Campus Events/Meeting Fall 2020 - Spring 2021
The University published the Return to Campus Guide on July 1, which included guidelines that apply to campus events. Events/Meetings should be held virtually when possible.
With priority given to the health and safety of event attendees, several guidelines established by ODH and CDC, including those listed below have been adopted by the university and will apply to campus events:
- 10 person gathering limit
- Facial coverings
- Social distance requirements
- Hand sanitizer
In addition, the following guidelines are in place:
- External groups or vendors, including food trucks, will not be permitted for campus events.
- Beginning March 1, promotional tabling will be permitted inside TUC and outdoors for registered student organizations, following these guidelines.
- Additional updates & guidelines for Events/Meetings
Our campus has a variety of outdoor gathering spaces suitable for events small or large. We recommend you reserve outdoor space for your events. Take the time to consider your plans to ensure all services can be delivered for memory-making college events.
Reservable Outdoor Spaces
Brick area & amphitheater between Tangeman University Center, Nippert Stadium and Steger Student Life Center
39° 7' 55.3476'' N 84° 31' 1.4268'' W
Brick area on MainStreet between Tangeman University Center and Steger Student Life Center
39° 7' 55.4232'' N 84° 31' 4.0728'' W
In front of Blegen Hall, adjacent to the Law School
39° 7' 47.3484'' N 84° 31' 11.1432'' W
Campus Recreation Center East Plaza
Partially-covered outdoor area adjacent to east entrance to Recreation Center
Campus Recreation Center West Plaza
Outside of CRC housing complex, by Rec Center Circle
39° 7' 56.5608'' N 84° 30' 55.6524'' W
Patio between Langsam Library, Rhodes Hall and Zimmer Hall
39° 8' 0.4704'' N 84° 30' 57.96'' W
Grassy area on Clifton Avenue side of McMicken Hall
39° 7' 52.3056'' N 84° 31' 12.144'' W
Green space between Swift, Baldwin and Old Chemistry
39° 7' 57.8028'' N 84° 31' 2.9928'' W
Sigma Sigma Commons
Concrete ampitheater and hillside south of University Way
39° 7' 58.7496'' N 84° 30' 52.6392'' W
Tangeman University Center (TUC) Plaza
Brick area in front of TUC's main entrance on Level 3
39° 7' 54.2244'' N 84° 31' 4.152'' W
Zimmer Roof Garden
Patio/green space between Baldwin, Old Chemistry and Rieveschl
39° 8' 0.2904'' N 84° 31' 0.7896'' W
- Gettler Stadium/Myers Field
- Marge Schott Stadium
- Nippert Football Stadium/Field
- Sheakley Athletics Center
- Sheakley Lawn
- Trabert-Talbert Tennis Center
Outdoor Event Planning
Music also makes 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 to 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 11 a.m. to 4 p.m.; Fridays and Saturdays from 11 a.m. to 4 p.m.; Sundays from noon to 6 p.m.
Anything outside 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.
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 8-10’ perimeter around the vehicle.
To prep the vehicle these tasks must be done before the vehicle is brought on campus:
- Drain all fluids
- Remove all glass
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 there may be a fine assessed. No spray chalk is permitted.
Designated Speaking Activities
For guidance about outdoor free speech, review the Use of Facilities Policy.
Anything that penetrates the ground - a tent stake, a yard sign- requires a dig permit. The process requires 10 working days. Notify the CES department at least 30 days for guidance on this process. The sponsoring organization will need to meet with Facilities Management personnel to mark the outdoor spaces with spray paint. CES will assist the sponsoring organization with contacting Ohio Utilities Protection Services to secure a confirmation number. Once inspection by utilities representatives is completed, the sponsoring organization can proceed with areas approved for digging. Refer to the Use of Facilities Policy for the full process.
Anything requiring electric not supplied from a standard outdoor wall or column socket must be pre-ordered through Facilities Management. Typical electric orders include: multiple socket panels designed for outdoor use, electric generators to provide continuous power to large equipment, outdoor lights. Some electric equipment must be ordered from a vendor. The sponsoring organization is responsible for ordering electric. If a work order has not been placed in advance, you cannot expect electric to be supplied. The fee is $100.
Plan your event budget to allocate funds for these UC personnel services. The following service costs are common for outdoor events:
- Public Safety & EMS personnel (UCPD presence is mandatory if there is an exchange of money due to sales)
- Grounds clean up or Turf Damage
- Outdoor electric panels or generator
- Tent permits
- Space rental
- Event insurance
If you plan to grill at the event, the sponsoring organization must secure a grill permit and have the copy on the premises (for any grilling or open flame). Call UC Fire Prevention at 513-556-4992. It takes 3 business days to process a permit request. If a permit is not obtained you may be subject to a citation.
Logistics meetings are recommended for events hosting large crowds and/or requiring day-long delivery and set up. This meeting should occur 6-8 weeks prior to the event date. CES will organize these planning meetings with your team together with UC outdoor service personnel. If you wish to organize a logistics planning meeting, please contact the CES office.
You should consider a rain location at the time of your original reservation, as rain locations may not be available at the time of your event. The decision to use a rain location must be made a minimum of 36-48 hours prior to the event. Email the rain location space holder your decision not to use their space if you decide to stay outdoors. Failure to do so could result in a NO SHOW for the space and incur room rental costs.
The map identifies outdoor spaces that require a reservation for an event. Note the McMicken Commons and Campus Green are divided into sections because the spaces are large enough to share and host multiple events, depending on activity and crowd size. If you need the entire space for your event, remember to reserve all sections in 25Live. To clarify misconceptions, Sigma Sigma Commons refers to the outdoor amphitheater space south of the service drive.
Athletic fields are reservable through the Athletics Facility Management team.
UC Fire Prevention/Public Safety provides tent permits for any canopy or tent structure that is greater than 200 sq. ft. There is a fee for the permit and it must be ordered at least 10 business days in advance. Note that tent vendors cannot process the tent permit for on-campus locations. Information can be found in the Use of Facilities Policy Manual. If the tent is to be secured with stakes in the ground, a dig permit is required. It is recommended the tent be secured with water barrels or concrete blocks. Contact UC Fire Prevention at 513-556-4992.
Trash Cans & Removal
UC Facility Management Grounds Services supplies the number of trash cans and staff hours required to clean up for your event based on the expected size of your event audience and amount of food/beverage planned. All charges will be billed to the sponsoring organization. The sponsoring organization can request an estimate from Grounds Services to plan your budget.
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 the health permit is about $153.
- The sponsoring organization must ensure vendors have secured the permit before they arrive on campus.
- Contact UC Fire Prevention for a open flame permit at 513-556-4992. It takes 3 business days to process an open flame permit request. If a permit is not obtained you may be subject to a citation.
Cooked Food Brought to Event
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.
- 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.
- 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
- 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.
- 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.
- Space has to be reserved if having a commercial vendor with food sales.
Serving home-cooked food at your outdoor event is at the risk of the sponsoring organization/department.