate limit is reduced below $1,000,000 because of claims made or paid, Contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to the State a certificate or other document satisfactory to the State showing compliance with this provision.
    • Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit as follows: $1,000,000 each accident combined single limit.
    • Professional liability insurance with minimum limits of liability of not less than $1,000,000.
    • The State of Colorado-University of Northern Colorado shall be named as additional insured on the Commercial General Liability and Automobile Liability Insurance policies. Coverage required of the contract will be primary over any insurance or self-insurance program carried by the State of Colorado.
    • Insurance shall include provisions preventing cancellation or non-renewal without at least 30 days’ prior notice to the State by certified mail. .  
  • University Catering menu selection must be completed at least three (3) weeks prior to the scheduled event.  A guaranteed attendance count must be given to University Scheduling and Events at least five (5) business days prior to the function.
  • Catering for UNC affiliated departments and organizations may require an Official Function Form.  If required, it must be submitted prior to ordering catering items.  The Official Function Form can be downloaded from the University of Northern Colorado website on the University Center webpage.
  • Catering may be delivered to locations outside of the University Center.  UNC affiliated events requesting delivery outside of the University Center must meet a minimum order of $300 or a delivery fee will be incurred.  Alternatively, some catering items may be arranged for pick up.
  • All non-UNC affiliated catering events, outside of the University Center, will incur a delivery charge.
  • Catering orders placed by non-UNC affiliated parties must meet a $300 or 25-person minimum. Events that do not meet this minimum order will be subject to a per person service fee. 
  • Food is allowed in the University Center only in those areas where authorized. 
  • Food/beverage brought into the University Center from outside vendors is not allowed and will be removed.
  • If University Catering is not providing a full meal and linen is needed, linens must be rented at current prices. Please advise University Scheduling and Events of your requirements at least three (3) weeks in advance. 

POLICY FOR RITUALS at STUDENT ORGANIZATION EVENTS

  • All chartered/recognized student organizations must schedule private rituals 10 working days in advance.
  • It is recommended that the group's representative meet with Scheduling and Events Office or the UC building supervisor on duty to cover all the details and check the room before the event so that it will meet their requirements.
  • All ritual meetings held in the UC will require a walk-through check-in and check-out to evaluate the room for damages.  The Scheduling and Events Office staff or the UC building supervisor (Student Assistant Manager) on duty shall perform the walk-through. The group must leave the room as they found it.
  • Provided the group is in compliance with the above, the UC building supervisor (SAM) will not interrupt the ceremony to inspect the room or do a room count while the equipment is visible, except in the case of an emergency.
  • Use of candles is not permitted as part of a ritual ceremony.
  • The Scheduling and Events Office must be notified if there are special drapes or hangings that are necessary. Assistance will be given to hang them.
  • The pinning of the window drapes is not permitted.
  • All decorations must conform to the standards listed in the University Center Policies and Procedures handbook.