| |
|
|
|
Step
1 - Self-Management
Step 2 - Choosing a Room
Step 3 - What Services Will You Need?
- Other Items
Step
1: Self-Management
- Staff and faculty now have a choice when setting up a meeting
or event:
self-management or professional event-planning services. If
a department elects to self-manage an event, this guide is intended
to help event organizers. If a department desires help in planning
an event, there will be a minimum charge of $200 per meeting
or event for professional event management services. For this
service, please call x14333.
|
|
For extracurricular student-only events, student groups must call
the Driscoll Center Information office at x14232 for coordination and
reservations.
All University-sponsored summer and winter break conferences will be coordinated
and managed by Intellectual Property and Events (IPE). Please contact
IPE at 303-871-4333 (x14333) to set up a conference.
- All University meetings and events must reflect the University mission.·
- For liability reasons, all University meetings and events must be
sponsored by an officially recognized DU department or organization,
and be coordinated and hosted by assigned DU departmental representative.
A University representative must be present at each University sponsored
event.
All reservation, service requests and contacts must be made by a University
of Denver faculty or staff member responsible for the meeting or event,
and must be made at least five (5) business days before the meeting or
event. Service providers will conduct all necessary recharges. All
non-DU sponsored event requests must be made to Meeting and Events Services
at x14333.
back to top
Step 2: Choosing a Room
- How many people will be attending? This is a key question,
because rooms have varying seating capacities, so know your group size
in order to choose your space wisely.
- Room Choices: Generally, there are three types of spaces
available – (1) those in your own building, (2) those in buildings
occupied by other departments and (3) Common areas. Visit the Room
Capacities/Availability page for a list of rooms available on campus,
their seating capacities and who to contact to book them. Departmentally
controlled and scheduled space must still be scheduled through the appropriate
department contact.
- Reserve enough time: Remember to reserve enough time to include
set-up before and clean-up after the event. Depending on the number
in your group, it might take up to an hour or more both to set-up and
clean-up the room. Talk with your caterer or facilities set-up about
this requirement. See Sodexho Catering’s
guidelines which includes time requirements for setup and breakdown.
- Audio-visual needs: Audio-visual and network capabilities
will make a huge difference in room selection. Contact Multimedia
Services at x13595 with questions.
- Cleanup: Meeting organizers are responsible for seeing that
the room is cleaned, unless you know the room will not require clean-up
services. If the room needs cleaning, contact facilities by fax at x14818.
(Click on this for a form.) The charge for cleaning is a minimum of
$27.58 for one hour of service. This is important because there will be
meetings in the rooms after your's, and it’s important that the
room is ready for the next meeting. If arrangements for cleanup have
not been made and the room is not clean following your event, a minimum
$150 cleaning fee will be charged to your budget number.
back to top
Step 3: What services will you need?
- Catering: Sodexho, DU’s campus food
service provider, will take all food catering orders. To discuss the
menu, order and special food set-up needs, please call x17451. Please
be aware that Sodexho is the exclusive catering provider in the Driscoll
Center and the Ritchie Center. Sodexho will process your order, send
a confirmation and charge the appropriate fund or organization number.
Sodexho Catering
Guide: http://www.du.edu/foodservice/catering.html
- Audio-visual services: Multimedia Services will provide audio-visual
and computer service support to DU internal clients for meetings and
events. You can contact MMS at x13595 or at visit the Multimedia
Services site.
- Room set-up: All requests must include a
fund or an organization number for recharge purposes or a request will
not be processed. Facilities Management will set up rooms upon request
and for a fee (excluding Driscoll, Ritchie Center and Buchtel Bungalow).
See diagrams to choose a set-up. Fill out
and fax the Facilities Management
Room Set-up and Takedown Request form to order set-up services.
- For indoor set-ups, please fax request to x14818. For questions,
please call x14819. For outdoor set-ups fax request to x14100. For
questions call x13144. In the DuPont Room, facilities has the sole
authorization to change set-up.
- All requests must include a fund or organization number
for recharge purposes or a request will not be processed. Please make
sure that your set-up will fit the size of the room. Please note when
a room is available for set-up, when set-up needs to be ready, when
takedown can start and needs to conclude.
- All written requests must be made at least five (5) business
days in advance of the event or the rates will double.
- Cost for indoor & outdoor set-ups will be: $27.58/hr with a minimum
of a two-hour fee. This is for events that occur during normal business
hours, which is defined as 7am-5 pm Monday - Friday. All events that
occur outside of these hours will be charged at the rate of $41.37/hr
at a two-hour minimum. Most small and medium-sized gatherings can
be handled within the two-hour period.
- Tables and chairs can be rented from facilities at a cost of $6.50
per table and $.90/chair. Available are 8-foot rectangular tables
and a few 6-foot tables. Chairs are metal folding without padding.
Tabletops are best covered with tablecloths (not provided).
back to top
Other Items:
Alcohol/Liquor Liability
- There are two methods by which alcohol can be served on campus. If
the
event uses Sodexho, the event sponsor must purchase the liquor. If the
event
uses Phipps catering and the event sponsor is a University entity, then
Phipps can provide the service to the event. However, Sodexho is the
only
provider of alcohol in the Ritchie Center, and the client must purchase
the
alcohol and Sodexho must serve it in the Driscoll Center.
back to top
Third-Party Activities/Insurance Requirements
- All "internally" sponsored events for third party activities must provide
proof of insurance in the minimum amounts of $1,000,000 per occurrence to
$2,000,000 aggregate with the University of Denver listed as additional
insured with respect to the date of the event. Original certifications
must be faxed to the Office of Risk Management x14455 at least 48 business
hours before the event. If insurance is not readily available, the user may
purchase TULIP (Tenant User Liability Insurance Policy) through Risk
Management. Risk Management can be contacted at x12354.
back to top
Emergencies
- University of Denver Campus Safety must be notified of any emergencies that
occur during events, including injuries, illnesses, fire, or power outages.
Campus Safetys emergency phone number is x13000.
back to top
Copyright © 2002
University of Denver, 2199 S. University Blvd., Denver, Colorado 80208
(303) 871-2000 All rights reserved.
|
