Failure to comply with the following policies may result in the loss of reservation privileges.
Students and Registered Student Organizations are subject to the UK Code of Student Conduct and all relevant university policies, rules, and regulations, including the terms of this contract. Potential violations may be referred to the Office of Student Conduct.

General Policy Guidelines

  • University Compliance
    All events must comply with university and facility policies, including but not limited to:
    • Contract Policy (AR 8:3)
    • Tobacco Policy (AR 6:5)
    • Alcohol Policy (AR 6:4)
    • Campus Sales Policy (GR:1,N)
    • Space Use Policies (AR 9:1, AR 9:2)
      Full regulations: uky.edu/regs/gr.htm
  • Who Can Reserve
    Reservations must be made by a UK department or an approved officer of a registered student organization. The reserving group must also be the user of the space and be present at the event.
  • Non-UK Groups
    External groups may request space through a facility use agreement with select locations.
  • Space Assignment
    Room assignments are managed by the College of Agriculture, Food and Environment (CAFE) Event Staff and are subject to change due to administrative priorities.
  • Permitted Uses
    UK facilities may be used for educational, cultural, or charitable purposes, or other purposes as determined by UK administration.
  • Room Setup
    Rooms will be provided in standard configurations unless otherwise arranged. Spaces must be returned to original condition.
  • Legal Compliance
    Use of space is subject to all local, state, and federal laws.
  • Clean-Up Responsibility
    The sponsoring organization is responsible for cleaning and restoring the space post-event.
  • Food & Beverage Policy
    • Must follow university catering contracts.
    • Coca-Cola is the exclusive beverage provider.
    • All events must comply with pouring rights.
  • Ingress/Egress Rules
    No one may block entrances or exits to university buildings. Indoor events must maintain 36” wide aisles at all access points during setup, event, and teardown.
  • Branding & Promotion
    All signage and marketing must comply with UK Brand Standards and campus signage policies (including banners, bulletin boards, chalking, yard signs).
    All media must comply with U.S. copyright law and fair use.
  • Event Approval Requirement
    Do not advertise or promote your event until it is officially approved by CAFE Event Staff and the facility coordinator.

Cancellation & Damage Policy

  • Notice Requirement
    Cancellations must be made at least 72 hours in advance to avoid service charges.
  • Property Damage
    Abuse or neglect of facilities or property will result in charges to the sponsoring group.
  • Prohibited Materials
    • No taping, tacking, or attaching to walls, floors, ceilings, drapes, or organ pipes.
    • Painters tape or gaff tape may be used on stages.
    • Confetti, glitter, streamers, and balloons are prohibited.
    • Open flames and candles are not permitted.
  • Rain Location Policy
    If using indoor space as a backup due to weather, a rain call must be made by the agreed deadline with the Event Management Office.
    Failure to do so may result in staffing or service fees.

UK Police Event Requirements

  • 72-Hour Cancellation Policy
    Cancellations or service reductions for UKPD must be submitted at least 72 hours prior to the event.
    For inclement weather, cancellation must be made at least 3 hours prior to the event.
  • Definition of Inclement Weather
    Weather that makes safe event operation unfeasible (e.g., heavy rain, lightning, wind, snow, ice).
  • Financial Responsibility
    If proper cancellation is not made, the sponsoring party is financially responsible for UKPD staffing, with a minimum of 3 hours per officer assigned.

Last Updated: December 2019