CMDI and Campus Events Toolkit
CMDI community:ÌýWe’ve gathered tools and resources together in one place to make event planning easier. This self-service toolkit is intendedÌýfor events planned primarily by departments, centers and labs.
Read first:
- ÌýÌýCompliance, Ethics and Policy
This campus office contains multiple important policies you can reference as resources during the event planning process, including: the Events and Activities policy (general guidelines and helpful vocabulary definitions used across campus), Events and Activities Approval Guidance (may be needed for venue approval), Campus Use of University Facilities and the Child Protection Policy (if any attendees are under the age 18). - ÌýÌýEvents with Alcohol policy
If campus alcohol policies are not followed and Alcohol Authorization Form (AAF) is not completed/submitted (if required), the university may be fined or could lose their ability to serve alcohol at events. The link includes contact information for the campus manager of alcohol services.ÌýAnother important note: During alcohol service, you are required to serve at least three (3) different proteins per person. - ÌýÌýGuide for making your event accessible (PDF)
From the Office of Institutional Equity and Compliance: Tips and sample language - ÌýÌýCampus Event Management Form (EMF)
If an EMF is needed, the venue scheduler is responsible for initiating the form and explaining the process to the client (you).ÌýIf required, the EMF will be emailed to the client to complete through DocuSign.- The EMF is used to gather information regarding the event/activity to help the University determine if the event/activity can be held on campus in accordance with all existing University policies. University stakeholders such as CUPD, Fire & Life Safety (i.e. campus fire marshal), Risk Management, Parking Services, Facilities Maintenance and others as needed will review the EMF. You will be notified by the appropriate scheduling authority that your event/activity has been approved (or not) and you are clear to finalize the scheduling process. You will be issued a confirmation/reservation to hold your event after all necessary approvals are received.ÌýAn EMF may be initiated if (not a complete list):
- Anticipated attendance is 200 or more (indoor venue)
- Ourdoor events
- Minors (under age 18) attending
- Activity may be considered dangerous, as determined at the discretion of the venue scheduler
- The EMF is used to gather information regarding the event/activity to help the University determine if the event/activity can be held on campus in accordance with all existing University policies. University stakeholders such as CUPD, Fire & Life Safety (i.e. campus fire marshal), Risk Management, Parking Services, Facilities Maintenance and others as needed will review the EMF. You will be notified by the appropriate scheduling authority that your event/activity has been approved (or not) and you are clear to finalize the scheduling process. You will be issued a confirmation/reservation to hold your event after all necessary approvals are received.ÌýAn EMF may be initiated if (not a complete list):
Pre-Event Planning
Guidance, event policies, and resources for reserving space, including CASE spaces.
Ìý(Google Doc, must log in with your identikey to view)
Common questions to keep in mind.
Ìý(Google Doc, must log in with your identikey to view)
View and copy a list of suggested event tasks, modeled on a typical check list.
(internal to CMDI)
CMDI events and department meetings are added to this shared internal calendar so that anyone can see at a glance if there are other events/meetings planned before committing to a date/time for their event/meeting. To access this calendar, please contact the dean’s office.Ìý
Campus Events Calendar (external to CMDI)
Check the campus events calendar to check what may be happening on your event date/time. Enter your event on this calendar to have it appear on CMDI’s websites and newsletters.
Learn how to on the campus events calendar, then contact Amanda after you enter the event for approval. She is not notified automatically upon submission to the calendar.
Reserving Space
There are several methods to reserve space on campus. Some venues may require a rental fee and/or deposit.ÌýView campus map for a general overview of various buildings →
- Start here: Read how to reserve a campus space through the and sign-in to create an account. The majority of spaces across campus can be reserved this way.
- If you’re unable to locate your preferred space on EMS, contact CU Events Planning & Catering (EP&C) for assistance. EP&C does not reserve all campus spaces and can redirect you to the proper contact.Ìý
- (building spaces scheduled by CMDI)
- CASE W357 (Dean’s conference room, scheduled via Outlook)
- (CMDI's multi-purpose room)
- CMDI Studio (located off-campus on Walnut St.)
- (controlled by CASE Services)
- (controlled by CASE Services)
- (controlled by Athletics)
- Student Recreation Center
- University Memorial Center (scheduled by CU Events Planning & Catering)
- Additional Campus Event Spaces
Branding and Swag
Using logos
Looking for existing CU and CMDI-branded event displays like popup banners and tablecloths to have at your event? Please contact Amanda McManus.
Or, want to have your own? Amanda has web and print-ready files available for most CMDI departments, centers and units and can coordinate with you on design and ordering. Be ready to discuss your budget and timeline, advance notice—generally a minimum of six weeks—is needed.
There are strict guidelines and design parameters for CU and CMDI logos, please contact Amanda with any questions prior to creating any assets. They may be rejected by licensing if not done properly, which slows down production time.
Printing needs
Ink Spot: located in the UMC
Able to handle most eventÌýimaging/printing needs with fast turnaround and speedtype billing capabilities. Amanda recommends!
More Options
If Ink Spot cannot complete your order, look for your nearestÌý. Closest to campus isÌýon Baseline across the street from the law school. They have a discount for CU work. Contact them directly to arrange for tax-exempt billing.
CMDI and/or unit-branded swag giveaways
If you're interested in branded swag, please contact Amanda. Be mindful of production times, a minimum of 6-8 weeks before your event is generally suggested to start this process. We can help withÌýuniversity-approved vendors, recommendations to handle the CU gold color, spacing requirements around visual assets and more.
Due to strict logo rules from main campus, branding guidance, external licensing requirements, vendor policies and other factors, it is strongly recommended to involve the CMDI Comms team with any orders. Failure to do so will likely cause production delays and licensing issues.Ìý
Catering
Always confirm with the venue scheduler if food, beverages and alcohol are allowed in the reserved space. Most classrooms do not permit food and beverages. Some venues require a specific caterer be used as part of the usage agreement. Venues may have a preferred catering list.Ìý Be aware of A9 allergens and other dietary restrictions of your attendees.
CU Events Planning & Catering is a full-service caterer located on-campus. Their catering and express drop-off menus provide a variety of options for any event or gathering. Ìý
is an excellent site for simplifying your casual catering needs (small meetings, department lunches, etc).
Off-campus caterers must provide a certificate of insurance (COI) to CU Risk Management. Email Risk Management to inquire if a COI is already on file with the university or if one must be provided.
Additional off-campus caterers:
Rent Event SuppliesÌý
For events at CU, Campus Dining Services (CDS) will provide standard-issue tablecloths if you order their full-service catering. Tablecloths are not provided for CDS' Express Drop-Off catering.
Before contacting an external company, check with your venue and your caterer. They may have available supplies or a preferred vendor for rentals. This could incur additional costs and service fees.
There are numerous to assist with rentals of tables, chairs, tents, linens, coat racks, china, glassware and other party supplies.Ìý
CMDI frequently uses ​​ for various events.
Are you hosting speakersÌýfrom out of town or would like ideas for what's new locally?Ìý is a great resource for general questions, things to do, event ideas, event locations and possible swag items.
Parking on Campus
Are you planning an event on campus that will require parking for ten or more vehiclesÌýand need information about how campus Parking Services can help make your event successful? Fill out the special event parking request form.ÌýIf you are not ready to submit a request yet but would like more information about event parking services, you can contact Parking Services by emailÌýor by phone at 303-492-7344. It’s never too early to plan parking for your event!Ìý
Many buildings have vendor parking spaces. Reach out toÌýParking and Transportation Services to inquire about vendor parking information and one-time use permits. You may also need to contact the to confirm if there are vendor parking spaces and if not what is the best lot for vendor parking.
Post-Event Assistance and Suggestions
- Send thank you notes
- Financial settlement
- Post-event survey (through Cvent or other platform)
- Evaluation
- Add all historical documents to a shared drive
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