Events Policies and Procedures

Securing a Space

To request a space, please complete a room reservation request form located on the 25Live reservation system.

Please allow up to 7 business days for a reservation requesting resources (i.e. catering, setup, IT, CPS, or AV) to be processed. Please allow up to 3 business days for the event team to process requests without resources including classroom spaces.

  1. Once in the system, with your AU email/intranet username and password, you will see your home page, or dashboard. Select “Create an Event”.
  2. Fill out the form to the best of your ability.
  3. Use the “Required Event Description” box at the end of the form to communicate information to the event staff regarding important guests, special instructions and other such things not covered in the standard form. Please indicate the exact start and end time of your event. The Community Relations team will schedule adequate time for setup/take down.

*** IMPORTANT: Space is not reserved until you receive an email confirmation from Community Relations. Please do not schedule a guest speaker or an advertisement of your event until you receive a confirmation that your space has been secured. If you need assistance with reservations, contact Amy Nelson, University Events Specialist (x7834).

Changing or Canceling an Event

Send an email to Amy Nelson at anelson@aurora.edu referencing the number you received in your event confirmation (i.e. 2016-AABXYZ).

Classroom Policy

Use of classrooms for events that are not regularly scheduled classes are requested through the Community Relations office and will require Registrar approval. Classrooms are used “as is.”  Special set-ups are not available in classrooms. Classrooms cannot be assigned for events until the first two weeks of the term are completed.

Event Planning Assistance

Contact Tracy Lief, Director of University Events at tlief@aurora.edu or x5531.

Food Service

Aurora University is contractually obligated to use Sodexo Food Service when serving food at any on-campus event. Contact the catering manager at x5784. Information about catering services can be found at: https://aurora.sodexomyway.com/catering/

No Sunday Policy

There are no events scheduled on Sundays. Event staff is not present on campus to provide services for Sunday events.

After Hours Events

If you experience problems (i.e., heating/cooling) at your event after hours, contact Campus Public Safety (CPS) at x6140. CPS has a list of emergency numbers to call to address a variety of issues.

Guidelines for Use of Facilities

  • Student events are scheduled through the Student Activities office.
  • Only freestanding signs or those secured with white poster putty are permitted. No signs are allowed in the University Banquet Hall.
  • Directional signs must be removed at the conclusion of an event.
  • Use of metallic glitter or confetti is prohibited.
  • Alcohol (exclusive of the Welcome Center) and tobacco are prohibited from use on campus.
  • Open flames (candles, incense, pyrotechnics, etc.) are prohibited.
  • Event equipment (media or furniture) should not be handled by anyone other than authorized event staff.
  • All food and beverages must be purchased through Sodexo (x5784).
  • Animals on campus must be approved by the Community Relations office.
  • All events must be conducted in a safe manner and comply with all municipal, state and federal laws.

This is not a comprehensive list.  For more information please refer to the University Events Policies and Procedures manual (PDF). 

Guidelines for External Group Events

Reservations

External groups initiate a reservation request by providing the Assistant Vice President for Community Relations (lwaters@aurora.edu) with the following information regarding the event:

  1. A description of the event
  2. Time and date of the event
  3. Rooms/space requested for the event
  4. Catering services needed
  5. Media services needed
  6. Number of attendees
  7. Single or recurring event
  8. Describe how this event will be advertised and state if this is an invitation-only event

Submitting a reservation request does not guarantee the event will be approved. If the event is approved and the space is reserved, you will receive confirmation from the Community Relations office.

Contract and Proof of Insurance

If the event is approved and the space is reserved, a contract will be initiated by the University and will be signed by the VP for Community Relations and the person authorized to sign the contract for the agency hosting the event. External groups are required to provide a certificate of insurance that covers general liability during the event.  Additional insurance coverage is required when minors (under age 18) are present. External group events will not take place unless a signed contract and certificate of insurance are received by the University prior to the event.

Event Guidelines

  • Smoking is prohibited in campus buildings.  Alcoholic beverages are not permitted on University premises (exclusive of the Welcome Center.)
  • Campus facilities may not be used for fundraising by external groups without the written consent of the President.  Political fundraising is prohibited.
  • Hourly rates will be prorated by rounding to the next ½ hour. Cleaning fees are for standard cleaning; additional fees will be charged if heavy-duty cleaning (i.e., carpet shampoo) is required.  In case of emergency, AU’s Campus Public Safety is available seven days per week, 24-hours per day.

University activities take precedence in scheduling all University facilities. Events must be consistent with the philosophy, mission and goals of Aurora University. For detailed information regarding facility rental, please refer to the policies and procedures manual.