Printable Program Agreement:
Any use of UC’s name or marks shall comply with the UC’s Branding Standards. Any item made with UC’s name or marks must be produced by a company licensed by UC. Any printed material, radio or television advertising copy publicizing the event will be submitted to UC in advance to be reviewed for accuracy. http://www.uc.edu/licensing/guidelines.html
Either party may terminate this Agreement on written notice. In the event that Sponsoring Department cancels this agreement, Sponsoring Department will pay CES for all direct and indirect administrative expenses and contractual obligations that are incurred by CES prior to receipt of notice of cancellation. Sponsoring Department shall also be responsible for management fees according to the schedule below.
Management fees are scaled as follows:
Facility room reservations are scaled as follows:
Dining Meals are scaled as follows:
Catering Ordered are scaled as follows:
Each party agrees to use good faith efforts to ensure that it complies with its obligations under the Americans with Disabilities Act and the Act’s accompanying regulations and guidelines (collectively the “ADA”). Sponsoring Department shall do its best to identify in advance any special needs of attendees, and will notify CES of such needs for accommodation as soon as they are identified. Sponsoring Department shall copy CES on correspondence with attendees who indicate special needs as covered by ADA.
Sponsoring Department and designated Chaperones are expected to cooperate with other University staff in matters of emergencies, including but not limited to: residence hall evacuation, medical care emergencies, public safety, communication with family of registered attendees.
Sponsoring Department agrees to communicate University policies and Student Code of Conduct to attendees. Attendees who violate University policies are subject to ejection from University premises.
Any notices required shall be sent to:
Conference & Event Services
University of Cincinnati
2766 UC MainStreet, Suite 265
Cincinnati, OH 45221-0031
Each individual executing this Agreement on behalf of Sponsoring Department and CES represents and warrants that he or she is properly authorized to do so.
In witness whereof, authorized representatives of the respective departments have executed this Agreement on the dates indicated below their names.
Room Use: Sponsoring Department can have access to reserved space 30 minutes before and after program start and end time, unless otherwise arranged with CES.
Room Rental: Sponsoring Department will be assessed a room rental charge for Programs which charge admission, conference/class fees, exhibit fees, or any exchange of fees. Programs scheduled outside of standard building hours will be assessed an hourly fee. Building Hours change per academic schedule.
Facility Logistics / Audiovisual Equipment: Sponsoring Department must provide Program arrangements no later than 10 days prior to start date, including but not limited to: room set up, audiovisual, catering, parking, Rec Center passes, campus debit card, meal plans, and housing. Any changes requested or failure to supply required Program arrangements may result in additional fees. Audiovisual equipment available in classrooms can be reviewed at: https://webapps.uc.edu/UCit/eclassroom/eclista.asp.
Catering: Client must order food, beverages, and linens through ARAMARK’s Classic Fare Catering, an exclusive caterer for indoor spaces. Exceptions are granted in cases when catering services cannot provide the menu that is requested. Such requests can be made by contacting CES fifteen business days prior to the scheduled event date. Violations may result in assessment of room rental fee.
Alcohol: Programs with alcoholic beverages passed, served or sold are subject to the below guidelines.
Programs with alcoholic beverages passed, served or sold in the indoor spaces are permitted through the use of liquor license/permit held by ARAMARK’s Classic Fare Catering, an exclusive caterer.
Client must obtain liquor permit through Ohio Department of Commerce, Division of Liquor Control for the Programs where alcoholic beverages are passed, served or sold and attendees directly or indirectly pay for the alcoholic beverages. Client is responsible for the conduct of all persons present.
Final Guarantee: Client must provide final guarantee or food and beverage selection five business days prior to start of Program. Catering order will be billed based on final guarantee or actual numbers, whichever is higher. Violations may result in 10% late fee.
Fundraising Events: Sponsoring Department may raise funds through homemade items that do not violate UC vendor contracts. All baked goods must be homemade. No dairy products are permitted.
Items for Sale: Sponsoring Department is not permitted to sell food items without a permit from the City of Cincinnati Health Department. No items are permitted to be sold without a vendor’s license.
Grounds: Sponsoring Department will be responsible for obtaining an estimate for all grounds orders. Grounds will supply the number of trash cans and man hours required to clean up based on the estimate.
Electric: Sponsoring Department is responsible for contacting Facilities Management to order electric needed for the Program. A work order can be submitted at https://afweb1.af.uc.edu/workrequest/ or by calling 513-558-2500.I f a work order has not been placed in advance electric will not be supplied.
Fire/Grills: Sponsoring Department must acquire a grill permit in advance by calling Fire Prevention at 513-556-4992. If a permit is not obtained you may be subject to a citation.
Tents: Sponsoring Department must acquire tent and dig permits through Fire Prevention and Grounds and Moving Departments. Notice must be given to Conference & Event Services at least 45 business days in advance of Program date. Any changes requested, failure to supply required Program logistics, and property damages will result in additional fees.
Car Smashing: Notice must be given to Conference & Event Services at least 45 business days in advance of Program date.