phone: (719) 255-3471 * Fax: (719) 255-3230 * Email: ucsched@uccs.edu

University Center Mission
The University Center is more than just a building. It creates an environment for learning that supports the mission of the campus. The “UC” is a safe and welcoming gathering place for the UCCS community.  Serving as the centralized location for campus events and information, the University Center provides a home for a variety of student-focused services and organizations, as well as eating establishments, meeting rooms, art spaces, and lounges.

Requesting a New Resevation
Submit online form to inquire about availability (http://www.uccs.edu/uc/uc-event-services-and-scheduling/schedule-an-event.html ).  Be sure your request is accurate, as setup and breakdown time is not automatically included, and room access will be prohibited outside of reservation start and end times. The Scheduling Coordinator for the University Center is responsible for coordinating the use of all areas and rooms assigned to the University Center; the University Center, the Lodge, and Breckenridge meeting rooms.   Departments and clubs are free to schedule up to one year in advance.   Facilities are reserved in the order in which requests are received; with consideration given to group size, the type of program and available space. Management reserves the right to assign, and if necessary, reassign facilities to assure the most efficient and appropriate use of the facilities.

Customer Responsabilities

1.   Groups or individuals sponsoring an event are responsible for the actions of all participants.  Willful violation or negligence of this understanding by the group or individual may result in the loss of scheduling privileges.

2.   University Center equipment (tables, chairs, AV, etc.) is a student fee funded purchase and is therefore restricted to use within the University.

3.   Any transportation of equipment to non-University Center buildings must be done by the Physical Plant.  This will need to be requested by the individual coordinating the event.

4.    A representative of the group must remain on site until the event is completed and all participants and/or outside; vendors or performers have left the premises.   Customers are responsible for removing all equipment, decorations, and other equipment at the conclusion of the event.  Otherwise clean up fees may apply.

5.   Only food & beverages ordered through the University’s food service contractor, Sodexo, may be served on campus.  Exceptions to the catering requirement need to be requested in advance of scheduling and must have approval from Executive Director of Auxiliary Marketing.

Holidays and Extended Hours
Events charging attendees requiring admission fee, requesting donations or hosting fund raising are subject to rental fees. The University Center will open early or, on days it is normally closed, close late for groups with a minimum size of 150 attendees. An hourly labor fee (2 hr. min.) applies for holidays or extended hour reservations. To confirm that your event date does not conflict with a religious holiday, please reference the following websites:

http://diversitynet.org/ or http://interfaithcalendar.org/

Areas to Reserve
The University Scheduling Coordinator for the University Center is responsible for coordinating the use of all areas and rooms assigned to the University Center office;

·         University Center- All rooms and Berger Hall (ballroom)

·         Gallogly Events Center (subject to athletic scheduling/has additional setup fees)

·         Upper Plaza

·         Breckenridge Meeting Rooms

·         Upper Lodge

·         Atrium area and Lounge spaces in the University Center

·         Public Safety Training Room

·         Tabling locations (library near Jazzman’s and outside of Berger Hall, four total tables)

·         Clyde’s (no extended hours), Approval authority, Campus Programming and Café 65 Committees (no private reservationsduring normal hours of operation)

·         GOCA 1420 and 121, Approving authority: Daisy McConnell

·         Heller Center, Approving authority: Suzanne McCauley

·         Library Apse (3rd floor), Approving authority: Teri Switzer

**University Center equipment (tables, chairs, AV, etc) is a student fee funded purchase and is therefore restricted to use in the University Center, the Lodge, and Breckenridge

Setup Requests

1.   New Requests. Please be sure to designate a single contact for coordinating event reservations, especially with planning committees.   We ask that all arrangements be submitted at least one week ahead of your scheduled event and no more than three (3) business days in advance.  Requests made after that timeframe are not guaranteed.  Any changes to the initial reservation must be authorized and confirmed by the University Center Scheduling Coordinator.

2.   Furniture. Room capacities are regulated by the fire code and cannot be exceeded for any reason.  Be sure to contact the UC Information desk for porter service; please do not move tables or chairs.

3.   Catering. Linens, table skirts and kitchen use are not provided and must be ordered with Sodexo.  The sale of food is not permitted at events.  It is the responsibility of the event sponsor to clean up and dispose of leftover food from the event.  Although trash services will be provided, indisposed items may result in additional clean-up charges.

4.   Storage.  At its discretion, the University may agree to store a limited number of boxes and materials delivered within twenty-four (24) hours prior to the program/event.  Due to space constraints, the University cannot store materials delivered more than 24 hours in advance.  The University accepts no responsibility for safeguarding these materials.

5.   Audio Visual. University Center Event Services Office does not provide laptops for meeting rooms.  Please be sure to inquire with the Audio Visual manager in regards to your event needs and our technical capabilities.  We do suggest a dedicated service technician for multi-function presentations.

6.   Sound Amplification. Approval will be granted for use of amplification equipment at events if there is a high probability that the planned event will not disrupt or disturb other University activities.  If noise complaints are received from the surrounding community, the University Police will have the authority to ask event sponsors to lower the sound level or if necessary terminate the event. 

Security
The University reserves the right at all times to control all licensed facilities and resources and to enforce all applicable laws, rules and regulations. Duly authorized representatives of the University may enter licensed premises for maintenance emergencies, safety concerns or if illegal activity is suspected.  Doors cannot be locked for any reason. Ask our planners about privacy screen for use at your event. The University will maintain the right to determine and require the appropriate event security for any event held on our premises.

Parking
No conferencing (off-campus) events during the day Monday 7am –Thursday 5pm.   Our hardest times when we have no parking is 9:30am-2:00pm so we aren't doing anything additional during those times.
Event Day
All groups shall obey all published University and University Center policies.  The items are strictly prohibited.

·         Smoking  or open flames in public buildings;

·         Possession of illegal, weapons or substances;

·         Cooking or preparing food of any kind; 

·         Engaging in disruptive, destructive or dangerous behavior; 

·         Storage of alcoholic beverages at the facilities;

·         Affixing anything to the ceilings, walls, floors, woodwork of the facilities including doors and windows (no tape or pins)

Other Items to note:

·     The University Center does not assume responsibility for damages or loss.  Any charges associated with a scheduled event may be subject to fees as needed to cover costs.

·     In compliance with fire code guidelines, please note that doorways, hallways, corridors, staircases and exits must not be blocked or obstructed for any reason. 

·     All decorating in these facilities or surrounding outside areas must be approved in advance by the Scheduling Office.

·     Any decorations used for an event must be removed by the sponsoring individual or group at the conclusion of the event.

·     Lighting structures may not be placed where the heat from the bulb might create a fire hazard; “special effects” equipment such as smoke, fog and fire machines are not permitted.

·     The University is not responsible for the loss of any materials or displays, gifts, favors or other items left in the facilities. 

Billing
Payment of invoices are due thirty (30) days from invoice date; failure to make payment on time may result in cancellation of all holds, tentative and confirmed reservations that at the University Center. Payment for services on your behalf will be billed appropriately.