Meetings & Events

You can download a basic summary of policies and procedures for external meetings and events on campus. Please note this does not include all policies and it does not replace the Event Rental Agreement or contract which contains a detailed explanation of all policies and procedures.

• Deposit: 50% of total – due upon signing of the Rental Agreement
• 2nd payment: remaining balance – due 15 business days prior to the Event
• Balance of final invoice: due within 30 days of receiving the final invoice

All clients are required to secure a commercial general liability insurance policy for a minimum limit of $1 million per occurrence and $2 million in the aggregate, including coverage for fire damage of at least $300,000 per occurrence. The policy must be valid for the dates and times of the event, and include the University of Denver as an additional insured.

As evidence of such coverage, the client must provide the University with a certificate of insurance (COI) at least 30 days prior to the event.

Need insurance?

Apply online for Tenant User Liability Insurance Policy (TULIP), which fulfills all the insurance requirements you need in order to use a facility for your event.

https://denver.campusconnexions.com/student-insurance/tenant-user-liability-insurance.html

The University is dedicated to the safety and welfare of minors on the University’s campus. All events must adhere to the Protection of Minors on Campus policy. In accordance with this policy, the following procedures apply. The client must inform, and provide proper training to, its chaperones, employees, volunteers, and representatives regarding these procedures. 

PREVENTION

• Always be vigilant in protecting the well-being and safety of all minors and be familiar with University safety, security, and emergency procedures.
• Demonstrate respectful behavior toward minors; do not engage in abuse or neglect of any kind toward, or in the presence of, a minor.
• When having a one-on-one interaction with a minor, meet in an open, well-illuminated space or whenever reasonably feasible and practical.
• Do not provide alcohol, tobacco products, or illegal drugs to a minor.
• Do not engage in any sexually oriented behavior with a minor.
• Do not touch a minor in a manner that a reasonable person could interpret as inappropriate.

REPORTING

• Report immediately to the University Department of Campus Safety suspected or actual instances of abuse or neglect of any minor on the University campus. Campus Safety can be reached at any time at 303-871-3000.
• When required by Colorado law, report to appropriate state or local government officials suspected or actual instances of abuse or neglect.

PERMISSIONS & AUTHORIZATIONS

For every minor attending the Event unaccompanied by a parent or legal guardian:

• Obtain permission from the minor’s parent or legal guardian before the minor can participate in the Event.
• Maintain procedures for notifying parents or legal guardians of minors in case of emergency, and provide information to parents or legal guardians about how to report concerns about any incidents that may have occurred during the minor’s participation in the Event.
• The University recommends obtaining a medical release for hospital and/or physician treatment signed by at least one parent or legal guardian.

SUPERVISION

• Ensure adequate supervision of minors (children under the age of 18) by chaperones at all times. Chaperones must be an adult (over the age of 18).
• The University requires a minimum of one chaperone for every 12 minors, but recommends the following supervision ratios, when appropriate:
  • Minors ages 4-5 – one chaperone for every 6 minors.
  • Minors ages 6-8 – one chaperone for every 8 minors.
  • Minors ages 9-14 – one chaperone for every 10 minors.
  • Minors ages 15-17 – one chaperone for every 12 minors.
• When supervising minors overnight, chaperones must not enter a minor’s room, suite, bathroom, or similar area without a second chaperone present or in the immediate vicinity.
• Conduct a criminal background check on all chaperones, employees, volunteers, and representatives supervising or having regular interaction with minors at the Event. Criminal background checks are the sole responsibility and expense of the client. Client shall be responsible for assessing whether or not to exclude from participation in the Event any chaperone, employee, volunteer, or representative whose background check contains a conviction or other adverse information. Conducting background checks does not release or limit the client of any liabilities to University arising from the actions of the client’s chaperones, employees, volunteers or representatives.

• Your final meeting room changes must be received no later than 30 days prior to the date needed and are subject to availability.
• The booking start time is when the client, its staff, or any vendors need to access the room(s) for any event preparations. Similarly, the booking end time is when the client, its staff, or any vendors have already vacated the facility. Clients must remove all signs, decorations, equipment and other items by the end of the scheduled move-out time.