CASE Special Events Form

This form is intended to help us improve our communication and streamline our processes in relation to special events.

Not all fields are required, but we would like as much information as you can provide. We can contact you closer to the event to fill in any blanks * indicates required information

If you are looking for meeting space for 55 or less please click here for the relevant form.

This form is for special events, or events of 56 people or more, that will need to take place on the 4th floor of CASE. It also serves as your contract of use.

Please note the following before continuing with your request:

The spaces on the 4th floor of CASE are booked by the Office of Admissions and are primarily used for prospective student, family and group visits.
The Auditorium and Chancellor's Hall are not available for use between 8.45 - 10:45 a.m. and between 12:45 - 2:45 p.m. daily.
E422 is regularly used for group visits between 9:00 a.m. and Noon, Tuesday through Thursday.
You are welcome to submit a request to use these spaces outside of these times. Space is granted on a "case by case basis."
Events held after 5 p.m. will result in a staffing fee (times vary over breaks and summer) as detailed below.

Please visit our Sharepoint site for more information about our reservation guidelines, available facilities, and much more (only accessible to those signed in to Microsoft using their CU credentials).

We need at least two weeks' notice for events that occur after 5pm due to staffing requirements.
Please note that most 4th floor events may be required to complete an additional Event Management Form (EMF) as per campus policy.

Basic Information

Your First Name *

Your Last Name *

Your Email Address *

Your Phone Number *

Your Department (full name, not acronym) *

I am: *

Faculty

Staff

Student

Other

Define 'other'. Please note that only University affiliates can book space in CASE.

Will you be the responsible party/main contact attending the event?

Yes

Provide the following information for the person who will be present and responsible for the event (if different from above):

Other Contact First Name

Other Contact Last Name

Other Contact Email Address

Other Contact Phone Number (preferred)

Is this a booking for a student group?

Yes

All student groups must be approved through CSI and have a CU staff or faculty member present and responsible for all events. Failure to follow this policy may result in future bookings being cancelled or denied.

*I acknowledge that a CU staff or faculty member will be present at our event

Provide the full name and email address of the staff/faculty member who will be present at your event

Event Information

Event Name/Title of Program *

Number of people who will be attending your event (including event staff and facilitators) *

Will VIPs be attending your event? *

Yes

Who are your VIPs? *

Will your anticipated number of attendees be 60% or greater from the general public? *

Yes

Will attendees be registering for this event? *

Yes

If your event reaches capacity, the event organizer is required to close the room and manage any additional attendees that subsequently arrive. By checking this box I agree to monitor room capacities and manage any additional attendees who are unable to access the space.

I acknowledge that we will monitor room capacities, close the room as needed and manage any subsequent arrivals.

Date of Event *

Actual start time of program/event/meeting (please indicated AM or PM) *

End time of program/event/meeting (please indicated AM or PM) *

Will you need time to set-up before the actual start of your program/event/meeting? *

Yes

How much time will you need to set-up?

Will you need time to reset at the end of your program/event/meeting? * (Please note: at least 30 mins will be needed if catering is being served)

Yes

How much time will you need to reset?

Is this a recurring event? If yes, details:

Would you consider your event to be sensitive, political or controversial in nature? *

Yes

Due to the nature of your event, we may be required to request a SAFE meeting. This is to ensure that all relevant parties are informed about the event and that we can prepare to support you in the best way possible. SAFE meetings tend to occur a few weeks before the event and will require only about 15 minutes of your time to share more details.

Fees and Charges

Events held after closing incur staffing charges as follows.
During the academic year (at time of writing)...
After 5pm: $35 per hour
After 9pm Monday through Thursday: $45 per hour
After 7pm on Friday: $45 per hour
Weekend charges vary with building use.
During breaks and summer after 4:30pm: $45 per hour
For evening events: time spent in the space after the agreed end time will be charged an additional $15 per 15 minutes. This includes time spent for our staff the reset the space if this has not been done adequately by those hosting the event.

Charges will occur after the event.
Charges will also be made if damages occur to furniture, technology or structure of meeting spaces to the amount billed to us for repair or replacement.

Speedtype * (numbers only)
A speedtype is required to process your booking.

I understand that use of the 4th floor after hours will result in a staffing fee. By checking this box I approve charges to be made to the speedtype I have provided after the event has occurred. I also acknowledge that building hours can change throughout the year, especially over breaks and the summer semester, and overtime will be charged at $15 per 15 minutes.

* I acknowledge and understand that charges can be made to my speedtype.

What we offer...

The CASE Auditorium holds 250 comfortably for presentations and seminars. Food and drink is not permitted in this space.
The Chancellor's Hall holds a max of 80-100 people comfortably for a buffet style reception with lounge style seating and is available 'as-is'.
E422 seats 55 and is a small, flexible space with it's own balcony.

If you are looking at using the Chancellor's Hall for a different kind of event, capacity may be affected and this would require further discussion. Please continue to complete the form.

Which space do you wish to use? *

Please describe 'other' *

Please use this space to give a description of your event *

CASE does not have an events staff and therefore the responsible party for this event will be responsible for the setup and reset of the space. By checking this box I acknowledge that if we rearrange furniture in meeting rooms/event spaces, we must reset all furniture as it was upon entering the room. No furniture may be placed outside on either balcony. I understand that failure to do so could result in my speedtype being charged at $15 per 15 minutes of reset time.

* I acknowledge and understand that we must setup and reset the spaces we use and that no furniture can be set outside.

CASE does not have additional furniture other than that which is already available in the spaces and addition 6ft folding tables that can be provided for catering on request. By checking this box I acknowledge that we are responsible for hiring any additional furniture or equipment other than that which is available to us, and will communicate this with CASE Services staff before the event occurs. This includes linens, service-ware and any additional tables or chairs that we may need

* I acknowledge and understand that we will need to hire any additional items, such as linens, tables and chairs, if needed, and will communicate this with CASE Services staff before the event occurs.

Will you be utilizing the AV provided in the room? *

Yes

For events in the west wing AV for presentations is only available in the Auditorium via our large projector. We use an HDMI connection. Please ensure that you have any adapters needed for this to work with your device. Music can be piped into the Chancellor's Hall if needed, and microphones also work in there. We have 6 microphone channels for both lapel and handheld microphones.

Please detail your AV needs below.

Do you intend to live stream or include virtual participation for this event? *

Yes

Please note that CASE does not currently have technology for live streaming or virtual participation active in the Auditorium and Chancellor's Hall. To enable this you will need to work with IT and contact them separately for assistance.
E422 has integrated hybrid technology.

Please detail you plans for streaming/virtual participation

Catering

Will food be served at this event? (Food is not permitted in the Auditorium) *

Yes

What style of dining will you be using? (Your choices may affect overall capacity) *

Buffet

Box Lunch

Other

If other, please detail:

Will beverages be served at this event? *

Yes

You indicated that you will be serving food and/or beverages at your event/meeting. We don't have event staff or a clean-up crew in CASE. In serving food and/or beverages, please note that you are responsible for all clean-up and proper disposal. Failure to clean-up and dispose of your food/beverages will result in your speedtype being charged.

I acknowledge that I am responsible for all clean up of food and beverages and that these items are not permitted in the Auditorium.

* I acknowledge and understand that food and beverages are not permitted in the auditorium.

Will alcohol be served at this event? *

Yes

CU CAMPUS ALCOHOL POLICY
You indicated that you will be serving alcohol at your event. You must follow the campus alcohol policy guidelines and submit the correct paperwork in order to serve at this event. You can find the needed paperwork and guidelines HERE and you will need to ensure the alcohol event is approved prior to your requested date.
**Failure to submit the correct paperwork and getting approval will result in not being able to serve at your event.**

Alcohol cannot be delivered and stored in CASE prior to the event set-up time. A member of your team will need to be present when alcohol is in the building. Alcohol can never be left unattended.

* I acknowledge that I am responsible for completing all CU Alcohol paperwork and forms and failure to complete the necessary documentation in time will result in alcohol being prohibited at my event.

Who will be your caterer?
Please note that third party caterers are required to have a certificate of insurance on file with Risk Management. You will need to obtain their certificate of insurance and send it to Risk Management at urmucbdirs@ad.cu.edu prior to the event.

Will you require 6ft tables for catering? *

Yes

Unknown at this time

How many 6ft tables will you need?

Will you be renting additional furniture for this event? *

Yes

Unknown at this time

The 4th floor in CASE is the working space for the Office of Admissions and therefore there are restrictions to the times that catering orders and event rentals can be dropped-off/collected. Catering orders and rentals can only be delivered during your reservation time. There is no place in CASE to store items/catering outside of your reservation time. By checking below I understand that I need to contact CASEservices@colorado.edu to organize the best time for delivery and collection of catering orders or rental items. I acknowledge that it is up to us to organize these times and that the items are our responsibility at all times. The responsible party must be present when catering arrives and stay in the space until catering leaves.

* I acknowledge and understand that we are responsible for all rental items and that catering and rentals must be delivered during the reservation time. I will be present before catering arrives and I will remain in the space until catering leaves.

Parking

There are three services bays that caterers can use outside CASE for which a permit is required if their vehicle is not marked with company information.
Parking is managed by Parking Services, please direct any parking related questions to them.
Public parking is usually available all day in the Euclid Parking Garage. Lot 204 (across the road) is also available to the public from 5pm - 7.30am Monday to Friday and at weekends.
Closures and other special events will affect the availability of these lots so please contact Parking Services if you have any particular needs.

Additional Information

Do you have any additional questions or concerns not addressed? Please detail them below and we will be sure to address them in a follow up email.

Thank you for completing this form. A member of the CASE Building Services Team will contact you soon.