How do I schedule an event? Expand
- Using Firefox, go to www.uc.edu/eventservices or from the University website, go to the calendar.
- Click on Reserve Event Space button
- Select “UC Faculty, Staff and Students - Request Space Here” to access 25 Live scheduling site.
- Sign in with your UC ID and central login password
- This will take you through a step by step process where you input all event information
- If you need assistance with the process, a set of instructions and a video have been prepared to help you through the steps. You can access both from the Reserve Event Space page.
How do I schedule an event in West Pavilion? Expand
- Using Google Chrome Firefox, go to www.uc.edu/eventservices
- Click on Venues, West Pavilion
- Select "West Pavilion Event Request"
- Create an account
- Folloow the step-by-step process to input all event information
Why doesn’t the room I want show up as an option on the reservation site? Expand
If a room is not listed, it is not available. Try a different time or date if your program is flexible. If you would like to be contacted by Conference & Event Services, please select “request contact” below the list of available rooms, you can then write the room you would like in the Reservation Comments section of the online form. DO NOT CLICK “NO SPACE NEEDED.” If this is chosen, your event will not be sent to Conference & Event Services for approval and your event will go unconfirmed.
Can I have a table for my event being held outside? Expand
Conference & Event Services does not provide any equipment for outdoor events, except for paying vendors. Student groups should plan to bring their own table and chairs. If you need equipment you can rent from local rental vendors. CES can supply you with a list of vendors to contact.
See Event Table Policy (12.1) <LINK>
How do I obtain a grill permit for outside events? Expand
If you are cooking at all a grill permit is required and it needs to be prepared before the event occurs. Please contact Fire Safety at 513- 556-4934 and they will ask you several questions about the event to prepare the permit. If a grill permit is not obtained, you may be subject to a citation fee. Each confirmation email requesting a grill permit has the Cooking Rules attached for outdoor events.
I want to have music at my outdoor event. How do I obtain an amplification permit/approval? Expand
Groups are not permitted to amplify, unless permission has been obtained from Conference & Event Services in advance. Know that the university policy currently permits amplification on on Tuesdays and Thursdays from 12:30 pm to 2:00 pm during the semester. Other days and times require permission. Amplification is not permitted at McMicken Commons or Bearcat Plaza during exam weeks, intercessions or Summer Semester.
Is there any charge to use any of the rooms? Expand
University/Student Organizations are not charged for using space on campus, unless they are charging a fee for people to attend the event, if there is exchange of money at the event, or if charging vendors to participate in your event. Organizations can be charged a fee if they fail to cancel in a timely manner, if they violate the exclusive catering contract of TUC, or if damages occur as a result of the event.
Non-University Groups are charged a room rental fee that varies depending on the room. To pass out information outside and to have a table, they will be charged $260.00.
Review our list of room specifications and rates.
Can I bring in food for my event in TUC? Expand
Because TUC has an exclusive catering contract with Classic Fare Catering food must be ordered through their service. All events requesting food must be ordered through them at 513-556-3135. Other options for catering in TUC are available from the following food court vendors: Papa Johns, Chik-fil-A and Subway.
- Bake Sales
- All baked good must be home made. No cream cheese or cream filled items are permitted.
- Events serving food that Catering cannot provide
- Group can submit a Food Waiver for consideration.
- Catering will determine if the menu items cannot be prepared by their operation they can approve a food waiver, and the Director of Food Services determines if other conditions apply to the waiver request, such as required beverages, room rental, etc.
- Catering can offer a buy out price to the group to bring food into TUC.
- A food waiver request does not apply to Mick & Mack’s Contemporary Café
- Events requiring Kosher Meals
- Although Classic Fare Catering has an affiliate for Kosher meals, a Food Waiver is also required.
- Events which serve Donated Food
- Donated food is not a reason to request a food waiver, it must be food items that cannot be prepared by the catering operation.
- Brown Bag Lunches
- It is not in violation of the Catering contract if each attendee brings an individual lunch.
The event organizer should indicate in the event reservation that BYOB is offered.
How do I request electricity, water, or trash bins for my outdoor event? Expand
Facilities management provides services for outdoor events. To request the service, a work order detailing event needs must be placed in advance. For additional questions, call 513-556-6404. If a work order has not been placed in advance, services cannot be planned. The personnel will evaluate needs with your group relative to the space being reserved. A charge will be billed to the student organization requesting services. For large events, a planning meeting between CES, facilities, public safety and the student organization is held so all details can be reviewed and finalized.
Does my event require security? Expand
Public Safety is notified of all events on campus and they may deem it necessary to have security present. Events that are over 2000 people and serving alcohol must have security presence. For other events, the decision whether security will be assigned, and if it is a police officer or a security officer, is made by the office of Public Safety. To be knowledgeable about the process and cost, you should request an estimate at the website. Your organization will be billed for the assignment. CES recommends you request a cost estimate for security.
- Refer to Public Safety’s website for additional information.
Am I allowed to chalk on campus to promote my event? Expand
- Chalking is permitted by registered student organizations only on McMicken Commons sidewalks. No permission is necessary.
- Chalking elsewhere on campus may incur clean up costs by grounds to the hosting organization.
- Offensive chalking is prohibited and the individual or sponsor organization will incur cleanup fees when grounds removes it.
- Only water-soluble chalk may be used.
What is the university's Expressive Activity Policy? Expand
The contents of the Internal UC Program Agreement are listed below. Sponsoring departments or student organizations must agree to the terms of the agreement when reserving space.
Financial terms Expand
- Additional services requested which significantly alter the time and personnel commitment required for the execution of the Agreement may incur an increase in the Program Management Fee. Any requests for services that will increase the Program Management Fee will be discussed prior to implementation of the request.
- Sponsoring Department accepts full financial responsibility for this Program noted in Exhibits.
- Sponsoring Department agrees to pay all direct and indirect Program expenses incurred by CES.
- CES will provide Sponsoring Department a final financial statement within 90 days of the program end date.
- Any surplus or deficit shown on the final financial statement will be assessed 100% to Sponsoring Department and 0% to CES within 45 days of the date of the final financial statement.
Any use of UC’s name or marks shall comply with 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.
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 Orders are scaled as follows:|
Americans with Disabilities Act Compliance Expand
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.
Violations of University Policies and Student Code of Conduct Expand
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.
Facilities Terms Expand
- Sponsoring Department may use Facility only for purposes which are legal and consistent with published University policies.
- Sponsoring Department will not injure, mar, or in any manner deface the Facility and any contiguous or surrounding property or permit anyone to do so. Sponsoring Department will pay for all damages including but not limited to any insurance deductible to the Facility, including the building, equipment, furniture and other property, except for any damages arising from the acts of other employees or agents of UC.
- Sponsoring Department should be responsible for any additional services, facilities, equipment, or any other items not contained herein added to the Program, with all charges added to the final invoice.
- Sponsoring Department will not be permitted to use flammable materials such as bunting, tissue paper or crepe paper as decorations at Facility. All decorative materials must be treated with flame proofing and approved by the Cincinnati Fire Department.
- Sponsoring Department will not perform activities which may interfere with the effectiveness or accessibility of utility, heating, ventilating or air conditioning systems or portions thereof within the Facility, nor perform activities which may interfere with free access and passage to the public within the Facility, upon adjacent public areas, or in surrounding areas.
- All property of Sponsoring Department at Facility will be at the sole responsibility of Sponsoring Department. All property belonging to Sponsoring Department will be removed by Sponsoring Department by the end of the rental period and any such property remaining at Facility will be disposed of at discretion of UC without liability to UC or payment to Sponsoring Department.
- Sponsoring Department will be responsible for providing any necessary medical personnel for all individuals participating in the event, unless arrangements are made with UC to provide such service, at Sponsoring Department's expense, prior to the event. UC may provide emergency medical personnel to be available to spectators of the event at Sponsoring Department's expense, if, in UC's opinion, such services are warranted by the size and/or nature of the event. Sponsoring Department will assume all liability for medical care and transportation provided or contracted by Sponsoring Department (not including services provided or contracted for with UC).
- Sponsoring Department will advise the attendees regarding all University rules governing use and occupancy of University facilities, and to abide by the same. This shall include Ohio laws regulating smoking, use of alcoholic beverages and illegal drugs on the University campus. Violations by participants may result in eviction from University facilities.
- Sponsoring Department will be responsible for the conduct of the group while on campus. Groups with participants under eighteen years of age (herein “Minors”) will need to provide at least one (1) chaperone or adult per every twenty-five (25) Minors in the group. Groups shall provide their own chaperones and be compliant with state of Ohio law. If the Sponsoring Department provides the chaperones, these chaperones must submit to a fingerprint background check per Ohio Revised Code 2151.86.
- CES reserves the right to reassign space as needed.
- Sponsoring Department must adhere to UC’s public safety guidelines for Program.
- Sponsoring Department is responsible for securing approval for Amplification (use of speakers) on campus.
- Sponsoring Department must adhere to UC’s parking guidelines regarding parking vehicles on campus for deliveries and set up.
- Sponsoring Departments is responsible for securing approval from the University for decorations, external rentals, and deliveries.
Authorized Signatures Expand
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.
Facility Confirmation Expand
- Indoor spaces: Tangeman University Center, Stratford Heights, UCATS, Recreation Center, West Pavilion
- Outdoor spaces: Bearcat Pavilion, Bearcat Plaza. Blegen Lawn, Campus Green, Campus Recreation Center East and West Plaza, Lindner Plaza, McMicken Commons, Schneider Quadrangle, Sigma Sigma Commons, TUC Plaza, Zimmer Roof
- Classroom spaces: 60 West Charlton, Baldwin, Blegen, Braunstein, Crosley, Dyer, Edwards, French-West, Lindner Center, McMicken, Old Chem, Recreation Center, Rieveschl, Swift, Teachers, Turner Room 101, Zimmer.
Sponsoring Department can have access to reserved space 30 minutes before and after program start and end time, unless otherwise arranged with CES.
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 varies by classroom.
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.
Programs with alcoholic beverages passed, served or sold are subject to the below guidelines.
- Alternative beverages and food are required
- Programs may not begin before 11am, last after 1 am, or be longer than five hours
- Program may not be sponsored by alcohol brand manufacturer, wholesalers, distributor and retailers
- Majority of the attendees must be over 21 and identification must be checked
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.
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.
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.
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Outdoor Events Expand
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.
Sponsoring Department is responsible for contacting Facilities Management to order electric needed for the Program. Submit a work order online or by calling 513-558-2500. If a work order has not been placed in advance, electric will not be supplied.
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.
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.
Notice must be given to Conference & Event Services at least 45 business days in advance of Program date.