West Pavilion Event Policies

University Groups will be assessed a room rental charge for programs which charge admission, conference/class fees, exhibit fees, or any exchange of fees.

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 audiovisual charges based on the Non-University Rates.  

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

Event organizers may be assessed an excessive housekeeping fee or damages fee if the space is not left in an acceptable manor or damages are found

A 20% service fee will be applied to the final invoice for events held in the West Pavilion.

As a premier campus event venue, CES operates as a One‑Stop Shop, coordinating all essential services for events in this space, including catering, parking, security, event setup, and facility signage. This integrated support allows event organizers to work through a single point of contact for a seamless planning experience.

University departments are not charged a room rental fee for West Pavilion events unless the event includes an admission charge.

The 20% service fee is an administrative fee that helps offset the cost of:

• the services CES provides for events,
• furniture, fixtures, and equipment (FFE) purchased and maintained for event use, and
• on‑site staffing required during events.

• Event organizers may have room access up to an hour prior to the start of the event. If additional time is needed the CES Event Coordinator must be contacted.
• For night events, activities must conclude by 12:30 a.m., with all guests and host organizers vacated by 1 a.m.
• The University of Cincinnati’s Dance Policy applies for all University and Co-sponsored events.

Facility room reservations are scaled as follows:

• If canceled 30 business days – 15 business days from the starting date: 50% of University Room Rental Fee
• If canceled 14 business days– 3 business days from the starting date: 80% of University Room Rental Fee
• If canceled 2 business days or less from starting date:  100% of University Room Rental Fee

Facility room reservations are scaled as follows:

• If canceled 30 business days – 15 business days from the starting date: 50% of University Co-Sponsored Room Rental Fee
• If canceled 14 business days– 3 business days from the starting date: 80% of University Co-Sponsored Room Rental Fee
• If canceled 2 business days or less from starting date: 100% of University Co-Sponsored Room Rental Fee

If the University should close due to inclement weather, all events in Nippert West Pavilion are cancelled following University Rule 3361: 10-55-0.

Room rental fees will be waived if event is cancelled due to a University closing.   

CES welcomes the use of approved external vendors for events in the West Pavilion. To ensure smooth coordination and compliance with venue guidelines, all outside vendors must be approved by CES prior to booking any services.

This review helps us confirm that vendors meet university requirements and allows our team to properly support load‑in, setup, and day‑of event operations.

A variety of AV equipment is available to rent for your event. If your AV requirements go beyond the scope of what is offered, CES can assist in securing an outside AV provider for your event.  

All decorations for 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. Clients may not tape, nail, or thumb-tack any items to the floor, wall or ceiling. Please note that any types of candles, lanterns, or open flames are prohibited. 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 
• Confetti, glitter or sand

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 incidents as well as reducing 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 1/3 - 1 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.

Full payment is due within 45 days of the date of invoice. Failure to pay within 45 days will result in a late fee of $20. Outstanding accounts will continue to receive a late fee of $20 per 30 days past due.

Queen City Catering is the preferred caterer in West Pavilion.  

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

• Alternative beverages and food are required.
• Events may not begin before 11 a.m., end after 12 a.m., or be longer than five hours.
• Events may not be sponsored by alcohol brand manufacturers, wholesalers, distributors and/or retailers. 
• A majority of the attendees must be 21 and older. Identification must be checked at point of sale.
• Programs with alcoholic beverages passed, served, or sold in the indoor spaces are permitted via liquor licenses and/or permits held by Queen City Catering.
• Client is responsible for the conduct of all event attendees.
• Events with alcohol will have a Security Officer present and will be charged the Security Fee.