Event Policies

COVID-19 Event Updates

Campus Events/Meetings

With priority given to the health and safety of event attendees, several guidelines established by ODH and CDC, including those listed in the Return to Campus guide, been adopted by the university and will apply to campus events.

All events/meetings in CES spaces must adhere to these requirements as a basis for minimal acceptable practices, understanding that individual units or facilities may issue additional guidelines for permissible events/meetings. Guidance on events/meetings is as follows:

  • All campus events/meetings are limited to 10 persons or less. 
  • External groups or vendors, including food trucks, will not be permitted for campus events/meetings
  • Promotional tabling will not be permitted indoors or outdoors
  • All meeting room surfaces areas must be sanitized prior to leaving the room (cleaning kits will be provided in the meeting room).
  • All members of the campus community must wear facial coverings on campus, except while eating or alone in a private space, or as otherwise exempted.
  • All members of the campus community must adhere to social-distancing requirements.
  • Absolutely no furniture can be moved in any of the meeting rooms
  • Hand sanitizer stations are provided throughout indoor facilities
  • Pay attention to signage placed throughout the space
  • For any other questions regarding events, please visit the Return to Campus Guide –Events page.

Space Updates

  • Nippert West Pavilion:  With COVID-19 restrictions and guidelines, West Pavilion will have limited availability. Contact event.services@uc.edu to check availability.
  • TUC: Great Hall, 400ABC, Atrium, and the TUC Cinema will not host events/meetings for Fall 2020. The spaces will be used to support of food services and to offer students with a blended academic day of in-person and online classes a place to go.
  • TUC: Due to COVID-19 restrictions, TUC 417,  Catskeller, and Mick & Mack’s will not be available for events/meetings for Fall 2020

Classrooms

  • UC Housekeeping staff will clean each classroom daily five days per week and restock supplies. Ample cleaning supplies will be available in classrooms along with garbage cans so students and faculty can clean chairs, desks, countertops and keyboards at the beginning of each class. Faculty and staff should familiarize themselves with the recommended supplies and procedures posted on the Facilities Management website and all Safe Environment and Wellness resources posted on UC’s Coronavirus website. Contact Work Control at 558-2500 if classroom cleaning supplies are running low.
  • All members of the campus community must wear facial coverings on campus, except while eating or alone in a private space, or as otherwise exempted.
  • All members of the campus community must adhere to social-distancing requirements.

Catering Services

Based on the Return to Campus Guide, Catering Services will be offered, although limited primarily to box lunches. Additional information will be provided here as details are confirmed.

COVID-19 Food Services Updates can be found at: https://www.uc.edu/campus-life/food.html


Definitions of Event Types

University Event

A University Event* is internally sponsored and coordinated by a University of Cincinnati department, faculty member or recognized student organization, and is planned primarily for members of the University of Cincinnati community. A University Event is generally exempt from room rental if no admission/registration costs are charged to attend, or there is no exchange of fees.

Any University Event that requires registration payment and/or admission cost to attend, or has an exchange of fees are subject to room rental rates as designated in the ‘University Rates’ category of the Facility Rental Rates.

*Additional charges may be assessed based on your event, security, set-up and venue. Regardless of arranged rental fees, cancellation fees will be incurred per the policy.

University Co-Sponsored Event

University Co-Sponsored Event is a program or event that involve two parties: a University of Cincinnati entity (i.e. academic department, administrative unit, or recognized student organization) and an organization (public or private) that is external to the university.

A University Co-Sponsored Event requires a contractual arrangement with the university. The partnering UC entity will be required to sign a facility use agreement outlining the terms for use of venues.

A University Co-Sponsored Event is subject to room rental rates as designated in the ‘University Co-Sponsored’ category of the Facility Rental Rates.

The following criteria must be met for an event to be considered a University Co-Sponsored Event:

  • An individual member of the university department or student organization must be designated as the University Host.
  • The room/venue reservation must be executed by the University Host.
  • The University Host will be the primary contact between the external group and UC Conference & Event Services.
  • The University Host shall attend the event in its entirety to ensure that it is conducted in accordance with university policies and the use of facilities agreement.
  • Financial obligations can be paid by either the outside organization or the University Host.

Should the university incur any financial liability associated with a program or event co-sponsored by a university department in partnership with an outside organization, the responsibility for all liability, personal injury, and/or property damage resulting from the program or event, will be the sole responsibility of the external organization as designated in the contractual agreement.

Non-UC Event

The University’s Use of Facilities Policy requires that external events must have a sponsor from a UC department, student organization, faculty, student or staff to hold an event inside Tangeman University Center, Stratford Heights or a centrally-scheduled classroom. For more information or questions, please call CES.

A Non-UC Event is defined as a program or event organized by individuals, groups, businesses, or organizations not included in the organizational structure of the university (e.g., weddings, receptions, charity events, corporate meetings and events, youth camps, conferences, social activities, expositions, etc.)

A Non-UC Event requires a contractual arrangement, along with proof of general liability insurance naming the university as an ‘additional primary insured’ as outlined in the contractual agreement with the university.

UC Conference & Event Services will be primary contact for the external group, and will work directly with university service providers for event needs.

Non-UC Events are subject to the ‘Non-UC Rates’ category of the Facility Rental Rates.


Scheduling Your Event

Before any event can take place, you must schedule your event with CES.

We recommend that you do not advertise or publicly announce your event until you have received confirmation from a CES representative. Indoor and outdoor space is confirmed on a first-come, first-served basis. If you have any questions, contact CES at 513-556-1810 or event.services@uc.edu.


Cancelling or Editing a Reservation

To cancel or edit your reservation, email campsched@ucmail.uc.edu with the event reservation number and details. Rental and other service cancellation fees may be incurred, based on the proximity to the start date of the event.

While 25Live does have a “edit/cancel” feature, we recommend that you contact us directly.

Be sure to contact any Campus Partners that you have scheduled a service with to cancel your order, ie. Calssic Fare Catering, UC Public Safety, etc.

Reservations must be cancelled in writing by emailing campsched@ucmail.uc.edu

  • All reservations for student organizations, department meetings, and events that have reserved Great Hall (TUC 465), TUC 400 ABC, MainStreet Cinema (TUC 220), or West Pavilion must be cancelled at least 30 days prior to the scheduled usage date to avoid a cancellation fee.
  • There may be additional cancellation charges for catering, security, or other services ordered. Regardless of arranged rental fees, cancellation fees will be incurred per the policy.

Failure to Cancel

If a single meeting room space is not cancelled by contacting Conference & Event Services in writing, via email to event.services@uc.edu, prior to the scheduled date, university student organizations and departments will be responsible for 100% of the university rental fee.

Facility Room Reservations Cancellation Fees

University Events cancellation fees based on proximity of cancellation to start of event date, by percentage of University Event room rental fee
Period Before Event Start Date
% Room Rental Fee
30 business days – 15 business days
50%
14 business days– 3 business days
80%
2 business days or less
100%
University Co-Sponsored Events cancellation fees based on proximity of cancellation to event start date, by percentage of University Co-Sponsored Event room rental fee
Period Before Event Start Date
% Room Rental Fee
30 business days – 15 business days
50%
14 business days– 3 business days
80%
2 business days or less
100%
Non-University Events cancellation fees based on proximity of cancellation to start of event date, by percentage of Non-University Event room rental fee
Period Before Event Start Date
% Room Rental Fee
30 business days – 15 business days
50%
14 business days– 3 business days
80%
2 business days or less
100%

Catering Cancellation Fees

Catering cancellation fees based on proximity of cancellation to start of event date, by percentage of room rental fee
Period Before Event Start Date
% Catering Fee
5 or more business days
50%
4-3 business days
80%
2 business days or less
100%

Audiovisual (AV) Equipment

A variety of audiovisual equipment is available for event rental. If audiovisual requirements are beyond the scope of what is offered, CES can assist in securing an outside audiovisual provider for client’s event.


MainStreet Cinema Movie Showing

MainStreet may partner with student/university organizations to present movie programs of educational merit  that are open to all students and the entire  university community. Contact CES to  request this partnership.

  • All collaborative programs presented by MainStreet and a student or university  organization must recognize MainStreet  as a co-sponsor/presenter of the event by including the MainStreet logo on all  promotional materials and press releases. Contact CES for an electronic copy of the logos.
  • Contact Swank to inquire about permission and any fees related to the film showing.
  • License fees vary based on size of audience and age of film title, so we recommend to budget accordingly.
  • Swank will send you the copy of the licensed film.
  • If you are showing an independent film, you are required to provide documentation from the film director allowing the film to be shown. 

What Are Public Performances?

Suppose you invite a few personal friends over for dinner and a movie. You purchase or rent a copy of a movie from the local video store and view the film in your home that night. Have you violated the copyright law by illegally “publicly performing “ the movie? Probably not. But suppose you took the same movie and showed it at a club or bar you happen to manage. In this case, you have infringed the copyright of the movie. Simply put, movies obtained through a video store are not licensed for exhibition. Home video means just that: viewing of a movie at home by family or a close circle of friends.

What the Law Says

The Federal Copyright Act (Title 17 of the United States Code) governs how copyrighted materials, such as movies, may be used. Neither the rental nor the purchase of a DVD/videocassette carries with it the right to show the tape outside the home. In some instances, no license is required to view a movie, such as inside the home by family or social acquaintances and in certain narrowly defined face-to-face teaching activities. Taverns, restaurants, private clubs, prisons, lodges, factories, summer camps, public libraries, day-care facilities, parks and recreation departments, churches, and non-classroom use at schools and universities, are all examples of situations where a public performance license must be obtained. This legal requirement applies regardless of whether an admission fee is charged, whether the institution or organization is commercial or non-profit, or whether a federal or state agency is involved. 

Penalties for Copyright Infringement

“Willful“ infringement for commercial or financial gain is a federal crime punishable as a misdemeanor, carrying a maximum sentence of up to one year in jail and/or a $100,000.00 fine. Even inadvertent infringers are subject to substantial civil damages, ranging from $500.00 to $20,000.00 for each illegal showing.

How to Obtain a Public Performance License

Obtaining a public performance license is relatively easy and usually requires no more than a phone call. Fees are determined by such factors as: the number of times a particular movie is going to be shown, how large the audience will be, and so forth. While fees vary, they are generally inexpensive for smaller performances. Most licensing fees are based on a particular performance or set of performances for specified films. CES can assist you in obtaining the proper licensing to show a public performance on campus. Prices for licenses vary depending on how recently the film was released. Please inquire for more details.

Why is Hollywood Concerned About Such Performances?

The concept of “public performance“ is central to copyright and the issue of protection for “intellectual property”. If a movie producer, author, computer programmer or musician does not retain ownership of his or her “work,” there would be little incentive for them to continue and little chance of recouping the enormous investment in research and development, much less profits for future endeavors.

Unauthorized public performances in the U.S. are estimated to rob the movie industry of an estimated $2 million each year. Unfortunately, unauthorized public performances are just the tip of the iceberg. The movie studios lose more than $150 million annually due to pirated videotapes and several hundred million more dollars because of illegal satellite and cable TV receptions.

Copyright Infringers are Prosecuted

The Motion Picture Association of America (MPAA) and its member companies are dedicated to stopping film and video piracy in all its forms, including unauthorized public performances. The motion picture companies will go to court to ensure their copyrights are not violated. Lawsuits, for example, have been filed against cruise ships and bus companies for unauthorized on-board exhibitions. If you are uncertain about your responsibilities under the copyright law, contact the MPAA, firms that handle public performance licenses, or the studios directly. Avoid the possibility of punitive action.

Have Questions or Need More Information?

Please contact CES at event.services@uc.edu or call 513-558-1810.

If you have questions about exhibition laws, you may also contact the Motion Picture Association of America  at 1-800-662-6797.

Content of this brochure reproduced with permission of the Motion Picture Association of America. Copyright @ 1995 MPAA.


Event Sales & Solicitation

Approved student organizations and departments are permitted to sell items at their events for the benefit of their group or charity. This information should be included in your event description when creating your event reservation in 25Live. CES will review and notify groups of approval.  Commercial sales are not permitted without a vendor license.

This includes food and beverage sales. Sales by commercial vendors warrants space rental fees to the organization. A vendor license is not required if their monies are for fundraising purposes only.

Examples include: raising funds for your own organization or for a nonprofit cause. Funds may not be raised for personal or commercial enterprise. Signage indicating proceeds are a “donation” going to a fundraising or charitable cause is required at the event. In addition to selling, events that include handing out flyers and conducting surveys are governed by University Rule 10-51-01, Sales and Solicitation.

In addition to selling, events that include handing out flyers and conducting surveys are governed by University Rule 10-51-01, Sales and Solicitation.


Receiving Dock

The Tangeman University Center (TUC) Receiving Dock is the only location to be used for delivery and/or pick-up of merchandise, operational supplies, and equipment for use in TUC. The dock is open Monday-Friday, 6 a.m. - 5 p.m. A fee may be charged for evening and weekend access. If you anticipate a need to use the receiving dock for your event, please select the “Dock” resource when reserving your space on 25Live. Driving instructions can be provided to the person delivering to the TUC Receiving Dock. The general policy follows.

  • Dock access will be provided to individuals involved with event set-up in TUC only, if they are bringing large enough quantities of samples, supplies, or equipment to require use of the dock.
  • All event representatives accessing the building through the TUC Dock MUST:
    • Sign the Dock Visitors Log located in the dock office.
    • Unload supplies, etc., and immediately move your vehicle to an authorized parking spot or to a garage.
  • All approved drivers leaving vehicles at the dock for any duration of time to enter the facility, must leave vehicle  keys with dock personnel.
  • Event representatives who do not meet dock usage criteria and all other event attendees must use UC parking facilities (or park off campus) and enter TUC through a public entrance.

Dock Equipment

Dock moving equipment such as pallet jacks, dollies and carts are used exclusively by TUC staff. The equipment can be used for loading and unloading if available. No dock equipment is permitted to leave the dock area unless accompanied by a TUC staff member or representative. Equipment is not available for weekends and has to be scheduled in advance.

Dock Storage

There is no long term, large or small freight storage available in the TUC dock. No supplies or boxes can be left at the dock. All forms of event storage must be requested and alternative spaces identified in a 25Live reservation. 


Decorations

All decorations for TUC, Stratford and West Pavilion must be pre-approved by Conference & Event Services. Tables do not come with table linens. Table linens can be requested through catering services. Balloons must have weights or be tied to centerpieces/chairs. Balloons are not permitted in the TUC Atrium due to the high ceilings. Clients may not tape, nail, or thumb-tack any items to the floor, wall, or ceiling. You may not use the fixtures of ceilings to hang or otherwise attach items. Please note that any types of candles, lanterns or open flames are prohibited from all student union facilities.

The following is a list of banned decorations:

  • Tape, nails, screws, thumb tacks, glue, adhesive putty
  • Candles or any open flame or Incense
  • Fog and smoke/haze machines
  • Glitter, confetti and sand

Severe Weather-Related Policy

If the university should close due to inclement weather, all events are cancelled following University Rule 3361: 10-55-01. Room rental fees will be waived if your event is cancelled due to a university closing.   


Amplification

Music can make the event, but there are guidelines. There are established hours during the week when music and other amplification is permitted. This information is found in the Use of Facilities Policy.

  • McMicken Commons and Bearcat Plaza - Tuesdays and Thursdays from 12:30 p.m. – 2 p.m. during the academic term. It is NOT permitted during exam weeks, intercessions, or summer semester.
  • Campus Green or Sigma Sigma Commons - Mondays and Tuesdays from 11a.m. to 4 p.m. Fridays and Saturdays from 11a.m. to 4 p.m. Sundays from noon to 6 p.m.

Anything outside of these locations, times, or days will require approval. Requests are made through CES. If your event hosts music or PA system without permission, Public Safety can close it down.


Car Smashing

Before a vehicle can be brought on campus for philanthropic car smashing, notice must be given to CES at least 45 business days in advance of the event date. Site location must be approved by Facilities Management. Budget for Public Safety presence and Grounds clean up. CES will arrange a logistics meeting for event planning.

To prep the vehicle these tasks must be done before the vehicle is brought on campus:

  • Drain all fluids
  • Remove all glass

The following safety procedures must be in place at the event:

  • A tarp must hang out at least 5 feet on all sides of the vehicle to catch any debris
  • Safety goggles must be supplied to anyone smashing the vehicle
  •  Supply roping around an 8-to-10-foot perimeter around the vehicle.

Chalking

Chalking is only allowed by registered student organizations, and only on cement sidewalks using water soluble chalk. Refer to the Use of Facilities Policy for further information. If the sidewalks are damaged by using non-water-soluble chalk a fine may be assessed. No spray chalk is permitted.


Designated Speaking Activities

For guidance about outdoor free speech, review the Use of Facilities Policy.


Outdoor Signage

Yard signs are not permitted on campus without a dig permit. There are approved areas on campus that allow temporary directional signage. Maps are located in the Use of Facilities Policy.


Vehicles

Vehicles are permitted on the pavers on TUC Plaza or Bearcat Plaza ONLY with prior permission from CES; this includes any loading or unloading outside TUC. If vehicles are driven on MainStreet pavers without permission they may be subject to a citation by Public Safety. Parking at outdoor spaces is not permitted for non-UC vehicles. Please instruct your vendors to park in garages or at metered spots on city streets after they unload.

Vehicles are not permitted to drive on any grassy area because there are underground irrigation systems. Damage to the irrigation system will be billable to the sponsoring organization. If needed, contact CES for guidance.


Security

UC Public Safety reviews all events, and determines if security personnel is needed. The number of attendees, the type of event and/or whether alcohol is served, will help determine the need for, and the number of, officers present at the event.

For events that are serving alcohol, security is primarily engaged to deny entry to uninvited guests, prevent under-age consumption, over-consumption, and alcohol from leaving the event venue. Having security is for the protection of all event attendees, and insures that the event will go on without incident and reduces the university’s liability.

The UC Public Safety Officers’ hourly rate is dependent on the seniority of the officer. The specific officers assigned to a detail is dependent upon officer availability. The hourly rate only accumulates during the time the officer is on duty. For example, if an event is scheduled for 4 hours and only runs for 3 hours, the event would be charged for 3 hours; likewise, if the event would run over and go 5 hours, the charge would be for 5 hours. There is an additional public safety coordinator fee of one-third to one hour, depending on the time required to organize the event. A two-hour minimum is required. Uniform or civilian clothing is determined by Public Safety, but can be requested.


Event Food & Beverage

Client must order food, beverages, and linens through the exclusive caterer for that space. No outside food or beverages may be brought in for meetings and events in these spaces.  Exceptions are granted in cases when catering services cannot provide the menu that is requested. Such requests can be made by contacting CES 15 business days prior to the scheduled event date. Failure to follow the Catering Guideline will result in assessment of the University room rental fee.

  • Classic Fare Catering - Exclusive Caterer for TUC, Stratford Heights, and the Campus Rec Center, Resident Communities and SSLC
    • Other options available for catering include: Chick-fil-A, MainStreet Pizza, and Greens to Go & KumaNeko Sushi. Place your order through catering, not the retail location.
  • Corry Street Catering - Exclusive Caterer for West Pavilion 

Student Organization Catering Discount

  • The officer of the student organization must place the order and show their UC or be identified through Campus Link to Classic Fare Catering staff.

Alcohol

Programs with alcoholic beverages passed, served, or sold, are subject to the below guidelines, taken from the University’s policy on alcohol use on campus.

  • Alternative beverages and food are required.
  • Programs may not begin before 11 a.m., last after 1 a.m., 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 21 and older 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 the exclusive caterer.

Clients must obtain a 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. Any external caterers serving alcohol must have a valid liqour license to serve.

Food Trucks

Hosting food trucks on campus requires the organization/department to provide CES with required documentation to safeguard the university, its students, faculty, visitors, etc., for food service events/functions conducted outside of existing food service agreements.

  1. Event organizer shall provide evidence of food providers current license(s) with the City of Cincinnati or appropriate municipal authority and with the City of Cincinnati Health Code for food service operators.
  2. Event organizer shall provide evidence of vendor’s proof of insurance for general liability of $1,000,000 per occurrence and $1,000,000 in aggregate.
  3. Event organizer shall provide evidence of vendor’s insurance for Automobile Liability of $1,000,000 per occurrence and $1,000,000 in aggregate in the case of vehicle use for delivery, service, etc.
  4. Event organizer shall provide evidence that the vendors’ insurance names University of Cincinnati as an “additional named insured.”
  5. All required evidence shall be provided to CES no later than 10 business days prior to event start date. If not supplied 10 business days prior to the event start date, CES reserves the right to cancel the event reservation.
  6. If there are 3 or more food trucks coming onto campus, you will need to pay for a City of Cincinnati Fire Inspector to be present during the event. It is a minimum of 4 hours at $108/hr. Public Safety will also be charging a surcharge of 10%. Cincinnati Fire Dept. Special Event Permit must be filled out as well . Contact CES for the permit. You can learn more about local operation guidelines. Supply all your event plans to CES, who will notify all UC service personnel.

Food at Outdoor Events

Food makes the event, but there is significant planning to observe. Outdoor events that are reserved through CES that involve food, must follow these regulations:

Food Cooked at Event

Anyone who plans to sell raw or uncooked food on UC premises is required to obtain a health permit from:

Cincinnati Health Department
3845 William P. Dooley By-Pass
Cincinnati, Ohio 45223 513-564-1751

Cost of their permit is about $153.00. The sponsoring organization must ensure vendors have secured the permit before they arrive on campus.  Contact UC Fire Prevention for a open flame permit.

Cooked Food Brought to Event by Commercial Food Provider

Serving cooked food at your outdoor event supplied by a commercial food provider, requires the organization/ department to provide CES the documentation listed below to safeguard the University, its students, faculty, visitors etc. for food service events/functions conducted outside of existing food service agreements.

  1. Event organizer shall provide evidence of food providers current license(s) with the City of Cincinnati or appropriate municipal authority and with the City of Cincinnati Health Code for food service operators.
  2. Event organizer shall provide evidence of vendor’s proof of insurance for general liability of $1,000,000 per occurrence and $1,000,000 in aggregate.
  3. Event organizer shall provide evidence that the vendor’s insurance names University of Cincinnati as an “additional named insured.” There may be an additional charge applied by the insurance company.
  4. All required evidence shall be provided to CES no later than 10 business days prior to event start date.  If not supplied 10 business days prior to the event start date, CES reserves the right to cancel the event reservation.
  5. Space has to be reserved if having a commercial vendor with food sales.

Home-Cooked Food Brought to Event

Serving home-cooked food at your outdoor event is at the risk of the sponsoring organization/department.


Fees

University Groups 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.

UC Co-Sponsored events will be assessed rental charge based on the University Co-Sponsored Rates

Non-University events will be assessed rental charge based on the Non-University Rates.  

**Rental includes access to built-in AV in rooms, and an equivalent laptop/projector.  A staff member will be on hand to assist with starting AV equipment and answer any questions, it does not include on-site technical assistance.

TUC Space Rental Fees

Programs scheduled outside of standard building hours will be assessed an hourly fee. Building Hours change per academic schedule.

Facility Rental Rates - TUC
Spaces University Events
UC Co-Sponsored Events
Non-University Events
TUC Great Hall (465)
$750
$1000
$1500
TUC Atrium (300) $150 $225 $300
TUC Mainstreet Cinema (220)   $250 $325 $500
TUC Catskeller (100) $200 $300 $400
TUC Mick & Mack's (364) $200 $300 $400
TUC 400A $150 $225 $300
TUC 400B $200 $300 $400
TUC 400C $150 $225 $300
TUC 400ABC $375 $500 $750
TUC 400AB $350 $450 $500
TUC 400BC $350 $450 $500
TUC 403-413 $50 $50 $75
TUC 415 $150 $225 $300
TUC 417 $150 $225 $300
TUC 419 $150 $225 $300
TUC 423 $150 $225 $300
TUC 425 $150 $225 $300
TUC 427 $150 $225 $300

Outdoor Spaces Rental Fees

Programs scheduled outside of standard building hours may be assessed an hourly fee. Building Hours change per academic schedule.

*Presentation Package includes, LDC projector, tripod screen, cart & cabling.   

Rental Rates - Outdoor Spaces
Spaces University Events
UC Co-Sponsored Events
Non-University Events
McMicken A, B, C, or D (per section) $250
$500
$1500
McMicken Commons (All Sections)
$750 $1500 $5000
Campus Green section A or B 
$250 $750 $1500
Campus Green Section C
$250 $500 $1000
Campus Green (All Sections)
$750 $1000 $3000
Sigma Sigma Commons
$250 $750 $1500
TUC Front Steps
$400 $500 $600

Other Campus Locations Rental Rates

Rental Rates - Other Campus Spaces
Spaces University Events
UC Co-Sponsored Events
Non-University Events
Classrooms <100 $150
$225
$300
Classrooms >100 $250 $325 $500
Promotional 6-ft Table 
$125 $260 $260
Stratford Heights $200 $300 $400

West Pavilion at Nippert Stadium Rental Fees

Programs scheduled outside of standard building hours may be assessed an hourly fee. Building Hours change per academic schedule.

*Presentation Package includes, LDC projector, tripod screen, cart & cabling.    

Rental Rates - West Pavilion Nippert Stadium
Spaces University Events
UC Co-Sponsored Events
Non-University Events
North Lounge $1000
$1500
$2000
South Lounge $500 $1000 $1500
3M Level
$500 $1000 $1500
90" LCD TV Screens w/laptop
$100 $150 $150
Presentation Package* $250 $300 $300
Laptop Computer $150 $200 $200
Dance Floor call for quote call for quote call for quote
Pipe & Drape call for quote call for quote call for quote
Sign Holder $10 $10 $10
Wireless Mic with Lecturn $50
$100 $100
Staging 6'x8' $75 $125 $125
Excessive Cleaning Fee based on housekeeping costs based on housekeeping costs based on housekeeping costs  
Damages based on housekeeping costs based on housekeeping costs based on housekeeping costs
Security $68 per hour, per police officer/$32 per hour, per security officer $68 per hour, per police officer/$32 per hour, per security officer $68 per hour, per police officer/$32 per hour, per security officer
Service Fee 20% of final invoice 20% of final invoice 20% of final invoice

Other Event Fees

Event Fees
Item
Price
Conditions
MainStreet Cinema - Licensing Fee Amount varies based on film per Swank. All public showings
Stratford Heights Building Supervisor for events that require A/V $65 per day Schedule Building Supervisor with CES
TUC Great Hall - Baby Grand Piano Tuning - Starts at $120. Moving the  piano will cost extra. Group is responsible for scheduling the tunder.  Coordinate this time with CES to ensure Great Hall is available
Before / After Building Hours $50 an hour

Additional hours fee depends on the scope of the event. Early buiding hours must be requested 10 days prior to the event date. Contact CES. 

Include a 1/2 hour to your building time for unlock/lock time.

Tent Inspection Fee  (State Fire Marshal)
$100   Only if tent is over 700 sq. ft fee is always $100, whether you have 1 tent or 20.
Industrial Compliance  Base Fee
$293.25 per tent/canopy
Fee is always assessed .
Industrial Compliance  Electricity Fee
$175 per tent/canopy
This fee applies if your tent/canopy is wired for electricity.
Industrial Compliance  Ventilation Fee
$175 per tent/canopy
This fee applies if your tent/canopy has a mechanical system to provide ventilation (fan/heat/air conditioning).
TUC Receiving Dock
$100 per hour
This fee applies if you request dock access outside of normal business hours M-F or on the weekends.
Audiovisual Equipment
$100
This fee applies if a request for the equipment  is made on THE DAY OF the event, and not in advance.
Security
TBD based on event You may request a cost estimate for security.
 
Grounds
TBD based on event

Student organizations are responsible for all fees resulting from outdoor events.  

All groups are responsible for any clean-up needed. Trash must be bagged and placed in one area for pick-up. 

Any additional cleaning by Facilities Management or the use of Campus Security, Electric, or Grounds will result in fees being assessed to the group.

Failure to Cancel

(TUC) Great Hall, 400ABC, Cinema a West Pavilion

University room rental fee If a reserved space is not cancelled by contacting Conference & Event Services in writing by email to event.services@uc.edu prior to the scheduled  date, univerisity student organizations and departments will be responsible for 100% of the university rental fee.
Failure to Show University room rental
If a group does not cancel and does not show up for their event, university student organizations and departments will be reponsible for 100% of the university rental fee.

Not following Catering Guidelines

TUC, Stratford Heights, West Pavilion

University room rental fee Failure to follow Catering Guidelines will result in  assessment of University room rental fee.
Indoor/Outdoor Tabling $260

For external clients and for selling.  A table and 1 chair is provided either inside TUC by ExpressMart, or outside on TUC Plaza.  

Reservation required.