Event Policies

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.

A  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.

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 and Audiovisual Fees.

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 requests are confirmed on a first-come, first-served basis. If you have any questions, contact CES at 513-556-1810 or event.services@uc.edu.

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.

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.

Films can be directly licensed and rented from Swank for exhibition in TUC’s MainStreet Cinema.  

• Contact CES to  confirm availability and schedule the MainStreet Cinema (TUC 200).
• 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. 

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.

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 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.

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. 

There is no long term, large or small freight storage available at TUC.   If you are shipping items for an event, please have them arrive no more than 2 business days prior to the event.   

To ensure accurate delivery of the items, please include the following: 

• Include on the package:
  • Onsite Contact Name
  • Event Name
  • Event Date   
     
• Address package as follows:
  Tangeman Univ. Center - Conference & Event Services
  Attn: (Onsite Contact Name - Event Name)
  2766 UC MainStreet, Ste 265
  Cincinnati, OH 45221

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

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. 

Conference & Event Services (CES) will follow the university policy for severe weather, delays and closings, including:

Delays

• TUC will open at the time the university designates (i.e., University opens at 10am, TUC opens at 10am).
• All services including the receiving dock, retail, and food will open at the designated university time.
• Events scheduled to begin/end before the designated university opening time will not occur. *
• Events scheduled to begin before the designated university opening but continue past that time may still occur but are required to end at the original scheduled time. When possible events may be permitted to continue beyond their original scheduled end time at the discretion of the Conference & Event Services (CES) staff.*

All Day Closings

• TUC will not open on days designated by the university as “CLOSED” during inclement weather.
• All operations, including retail, the receiving dock, and services within TUC will be “CLOSED/CANCELLED”.
• All events will be “CANCELLED”. *

Early Closings

• TUC will remain open 1 hour past the designated university closing time to serve as a temporary shelter for individuals who are not able to immediately leave campus.
• TUC’s Atrium on level 3 and the food court on level 2 will be the designated areas individuals may occupy during this time.
• All retail locations and operations within TUC will close.
• All scheduled events will conclude at the time the university closes. *
• When possible, one retail food option will be available in the food court for 1 hour past the designated university closing time, but not to surpass normal hours of operation.

Weekends

• TUC will make all efforts to stay open on weekends, when the university does not make an official closing or delay announcement during inclement weather.
• If the Building Supervisor believes the weather warrants closing TUC during the weekend they will gain approval before closing.
• If the decision is made to close TUC, the Building Supervisor will make an announcement over the public address system indicating the new closing time.
• If the decision is made to close TUC earlier than normal hours of operation, signage will be posted at all entrances.

Updates

For university updates, please call the University of Cincinnati Status Line at 513‐556‐3333 or visit the UC home page.

* This applies to all spaces CES schedules including: TUC, Stratford Heights, West Pavilion, centrally scheduled classrooms and outdoor spaces.

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.

• Bearcats 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.

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 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.

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

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 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.

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.

One of the most important and memorable parts of any event is the food.  Below are several options for providing food at your next event.     Potluck style meals at not permitted.  

• Classic Fare Catering - Preferred Caterer for TUC, Stratford Heights, and the Campus Rec Center, Resident Communities and SSLC
  
• Corry Street Catering - Preferred Caterer for West Pavilion 
  
• Other Catering Options 

• 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.

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.

Hosting food trucks on campus requires a submission of the Food Truck Request Form  with required documentation to safeguard the university, its students, faculty, visitors, etc., for food service events/functions conducted outside of existing food service agreements. 

Approved Food Truck locaitons:

• Bearcat Commons - North
• Mantei Center
• Lindner College of Business - South
• Sigma Sigma Commons - East
• CARE - Steps
• MSB / Kresge Circle
  
  Any food truck operating at the University of Cincinnati (herein “vendor”) must be approved by the approving departments. Vendors must be sponsored by a university organization or department (herein “sponsor”) to operate on any property of the University of Cincinnati.

1. All vendors must be licensed with the City of Cincinnati.
   
2. Sponsor will be responsible for the vendor’s safe operation while on campus, adherence to all rules and regulations governing food trucks, and guiding the vendor through the food truck review process.
3. In addition to the policies outlined, student organizations must abide by all rules and procedures outlined by the Office of Student Activities and Leadership Development with respect to reserving space and/or hosting events at the University of Cincinnati.
4. Any vendor that does not receive all appropriate approvals may be removed from campus by UC Parking Services. Any expense incurred because of this action will be the responsibility of the offending party.
5. Sponsors must submit food truck requests no later than seven (7) business days before the event. Any late submissions are subject to fine or disapproval from any of the approving departments.
6. If a sponsor hosts an event with more than two food trucks, or where more than 1,000 people are expected to attend, the City of Cincinnati must be made aware of the event by submitting an Open Counter Special Events Request. The City may charge additional fees for this type of permit.  Additional fees from UC Public Safety may apply.
   1. Fire safety guidelines:
      1. The required separation distance between two or more mobile food units is 3 feet.
      2. Food trucks are not permitted to be parked or operate in fire lanes or within 3 feet of a fire hydrant or any other fire protection equipment.
      3. Food trucks or fueled generators may not be used within 10 feet of a building.

Cleanup and Other Post-Event Considerations

•  Any cleanup costs, parking violations, or other damages associated with the vendor’s presence will be billed directly to the sponsor.
• Any unpaid fees associated with the vendor’s operation will disqualify both the sponsor from hosting vendors, and the vendor from future operations, until said fees are paid.

Steps to Hosting a Food Truck on Campus

1. Complete the Food Truck Request Form with required documentation.
   1. Sponsor 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. Sponsor shall provide evidence of vendor’s proof of insurance for general liability of $1,000,000 per occurrence and $1,000,000 in aggregate.
      1. Event organizer shall provide evidence that the vendors’ insurance names University of Cincinnati as an “additional named insured.”
   3. Sponsor 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.
2. Once completed, the appropriate departments will review the request, either approving or denying.  
3. CES will notify the contact on the form of the decision.
4. If approved, sponsor must request the approved space in 25Live, applicable fees may apply. 

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:

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.

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. Outdoor space has to be reserved if having food supplied by a commercial vendor, appplicable fees may apply. 
   

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

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 room rental and audioviual charges based on the Non-University Rates.  

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.

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

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.

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

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.