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Steps to Scheduling an Event on the UW Campus
☐Reserve the Room/Outdoor Space: Space will be temporarily held until you complete the following steps and receive official approval by Risk Management.
Classrooms or Outside space: Central Scheduling at 766-6717 or 766-2487
Spaces in the Wyoming Union: Union Events office at 766-3161
Student Housing spaces: Residence Life & Dining Services at 766-3175
Are you:
☐Planning to serve Alcohol? Check this web page for forms and policy: http://www.uwyo.edu/administration/uw-policies/alcohol-on-campus.html
Completed forms for events in the union are submitted to the Union Director.
For all other UW locations, forms are submitted to Central Scheduling, Classroom Building 204 or by email to cbennett@uwyo.edu
☐Having Food at your event? University of Wyoming Catering is the preferred caterer for university related events.
UW Catering: 766-3064, http://www.uwyo.edu/reslife-dining/catering/
Approved off-campus caterers:
Union : http://www.uwyo.edu/union/events_reserve/
General Campus: http://www.uwyo.edu/procurement/catering-information/
For all other food sources (non-approved caterers, making your own food, etc.) - If the food is being served to anyone other than members of the group holding the event, you must have one of the following:
The caterer must have general liability and automobile liability insurance with minimum limits of $1,000,000
OR
Event insurance naming the University as additional insured. This can be purchased through a program for universities https://tulip.ajgrms.com/ or any insurance vendor of your choice.
☐Thinking of Sound Amplification?
Outdoor amplified sound is allowed M-F 11:45am -1:00pm and 5:00pm-6:00pm. (per
University Regulation 2-178)
Additional time for weekday evenings and weekends can
be requested through Central Scheduling, 766-6717.
ASTEC: 766-3837, http://www.uwyo.edu/astec/
☐Going to need Security?
UWPD: 766-5179
☐Going to need any Equipment?
Central Scheduling, 766-6717: reserves tables, chairs, garbage cans, recycling bins, and stages for outdoor events.
☐Planning on Publicizing?
WyoCal: http://www.uwyo.edu/uw/calendar/events/index.html
Branding Iron: 766-6190
UW News: 766-2929
Poster Run: 766-6340
☐Once you have covered all of the above, then Contact Risk Management for approval risk@uwyo.edu or 766-5767
Specific University Regulations
2-178 http://www.uwyo.edu/generalcounsel/_files/docs/uw-reg-2-178.pdf
2-245 http://www.uwyo.edu/generalcounsel/_files/docs/uw-reg-2-245.pdf
8-234 http://www.uwyo.edu/generalcounsel/_files/docs/uw-reg-8-234.pdf
☐For RSOs, once all of the steps above are completed and you have approval, then enter this event into Collegiate Link.
