Reservation requests submitted via EMS may be waitlisted until official approval as been received.
Please understand your meeting is not approved until you have received confirmation from Technology Support Services/ EMS.
If requesting funds from Student Senate, fill out senate request funds form.
Reserving spaces and not using them takes away from other organizations who may also want to use the same space, therefore organizations must provide notice of cancellation to Student Engagement Office at least 48 hours in advance. Once an event has been canceled it cannot be reinstated without rescheduling. Organizations must resubmit an event request and follow the proper protocol to host an event on campus.
Recognized student organizations may use university-owned meeting rooms without charge as long as the usage does not conflict with regular university business or activities. All use of space on campus must be coordinated through EMS scheduling system.See steps to set up an event above in the event planning process.
The university recognizes that supporting on- and off-campus activities enhances the academic and co-curricular learning environment. All activities, whether university-sponsored or not, may require additional scrutiny and review to minimize risk and to ensure that appropriate measures are taken to shift, reduce, or insure acceptable risks.
For more information on the following, click here.
Events with Alcohol
Special Event Insurance
Film, photo and video approval
Certifications of Insurance
General Waivers and Consent
Contact: LoriAnn Smith, Associate Director P:303-724-1127 / E: LoriAnn.Smith@cu.edu
The Office of University Counsel provides comprehensive legal services to university constituents at the Anschutz Medical Campus and Denver Campus to support their campus missions. The legal issues confronting the campuses are complex and diverse and are dictated by the dynamic environment of an academic health sciences center and an urban comprehensive undergraduate and graduate research university.For more information on the Office of University Counsel, please visit the University of Colorado System website.Main: (303) 724-8954
If you wish to rent equipment from the office of student engagement, please fill out theequipment request formlocated via our website. Any equipment that is damaged or lost will be replaced by the organization that haddamaged or lost it. The club representative will sign a contract when they pick up the supplies. The form must be completed 1 week in advance.
The organization hosting the event/activity is responsible for the behavior of any outside guests, including Alumni. Be mindful that most university buildings operate on a card-access system which will not allow persons to enter the building unless they are part of the CU Anschutz community. Therefore, a member from the organization is required to be stationed at the event/activity entrance to assist with admittance into the building for the event/activity. Groups may be required to pay for an arranged security detail in which CU Anschutz security officers are monitoring all event entrances.Request for security in the EMS reservation. All guests must leave campus facilities immediately upon the conclusion of the event.
Student organizations must abide by the following guidelines for food service and catering. Any violations of this policy may result in disciplinary action:
-Any catering request must be approved by your Responsible office via written approval.
-The food must be prepared at their location and brought to your event to be served at proper temperatures.
-Individually wrapped prepackaged food is allowed to be distributed at events.
-To protect the health and well-being of the students, employees and guests, no student may cook or prepare food for events. There are no exceptions to this policy.
To use a movie or other copyrighted material, you must obtain permission from the copyright owner to publicly show.
- Copyright infringement is a serious offense under the law, and is also the equivalent of stealing from a film distributor
-As you reserve the space on campus to watch the movie, facilitates can help you hang the movie screen.
-In EMS add the service of “room configuration” and in the notes add the support of hanging the movie screen in the space you are at. Be detailed.
- I have the movie screen, you will need to get the screen from me and coordinate with facilities to give them the screen to hang up. Email firstname.lastname@example.org.
-Facilities needs at least 4 days’ notice in EMS to hang the screen.
It is important for student organizations to meet with their Responsible Party if they are planning an event that will be hosted off-campus to ensure the organization is aware of relevant policies and recommended risk reductions practices. Organizations are expected to act in accordance with university policies and state laws when hosting events and activities off campus, regardless if they are formal or informal in nature.
Recognized Student Organizations that want to host a political debate, bring a political candidate to campus, or participate and/or host any political event are encouraged to work with the Office of StudentEngagement.University funds cannot support a political event.
Contracts are legal and binding agreements that outline a relationship between two parties with reference to an exchange of goods or services. A contract can be verbal or written, and they can be called different things, such as agreements, memorandums of understanding, terms and conditions, etc. so it is important to consider the following guidelines:
All contracts must be submitted to your Responsible Party for review and processing.
No student or advisor may sign a contract that binds the university. Signing a contract or entering an agreement that legally binds the University is a violation of the University’s Contract Policy. Anyone who signs a contract or enters into an agreement becomes legally liable for that agreement, including payment. If you have any questions concerning contracts, please contact your Responsible Party.
All contracts must be submitted thirty (30)days in advance of the required date. The more detailed the contract, the longer the process could take. Please plan ahead!
Contracts are required for all entertainment/services, whether or not they involve payment (i.e. bands, lecturers, DJ’s)