The Events and Activities Policy can be located at https://www.colorado.edu/policies/events-and-activities-policy.
The policy is set to achieve the goal of providing safe and meaningful experiences for members of the university community and ensure guidance is communicated to support event and activity management processes.
Campus Event and Activity Operational Priorities
- Implementation requirements for events and activities to ensure the campus community understands and adheres to event and activity approval processes.
- Establishment of approved procedures and practices to permit continuity of operations and consistency of event and activity request processes.
- Provide consistency and equity in event and activity approval processes.
- Integration of Event Management System (EMS) utilization campus wide for space reservations.
- Uniform processes which account for life safety of affiliates and those visiting campus.
Common Policies and Terms
- Alcohol Service on Campus Policy: https://www.colorado.edu/policies/alcohol-service-campus
- 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, CU Boulder Fire and Life Safety, CU Conference Services, CU EP&C, CUPD, Environmental Health and Safety, Facilities Management, and Risk Management
- Campus Policies: Safety https://www.colorado.edu/policies/safety
- Campus Use of University Facilities (CUUF) Policy: https://www.colorado.edu/policies/campus-use-university-facilities
- Child Protection Policy: https://www.colorado.edu/policies/child-protection-policy
- CU Affiliate Reserving Space: Individual or department who schedules or reserves space in a facility or building; also known as an venue scheduler
- 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.
- Event Management Form: Also known as the campus approved/endorsed event management form or EMF; online form the event and/or activity host
- Public Health Guidance and Resources
- SAFE: The SAFE 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. https://www.colorado.edu/involvement/organizations/safe
- Weapons Waiver: https://www.colorado.edu/police/crime-prevention/weapons-campus
- VIPs: A person(s) of influence, prestige, or a high official; a person who brings their own security and/or requires security while at an event or activity.
Anyone reserving space(s) on campus may be required to submit the EMF and any additional documents for review by university health, safety, and facilities managers and/or a reservation in the Events Management System (EMS). The campus approved/endorsed event management form (EMF) shall be used as required by the Events and Activities Policy (https://www.colorado.edu/policies/events-and-activities-policy) and as outlined:
- When required, EMFs must be submitted at least 10 business days before an event. Early submission of EMFs is strongly encouraged.
- The EMF is required for events with minors, VIPs, non-affiliates (independent of talent) and/or invited media, events in indoor spaces with capacities of 150 or greater, outdoor events, and as required by the venue. EMFs must be approved prior to the event occurring.
- Event and/or activity hosts must confirm all required resources for an event or activity at least 10 business days prior to the event.
Events that may require additional support or resources, such as security staffing, lighting, fencing, etc., are strongly encouraged to work with CU-affiliates reserving space and campus partners early to determine what will be required.
The EMF and any additional documents encompass essential information needed for university health, safety, and facilities managers, or their designee(s) to determine campus academic impacts, student health and wellness needs, research implications and furtherance of the university’s mission.
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 CU Boulder’s property.
University health, safety, and facilities managers reviewing the submitted EMF will vary depending on the areas of impact to campus, details of the event, and services required.
The following departments and/or units listed below are representative of stakeholders across campus who will review the submitted EMF. They are:
- CU-affiliate reserving space on campus
- Event and Emergency Management Division, CU Boulder Police Department
- Risk Management
- CU Boulder Fire and Life Safety
- Environmental Health and Safety
Additional reviewers and approvers may be required dependent on the nature of the event and/or activity and impact:
- Center for Student Involvement (for Recognized Student Organization and Recognized Social Greek Organization events ONLY)
- Facilities Management Outdoor (for Outdoor Events ONLY)
- Significant Event Team (for events/activities with greater campus impacts ONLY)
- Campus Alcohol Agent (for events with alcohol ONLY)
- Student Affairs (for HDS impacts ONLY)
- Recreational Activities (for REC impacts ONLY)
- Space Utilization (Provost Office, Academic impacts ONLY)
Departments which receive confirmation of the event and/or activity, but have the ability to provide feedback for adjustments before the event and/or activity is approved:
- CU Events Planning & Catering
- Facilities Management Operations Control Center
- Notification to Waste & Recycling, Operations Environmental Services, Project Managers, Access Services, etc.
- Parking Services
Educational, Research, Scholarship, Creative Work, and Work Activities
In general, departmental seminars and meetings, creative performances, and gatherings intended for only CU participants will not trigger an EMF. Some activities occurring on campus, or off campus, in support of the university mission, may differ from the same event approval management processes and requirements. These activities are:
Educational Activities: Classes, labs, recitals, performances, and other educational programs that are required by academic units in furtherance of degree or program completion. These activities may be exempt in some cases.
NOTE: All scholarship programming will fall under the umbrella of educational activities.
Research, Scholarship and Creative Activities: Daily activities in support of research, scholarship and creative activities as part of university mission.
CU research and creative departments can invite non-CU individuals to meet with them on campus as part of their work and learning. If the group of invited individuals is less than 10 and if after hours access is not needed, an EMF is not required.
NOTE: Research, scholarship, and creative work activities are defined as: Seminars, guest speakers, exhibitions, performances and large gatherings related to research or creative works. Creative works include performance art, dance, filmmaking, music, etc. as part of academic scholarship.
Work Activities: Any activities undertaken by persons in the course and scope of their University of Colorado Boulder employment.
Although Educational, Research and Work Activities may differ from events, there are times when an EMF is required.
- Conferences, workshops, and performances open to non-CU individuals will require an EMF.
- If the activity poses a life safety concern, larger academic impact, or impact to the greater campus, the activity may be required to follow the same event management and approval processes as CU Sponsored Events described in this document. The following departments will determine if an event or activity poses a greater safety or campus impact: CU Boulder Fire and Life Safety, Risk Management and CU Boulder Police Department.
Work, Educational and Research Activities are subject to other campus policies (i.e., weapons waivers, fire code, alcohol policies, public health orders) which may supersede the event approval process.
The reservation of Educational, Research and/or Work activities shall follow normal processes for space reservation and other departmental notifications (i.e. Facilities Management Waste notification, Parking Services notification).
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; university health, safety, and facilities managers; and CU-affiliates reserving space. Event and/or activity hosts are encouraged to start the event planning process early, including working with the CU-affiliate reserving space and with campus partners, such as those who may review the EMF.
- The event and/or activity host shall coordinate with the CU-affiliate reserving space to create a tentative reservation for the event and/or activity within the Event Management System (EMS) reservation program.
- The CU-affiliate reserving space will provide the event and/or activity host with the campus approved/endorsed event management form (EMF) to complete, if required, and advise if any additional documents are required.
- Campus Approved Event Management Form | University Memorial Center | University of Colorado Boulder
- This shall be done electronically via DocuSign
- The event and/or activity host will complete the EMF in its entirety and any additional required documentation.
- If the event and/or activity host has any questions regarding the EMF, they shall connect with the CU-affiliate reserving space to complete the form in a timely manner.
- If your event meets any of these criteria you must submit your EMF at least 10 business days prior to the event and/or activity: events with minors, VIPs, non-affiliates (independent of talent) and/or invited media, events in indoor spaces with capacities of 150 or greater, outdoor events, and as required by the venue. Your EMF must be approved prior to your event and all resources must be confirmed at least 10 business days prior to your event.
- The CU-affiliate reserving space may determine additional campus committees/departments (i.e. Risk Management, Fire & Life Safety and CUPD/EEM) that shall be notified before the EMF is completed.
- Some events and/or activities may require additional campus and/or external/third-party resources, such as third party security providers, additional lighting, etc. In these cases early discussions with campus partners are strongly encouraged.
- All required resources must be confirmed 10 business days prior to the event by the event and/or activity host.
- University health, safety, and facilities managers will have 3 business days from the date the EMF was completed by the event and/or activity host to submit their decisions, required modifications, or request for meetings.
- Additional discussions may be required with the event and/or activity host before the university health, safety or facilities manager approves/denies the event.
- The event and/or activity host may be required to attend a SAFE committee meeting if the event/activity has larger campus impacts and/or if there are concerns or questions from the EMF reviewers.
- If the event or activity is approved, or approved with conditions, the event and/or activity host will receive a copy of the completed EMF with all university health, safety, and facilities managers’ signatures.
- It is the responsibility of the event and/or activity host to keep a copy of the completed EMF on site for the duration of the event and/or activity.
- The CU-affiliate reserving space shall attach the EMF with signatures to the space reservation system (EMS) of the event and/or activity host.
- Depending on the nature of the event, individual university health, safety, and facilities managers must provide an estimate of services to the event and/or activity host prior to the event and/or activity taking place.
- In the instance the event and/or activity is denied, refer to the appeal process information located below.
Off-Campus Events and Activities
Event and/or activity hosts of off-campus events that use some type of University funding must follow all other relevant campus policies including Procurement and financial rules governing the use of university funds and resources. However, because these events take place off-campus, such events and/or activities are outside the purview of the approval process; event and/or activity hosts assume all responsibility, legal or otherwise, for hosting safe events and activities.
For events and/or activities which have an on-campus and off-campus component, the following departments reserve the right to require the event and/or activity to follow the event management and approval process: CU Boulder Fire and Life Safety, Risk Management and CU Boulder Police Department.
Recognized Student Organizations (RSO) And Recognized Social Greek Life Organizations (RSGO)
RSOs or RSGOs would not need a CU Boulder department to sponsor their event/activity in order for the RSO or RSGO to hold their event/program.
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 a 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.
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.
NOTE: CU Sponsored Events refers to use of CU funds or physical spaces in relation to an event. In many circumstances, event organizers/hosts (such as CU 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 CU 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.
SAFE Committee Review
The SAFE 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.
In the instance an event or activity has larger campus impacts or concerns, the event and/or activity host may be required to attend a SAFE Committee meeting to address these concerns and/or questions from the committee. The SAFE Committee Chair will schedule the meeting with the event organizer in a timely manner before the scheduled event/activity to permit adjustments as needed.
Events and/or activities pending a SAFE Committee review, may be required to complete additional risk mitigation plans and documentation, to ensure the safety and security of persons and property. Risk mitigation plans are not limited to public health specific safety measures, and may include requirements for broader safety planning.
- In the instance an event and/or activity is denied, the Director of Events and Emergency Management, within the CU Boulder Police Department, will provide a written explanation for the decision within 5 days of reviewing information provided by the scheduling authority, or university safety, health, or facilities managers, or other decision-makers (i.e University Officers, SAFE Committee, CU Boulder Life and Safety Officer, etc.).
- If a Responsible Party (event and/or activity host, department, etc.) is dissatisfied with the denial decision, they shall provide a written appeal to the Director of Events and Emergency Management within 10 days of the denial being sent.
- After evaluating the appeal and relevant information, the Director of Events and Emergency Management shall promptly issue a written decision.
Public Health Strategies
This information is for any students, staff and faculty members who will be providing in-person opportunities including classes, events, programs and other activities that involve gatherings of people (any size).
- Encourage students, staff, faculty and non-CU affiliates to stay home if they are feeling sick or have COVID-like symptoms.
- Recommend public health and illness prevention measures:
- Wear face coverings in small spaces, indoors and when gathering with large groups when physical distancing cannot be maintained.
- Wash your hands frequently. Practice good hygiene by washing your hands for at least 20 seconds or using hand sanitizer when soap and water aren't available.
- Cover your cough or sneeze with a tissue or use the inside of your elbow.
- Disinfect common surfaces frequently.
- Opt to have events, programs and gatherings outdoors when possible.
- Consider the flow for inside events or programs to align with public health guidance.
- Review and follow the Boulder County COVID-19 dial framework which includes local capacity restrictions and mask orders. All activities, events and gatherings that take place at CU Boulder must comply with state and local Public Health Orders and institutional policies.
- Do not create your own capacity restrictions for spaces, programs or events. Restrictions are set and in accordance with county and state guidance and are implemented by the Pandemic Response Office.
- Do not enforce stricter public health guidelines than what are currently in place. Updated information is available on the Boulder County COVID-19 dial framework.
- Do not create or require any COVID-19/public health liability agreements or similar documentation.
- Do not ask or encourage folks to share medical information including things like COVID-19 status, test results, Buff Pass, vaccine status, etc.
Revised Effective Date
October 5, 2021
March 1, 2021