Event and Activities Approval Guidance

Revised Effective Date

October 20, 2023

Effective Date

March 1, 2021

I. General

Ƶ Boulder’sEvents and Activities Policysupports the safe implementation of events and activities for our campus and guests, including students, staff, and faculty. On this page, you can discover tips for planning a safe and successful event, many applicable policies, links to key documents and popular venues, and resources for campus and third-party vendors to support your event. You also will learn about the process of hosting an event on campus, including reservations for space and required forms.

All events and activities must follow campus and university policies as well as all applicable local, state, and federal policies and laws, regardless of the campus scheduling authority or venue. Event organizers are responsible for knowing this information and ensuring their event upholds the policies and laws. Ƶ Boulder students, staff, faculty and departments who sponsor or host events and/or activities for third-party entities also must follow the campus’ event policy and related guidance. Event organizers are expected to follow the event management process, provide accurate information, and meet requirements set for their event; failure to do so may result in the event being canceled. The campus is committed to working with event organizers to help them follow the process.

We know events offer opportunities for learning, engagement, interaction, and fun. The policy and guidance are designed to support campus departments and event organizers with early, proactive planning; collaboration with campus partners; and hosting a safe and meaningful experience for members of the university community.

Reminder about Conduct

  1. Event organizers are responsible for the actions and behavior of all guests, including members of other groups or organizations participating in the event.
  2. Student attendees or participants, even if they are not directly affiliated with the organizers, may be held accountable for violations of campus policy, as individual students or student organizations as appropriate.
  3. Staff and faculty may be held accountable for violations of campus policy

II. Implementation Requirements

Event organizers who wish to reserve space on campus for their event must have a confirmed space reservation in the Event Management System (EMS) or in the venue’s reservation system if the venue has not yet moved to EMS. All reservations are tentative until an event meets all approvals and secures all required resources to support the event.

For some events, the event organizer must work with the venue scheduler to submit the campus’ Event Management Form (EMF) and any additional documents for review by university health, safety, and facilities managers. The EMF is used to document details of an event and any additional requirements to support a safe, successful event on campus. The EMF shall be used as required by the Events and Activities Policy (/compliance/policies/events-and-activities-policy) and as outlined:

  1. When required, EMFs must be submitted at least 30 days before an event. Early submission of EMFs is strongly encouraged.
  2. The EMF is required for events with minors, VIPs, non-affiliates (independent of talent), invited media, attendance of 200 or more people in an indoor venue, and outdoor events. EMFs must be approved prior to the event occurring.
    1. All events not meeting this threshold should follow the venue reservation process.
  3. EMFs must contain accurate, complete information. If event details change or if some details are not confirmed at the time of the EMF submission, the event organizer is responsible for emailing the EMF Reviewers with timely updates. Failure to do so may result in the cancellation of the event.
  4. Any event with an EMF that is found to have inaccurate or misrepresentation of information is at risk of being canceled.
  5. The event host is responsible for securing all required resources for the event, as outlined in the EMF, at least 10 days prior to the event and communicating that these resources have been secured and confirmed to the venue scheduler. Failure to secure and confirm all required resources for an event at least 10 days prior to the event may result in the cancellation of the event.
  6. Once an EMF is reviewed and approved, if event details change the event organizer remains responsible for updating the venue scheduler and EMF reviewers in a timely manner. Changes to event details may require subsequent approvals and/or additional resources the event organizer will be responsible for securing in a timely manner.
    1. At this time, the EMF submission cannot be updated once it has been submitted.
  7. Event hosts planning events that involve more complex logistics are strongly encouraged to submit the EMF at least 90 days prior to the event.
  8. Events that may require additional support or resources, such as security staffing, lighting, fencing, etc. are strongly encouraged to work with the venue scheduler and campus partners early to determine what will be required.
  9. University health, safety, and facilities managers (also known as EMF Reviewers) consist of select campus departments and their representatives who serve to ensure the health and safety of the campus community and security of Ƶ Boulder’s property. The entities reviewing the EMF can vary depending on the areas of impact to campus, details of the event, and services or resources required.

The following departments and/or units listed below are representative of stakeholders across campus who will review the submitted EMF.

  1. Ƶ-affiliate reserving space on campus (also known as the venue scheduler)
  2. Event and Emergency Management Division, Ƶ Boulder Police Department
  3. Risk Management
  4. Ƶ Boulder Fire and Life Safety
  5. Environmental Health and Safety and Facilities Management (Waste & Recycling)
  6. Parking Services

Additional reviewers and approvers may be required dependent on the nature of the event and impact:

  1. Center for Student Involvement (for Recognized Student Organization and Recognized Social Greek Organization events)
  2. Facilities Management Outdoor (for Outdoor Events)
  3. Significant Event Team (for events with greater campus impacts)
  4. Student Affairs (for housing and/or dining impacts)
  5. Recreational Activities (for Rec Services facilities impacts)
  6. Space Utilization (Provost Office, Academic impacts)

Given the location and/or details of an event, some events will require a site walk with the event host, venue manager/scheduler and appropriate campus partners.

Reminder: Conduct at Events

  1. Event organizers are responsible for the actions and behavior of all guests, including members of other groups or organizations participating in the event who may not be affiliated with the university.
  2. Student attendees or participants, even if they are not directly affiliated with the organizers, may be held accountable for violations of campus policy, as individual students or student organizations, including the Student Code of Conduct.
  3. Staff and faculty may be held accountable for violations of campus policy

III. Access and Contacts

Access to campus facilities will vary throughout the year and by facility or venue. Ƶ Boulder maintains alist of frequently used venues and spacesacross campus that can be a resource for discovering where to host your activity or event. Below is general guidance for academic buildings, athletics venues, and outdoor locations.

  1. Academic Buildings (not including research facilities)
    1. In general, reservations for activities and events in academic facilities are coordinated through the Ƶ Events Planning & Catering (EP&C) office. In general, reservations for these spaces become available about 3 weeks after the start of each semester.
    2. Ƶ Boulder buildings may have different public building or access hours and, as the event host, you are responsible for understanding the building hours for the facilities and rooms you are using for your event. If your event or activity occurs outside of public access hours, you will need to complete the Event Management Form (EMF) to ensure the building is unlocked and staffed appropriately for your event.
    3. Campus Building Access:/fm/campus-building-access
  2. Athletics
    1. Activities and events in Athletics facilities are reserved and coordinated by the Athletics staff. All campus policies apply.
      1. To contact Athletics, visit theand search (ctrl+f) for “Facility Scheduling.
    2. Levy is the sole caterer for all activities and events within the Athletics footprint.
  3. Outdoor Locations (fields, plazas)
    1. Reservations for activities and events occurring in outdoor locations should start with the Ƶ Events Planning & Catering office. Exceptions include the following:
      1. Athletics coordinates reservations for activities and events on any Athletics-operated field or plaza. Any Athletics field or plaza will go through the Athletics office. To contact Athletics, visit theand search (ctrl+f) for “Facility Scheduling.
      2. Recreation Servicescoordinates reservations for activities and events in the following spaces: Business Field, Challenge Course, Farrand Field, Kittredge Field, Lower Rec Fields, Sewall Field, and Williams Village Fields.

IV. Common Policies and Terms

As an event host, you are responsible for knowing and following theƵ Boulder Event and Activity Policyand the relatedEvent and Activities Approval Guidanceas well as all applicable policies. Below is a list of some applicable policies and terms you may encounter as you plan an event.

  1. Alcohol Service on Campus Policy:/compliance/policies/alcohol-service-campus
  2. Campus Partners: For the purposes of this policy and guidance, “campus partner” refers to campus departments that schedule space and/or review the Event Management Form (EMF). Examples include but are not limited to Athletics, Ƶ Boulder Fire and Life Safety, Ƶ Conference Services, Ƶ EP&C, ƵPD, Environmental Health and Safety, Facilities Management, and Risk Management
  3. Campus Policies: Safety /compliance/policies
  4. Campus Use of University Facilities (ƵUF) Policy:/compliance/policies/campus-use-university-facilities
  5. Child Protection Policy:/compliance/policies/child-protection-policy
  6. Ƶ Affiliate Reserving Space: Individual or department who schedules or reserves space in a facility or building; also known as a venue scheduler
  7. Ƶ Sponsored Events refers to use of Ƶ funds or physical spaces in relation to an event. In many circumstances, event organizers/hosts (such as Ƶ Boulder Recognized Student Organizations or Social Greek Organizations) are separate entities from the University; their activities, events and operations are not classified as official University business and they do not represent or speak on behalf of the University. For the purposes of this policy, the term Ƶ Sponsored Events does not constitute endorsement by the University of the event organizer/host’s purpose, mission or principles, and it does not constitute University assumption of responsibility or liability (fiscal or otherwise) by the University for the group’s message or activities.
  8. Event and/or Activity Host: The host is the individual or group requesting the event, space, etc. Some venues may use other terms for “host”, such as client, customer, and requester; also known as the event organizer
  9. EMF / Event Management Form: Also known as the campus approved event management form or EMF; online form the event and/or activity host must complete in coordination with their venue scheduler/Ƶ-affiliate reserving the space. The EMF is reviewed by campus stakeholders who review the submitted information and set parameters and requirements related to the approval of the event.
  10. EMF Reviewers: University health, safety, and facilities managers consist of select campus departments and their representatives who serve to ensure the health and safety of the campus community and security of Ƶ Boulder’s property.
  11. Public Health Guidance and Resources
    1. /health/health-promotion/public-health/guidance
    2. /covid-19
  12. SAFE / Event Review Committee: The Event Review Committee (formerly known as a SAFE) is composed of selected constituents across the campus community who work collaboratively to ensure events on campus provide a secure and safe environment.
    1. Event Review Committee is co-chaired by the Assistant Director of Ƶ Events Planning & Catering (Ƶ EP&C/EP&C) and the Event Security Manager (in ƵPD).
  13. Site Walk: EMF Reviewers may request a site walk before approving an EMF. Site walk requests will be submitted to the venue scheduler within 5 business days of receiving an EMF and the venue scheduler is responsible for scheduling the site walk as soon as possible. Venue schedulers also may proactively schedule a site walk with the event organizer and EMF Reviewers when they anticipate a site walk may be beneficial. The event organizer is responsible for attending the site walk and taking note of all questions and expectations and then following up with the venue scheduler and EMF Reviewers with the necessary or requested information. Site walks are intended to take the place of many Event Review Committee Meetings.
  14. Weapons Waiver:/police/crime-prevention/weapons-campus
  15. VIPs: A person(s) of influence, prestige, or a high-ranking official; a person who brings their own security and/or requires security while at an event or activity.
  16. Zero Waste and Materials Management Policy:/ecenter/sites/default/files/attached-files/cusg_zw_bill_72lcb15_-zero_waste.pdf
  17. Recognized Student Organizations (RSOs) and Recognized Social Greek Organizations (RSGOs): are student organizations officially recognized by campus. RSOs and RSGOs must complete a certain set of requirements each fiscal year, primarily including attending training and completing a set of forms. RSOs and RSGOs, when in good standing, are able to reserve space on campus, utilize University marketing spaces, and request funding from student fee sources. Organizations who are not RSOs or RSGOs are treated as non-affiliate, third parties by the University.
  18. RSOs and RSGOs are recognized as legal third parties by the institution and are not covered by University liability insurance or legal counsel. In some cases, RSOs and RSGOs may be asked to acquire one-time event insurance from a third party vendor depending upon the nature of the event.

V. Event and Activity Management Process

The below information details in chronological order event and activity management processes, and the responsibilities for the event and/or activity host (event organizer); event planner; university health, safety, and facilities managers (EMF Reviewers); and Ƶ-affiliates reserving space (venue scheduler). Event and/or activity hosts are encouraged to start the event planning process early, including working with the venue planner and with campus partners, such as the EMF Reviewers.

  1. The event organizer shall coordinate with the venue scheduler (Event planner) to create a tentative reservation for the event and/or activity within the Event Management System (EMS) reservation program.
  2. The venue scheduler will send theEMFto the event organizer, if required, and advise if any additional documents are required.
    1. The EMF is required for events with minors, VIPs, non-affiliates (independent of talent), invited media, attendance of 200 or more people in an indoor venue, and outdoor events. EMFs must be approved prior to the event occurring.
    2. This shall be done electronically via DocuSign.
  3. The event organizer will complete the EMF in its entirety and any additional required documentation.
    1. If the event organizer has any questions regarding the EMF, they shall connect with the venue scheduler to complete the form in a timely manner.
  4. EMF Reviewers will have5 business daysfrom the date the EMF was submitted to submit their comments, required modifications, or request for a site walk or Event Review Committee meeting.
    1. Additional discussions may be required with the event organizer before the EMF is approved/denied.
    2. The event organizer may be required to attend a site walk or Event Review Committee meeting if the event has larger campus impacts and/or if there are concerns or questions from the EMF Reviewers.
  5. If the event is approved, or approved with conditions, the event organizer will receive a copy of the completed EMF with comments or modifications from EMF Reviewers. The approval or approved with conditions EMF will come from the Event Review Committee Co-Chairs.
    1. It is the responsibility of the event organizer to keep a copy of the completed EMF on site for the duration of the event.
    2. The venue scheduler will attach the approved or approved with conditions EMF with signatures to the space reservation system (EMS) for the event.
  6. The event organizer is responsible for securing all required resources for the event, as outlined in the EMF, at least 10 days prior to the event and communicating that these resources have been secured and confirmed to the venue scheduler. Failure to secure and confirm all required resources for an event at least 10 days prior to the event may result in the cancellation of the event.
  7. Depending on the nature of the event, EMF Reviewers must provide an estimate of internal services to the event organizer prior to the event and/or activity taking place.
  8. In the instance the event is denied, refer to the appeal process located below.

Scheduling and Reservations

Many departments use the Event Management System (EMS) platform to schedule or reserve space. EMS is a software used by Ƶ Boulder as the primary scheduling platform to schedule spaces, events, and activities. Campus continues to support a central scheduling system for activities and events

Departments not yet using EMS, should contact the EMS Manager atAmanda.R.Taylor@Colorado.EDUto add spaces from your department and receive training about how to schedule space using EMS.

To start a reservation, a Ƶ Boulder student, staff, or faculty member can contact the office that oversees the space orto see if the space is available. For assistance with event planning at Ƶ Boulder, event hosts should contact the facility or venue where they wish to host their event. For those who are unsure about where to start, reach out to theƵ Events Planning & Catering staff.

Students working on an event with a student organization are encouraged to connect with theCenter for Student InvolvementorFraternity and Sorority Life. The CSI and FSL staff can share key information about the process, payment options, and more to help host a successful event.

VI. Appeal Process

  1. In the instance an event and/or activity is denied, the Event Review Committee co-chair(s), will provide a written explanation for the decision within5 business daysof reviewing information provided by the venue scheduler(s) and EMF Reviewers. The Event Review Committee co-chair(s) will also inform the Provost and COO of the decision.
  2. If the event organizer is dissatisfied with the denial decision, they shall provide a written appeal to the University official identified in the denial letter, copying the Event Review Committee co-chair(s), within10 business daysof the denial being sent. The University official will issue a final decision within10 business daysof receiving the appeal.

VII. Resources

  1. Alcohol
    1. /compliance/policies/alcohol-service-campus
    2. Events and activities with alcohol must follow the Alcohol Service on Campus policy. Any event where alcohol is being served must be scheduled by a Ƶ Event Coordinator (or venue scheduler) as provided in this policy using theEvent with Alcohol Authorization Form.
      1. This includes events scheduled in Special Use Facilities as defined in the Ƶ Use of University Facilities Policy.
  2. Audio-Visual and Event Set-Up
    1. Each venue will have its own policies regarding audio-visual (AV) and other set-up logistics (tables, chairs, tents, security, access, etc.). As the event host, you will need to follow the venue policies and requirements.
    2. If you need to bring in an outside or third-party vendor, you will need to work with your department’s procurement liaison to ensure you are following applicable policies and payment rules.
      1. If you are a student organization, you are encouraged to work with theCenter for Student InvolvementorFraternity and Sorority Lifewhen procuring outside or third-party vendors for your event.
  3. Catering
    1. Athletics has an exclusive contract with Levy for catering in all Athletics venues. Catering requests can be made in Athletics venues throughSarah.Shepherd@Levyrestaurants.com
    2. Ƶ Events Planning & Cateringcoordinates catering for many locations throughout Ƶ Boulder. The following locations require that all catering are ordered through Ƶ EP&C:
      1. Center for Community
      2. University Memorial Center
      3. Village Center
      4. All Housing facilities
  4. Ƶ Events Planning & Catering
    1. /eventsplanning/
    2. Ƶ Events Planning & Catering (Ƶ EP&C) office schedules space throughout campus, including the use of space in academic buildings when they are not used for classes (“non-academic scheduling”). Ƶ EP&C also assists with event organizers place catering orders, submit EMFs, and resolve questions about event planning at Ƶ Boulder.
    3. For spaces or venues that are not scheduled by Ƶ EP&C, event organizers are encouraged to review thePlan an Eventcontact list.
  5. Ƶ Police Department
    1. /police/who-we-are/divisions/event-security-emergency-management
    2. The University of Colorado Police Department’s (ƵPD) Events and Emergency Management division provides support for campus events. Support can range from access (unlocking buildings/rooms), assessment for event security requirements, staffing (at an hourly rate), and emergency response planning.
  6. Event Management Form (EMF)
    1. /umc/campus-event-management-form
    2. The Event Management Form (EMF) is required for events and activities that meet the criteria in theEvents and Activities Approval Guidance. The document must be completed and fully approved at least 30 days prior to an event or activity. There is one EMF used for events and activities on campus – whether they are student, staff, faculty, athletic, or guest-hosted events and activities.
    3. Prior to completing the EMF, you are encouraged to review ablank version of the EMF. You need to include as much detail as possible to the form before submitting; you will have the option to attach documents, such as maps of the event layout, to the form.
    4. If event details change, the event organizer is responsible for emailing the EMF Reviewers in a timely manner to share the updates. Any changes to the event details may require additional approval and/or required resources. Failure to communicate event detail changes and updates in a timely manner may result in the cancellation of the event. (At this time, the EMF submission cannot be updated once it has been submitted.)
  7. Event Management Service (EMS)
    1. Commonly known as EMS, this software is the scheduling or reservation software used throughout campus for event and activity scheduling. (The Registrar’s office uses a different software to schedule classes and related academic activities such as labs; the Registrar and Ƶ EP&C work closely to ensure academic spaces are prioritized for academic needs.)
  8. Utility Locates
    1. If you are hosting an outdoor event on softscape (i.e., grass fields) and if your event includes penetrating the ground with stakes, t-posts, structures (i.e., tents), signs, or similar items, you may be required to get Utility Locates. Utility Locates are required by State Law in Colorado.
    2. Not all outdoor venues can have tents or other structures which require staking and some outdoor venues may require other methods for securing structures (ex. water barrels, sand bags, cement blocks).
    3. Ƶ Boulder’s Environmental Health & Safety office provides this guide to help you with the process.

Utility Locate Guide

Are you or your vendor penetrating the ground with stakes, t-posts, structures, signs, etc.? IfYESthen Utility Locates are required by State Law.

  1. Call 811 or 1-800-922-1987 or visit the website atto request a utility locate5 business days prior to event date.
  2. Be prepared to provide detailed information.
    1. Individual/Company name
    2. Primary phone number
    3. Primary email address
    4. Caller mailing address
    5. Alternate contact with phone number/email address
    6. Work to be Completed For: This is the individual or company name that locate is being done for.
    7. County/City of work site: For Campus it is Boulder County, City of Boulder, CO.
    8. Address/Street- All buildings and most large fields on campus have addresses. Addresses can be accessed here:/space-optimization/resources/reports/master-building-list-mabl
    9. Nearest Intersecting Street and/or intersection if address is not available. And distance and direction to work site from said intersection.
    10. Specific detailed instructions to mark the site.
  3. You can pre-mark specific areas to be located with white marking flags.
  4. Once utilities have been marked, the requestor should receive a confirmation ticket email from all responding utility owners that locates are complete.
  5. If locates are not complete, youshould notproceed with ground penetrating activities. Contact 811.

  1. Insurance and Waivers
    2. Events may need participant waivers, TULIP policies, Certificate of Insurance (COIs) for non-affiliated vendors, or other documents before the event can take place. All documents must be on file with Risk Management and/or approved by Risk Management at least 10 business days prior to the event.
    3. Event organizers are encouraged to reach out towith any questions about these or other related items. Thecontains helpful information and contact information for their staff.
  2. Parking
    1. /pts/event-parking
    2. If your event is bringing guests to campus who will need parking, as the event host you are responsible for coordinating parking arrangements, permits, and payment with Parking.
    3. In addition to the Parking website, event organizers can emailParkingwith questions.
  3. Registered Student Greek Organizations (RSGOs) and Registered Student Organizations (RSOs)
    1. Students who are planning an event or activity through their RSGO or RSO are encouraged to work with the below campus offices on event planning, funding, and other requirements.
      1. RSGOs: Fraternity and Sorority Life (FSL):/greeks/
      2. RSOs: Center for Student Life (CSI):/involvement/
  4. Event Review Committee
    1. The Event Review Committee is composed of selected constituents across the campus community who work collaboratively to ensure all events/activities on campus provide a secure and safe environment. If you have questions about the event review process, please emailcueventsplanning@colorado.edu
  5. Third-Party Vendors
    1. Ƶ Boulder may require a client to secure third-party resources for their event, including but not limited to barriers/fencing, lighting, portable toilets, tents, chairs, ticketing system or process, and security. Procuring these resources typically requires that event hosts work with their campus department’s procurement team and/or Center for Student Involvement office to ensure procurement processes are followed.
    2. In addition, as the client or event host, you and your department are responsible for securing the required resources within any deadlines and for payment of all services. You also are responsible for coordinating delivery, oversight, and pick-up of all services.
    3. Be sure to thoroughly read all feedback on your EMF and from your venue host to be sure you are meeting expectations. If you have any questions, reach out to EMF reviewer and your venue host early.
    4. Below are are few Ƶ Procurement resource that may be helpful:
      1. Ƶ Procurement Services Commodity Listing
      2. Event Equipment (tents, chairs, staging, etc.)
        1. The Ƶ System’s Procurement Service Center has resources for procuring these items:
      3. Event Ticketing
      4. Event Logistics and Security (barriers/fencing, lighting, security staff, etc.)
        1. Event organizers are encouraged to reach out to ƵPD for guidance about the process to procure these vendors. Student organizations should reach out to the Center for Student Involvement (CSI), for guidance about the process to procure these vendors.
  6. Zero Waste Events
    1. Zero waste events decrease the amount of waste from an event or divert waste from landfills for recycling or composting. While all event organizers are strongly encouraged to host Zero Waste events, applicants should note thatall student-fee funded venues are requiredto be both Zero Waste, and single-use plastic-free, per legislation passed by Ƶ Student Government.
    2. Ƶ Boulder has two departments that can provide guidance or staffing for zero waste events:
      1. Event under 500 people: ContactRecycling
      2. Events of 500 or greater: Contact theEnvironmental Center
  7. Venues
    1. Just link to this page (once we verify the information)?:/events/plan
    2. Academic Buildings:/eventsplanning/
    3. Athletics’ venues, including catering: Sarah ShepardSarah.Shepherd@Levyrestaurants.com
    4. Center for Community
      1. Abrahams Lounge: CISC
      2. Flatirons Room:/eventsplanning/
      3. Tree House Room: CDS
    5. Conferences:/conferenceservices/
    6. Fiske Planetarium:/fiske/rent-fiske
    7. Libraries:
      1. Center for British and Irish Studies Room:George.Karpoff@colorado.edu
    8. Macky Auditorium:/macky/rent-macky
    9. Recreation Services/Center:/recreation/facilities/facility-rentals
    10. SEEC:(scroll to “SEEC Room Reservations”)
    11. University Memorial Center:/eventsplanning/
    12. Village Center:/conferenceservices/