WELCOME TO THE AURARIA CAMPUS AUGUST 23RD & 24TH  2008 AMENDED SPECIAL EVENT SPACE USE APPLICATION PROCESS

Thank you for considering the Auraria Campus as a potential location for your special event on the weekend prior to the Democratic National Convention.  Because of anticipated preparation activities that will coincide with the opening of the convention and the impact on the campus that will have, the Auraria Board of Directors has endorsed the following event locations and special conditions for potential events that are scheduled on campus for August 23rd and August 24th 2008. 

The following locations, and only these locations, will be available for use during these two days.  Interior locations are St. Cajetan’s Main Hall and the St. Francis Center Atrium.  These spaces are available to any requestor subject to the terms and conditions contained in the Auraria Campus Event Services Policies and Procedures (see www.tivoli.org and click on Auraria Campus Event Services tab and scroll down to the link to Auraria Campus Event Services Policies and Procedures).  Exterior locations are 9th Street Park and the eastern 2/3rds portion of Lawrence Street Mall.  These locations are available only to campus institutional or campus institutionally sponsored requestors.  All of these locations will be available on a first come, first served basis. 

The hours of availability for any venue will be at a maximum 7am-10pm.  In the interest of fairness and maximum potential access for as many users as possible, no single organization or organization type may book more than one space per day.  Also the organization that books the space must use the space.  No “sub leasing or fronting” of any space will be permitted except as allowed for via campus institutional sponsorship.  A maximum of two (2) events will be allowed in any venue per day. 

The application for space process must be completed and submitted in person at the Auraria Campus Event Services Office (ACES) located in the historic Tivoli Student Union Building, room 325, on the Auraria Campus, 900 Auraria Parkway.  For specific directions, contact ACES at 303.556.2755.  To be considered for the available spaces, an application must be filled out and signed by the responsible party (and sponsoring organization if applicable) for the event and logged in at the ACES Office.  No application will be considered complete or accepted until all the information is filled in, signed by the applicant, and reviewed and signed by an authorized representative of ACES.  Non-campus organizations will be required to put down a deposit of 50% of all identified costs at the time of awarding of space for their event.

Please see the ACES Policies and Procedures for capacities of St. Cajetan’s Main Hall and St. Francis Center Atrium space.  Capacities for the Lawrence Street Mall and 9th Street Park exterior locations are capped at 1000 participants at each location.  There is no alternate rain site location for either exterior location.  Capacities for all locations are determined solely by ACES and are non-negotiable. 

In order to properly plan and staff events during this time frame, no reservation requests will be accepted after 4 pm MDT on June 30, 2008.  All events will require a planning meeting that must take place a minimum of twenty one calendar days prior to the event.  The planning meeting identifies specific components of the event and allows affected campus departments to make plans for staffing and ensure that all aspects of the event are considered in order to ensure a safe and positive event.  Staffing and other event support will be determined based on the specifics of the event and may include police coverage (at DNC determined rates) as well as other additional charges for service provision. 

Alcohol distribution of any kind is subject to the policies and procedures of the Auraria Campus Event Services Department and requires a permit issued by ACES.  Alcohol sales of any kind can only take place in accordance with the rules, regulations, and procedures, established by the City and County of Denver Department of Excise and Licenses. Complete information about this process can be obtained by contacting Denver Department of Excise and License at 720.865.2740.  This process can take in excess of forty-five days.  If the event plan in any way includes a desire to sell alcohol at the event, please plan accordingly and build in enough time for the Excise and License process as ACES will not issue a campus alcohol permit without first confirming the issuance of a City and County of Denver Alcohol Sales Special Event Permit for the event.  

Catering for the event must be provided by a campus approved caterer.  ACES can provide a current list of all approved campus caterers.

Parking for any event, while in general is available, is not guaranteed.  The Auraria Parking Office will determine parking costs, if any, at the time of the planning meeting.

Please be advised that the event could be canceled at any time, with or without notice, for non-compliance with any of ACES policies and procedures, violation of any local, state, or federal laws, or as determined by an authorized law enforcement or local, state or federal security agency, that there is security or safety risks associated with the event or with the Auraria Campus in general.

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