This page is intended to guide you in the process of coordinating campus facilities and services for an internal event. Internal events can be characterized as programs and events that fulfill or support the mission of the University, are funded by University resources, and are planned and supervised by a University department or recognized student organization in good standing. For internal events, event logistics are managed by a designated University representative.
Ready to begin coordinating your internal event? Please fill out a Request for Proposal and an Event Manager will you guide you through the process.
Students planning an event through a DU student organization should submit an Event Form through Crimson Connect at least 3 weeks prior to the event. For questions regarding this form or the process, please contact The Office of Student Engagement at StudentEngagement@du.edu.
The following guide is intended to provide DU faculty and staff with a basic understanding of how to coordinate facilities and services on campus for an internal event. Large or complex events may require additional steps and/or approvals.
If you need further clarification on how to navigate things, email us at events@du.edu and we can help you along the way.
The Momentus Digication Page is intended to provide DU faculty and staff with a basic understanding of how to use Momentus to reserve locations on campus.
If you wish to attend a training on how to use the Momentus software, a schedule of available trainings can be found in the Training module of the Employee tab in
If your role/responsibilities include approving requests in Momentus, one on one trainings can be scheduled by contacting momentus@du.edu.听
Virtual events on campus have grown in popularity and it can be difficult to sort out what type of virtual event is right for your event and what resources are available to you on campus. Conference & Event Services has compiled a list of Frequently Asked Questions and resources to help you navigate through your planning process.听
If you seek additional information or advice, please email us at听events@du.edu听and we鈥檒l be happy to assist in any way we can!听
Overview
Before you narrow down a location for your event, we recommend taking the following precautions to ensure a smooth process:
Momentus Room Requests
Many rooms on campus can be reserved using the . Simply log-in with your My4D credentials to create and submit your event request. Your request is then sent to a scheduler who will approve or deny your event. Submitting a request does NOT guarantee use of a space until the scheduler has approved it.
Here is a list of popular locations that can be reserved:
Other Room Requests
The following location is not currently on Momentus:
听
You can find a list of all Space Approvers across campus .听
Please refer to the听听website for information on requesting a room set-up or other equipment (e.g. tables and chairs) for your event. You will have to submit your request through a听. Conference & Event Services recommends including a room diagram when appropriate, and including your event details in a clear, concise format like in the example below.
In addition to ensuring a clean room prior to your event, it is important ensure it is cleaned AFTER your event. You may also want to address the cleanliness of restrooms and other areas where attendees may go.
Be sure to check with the appropriate scheduler regarding any building clean-up policies. In most cases, you will have to听submit your clean-up听request through a听. Conference & Event Services recommends stating your request in a clear, concise format like the example below.
Depending on the nature of the event, there are other things you may need to coordinate via a听:
For answers to these and other work order questions, please refer to the听听website.
AV and Video Services
Coordinating audiovisual (AV) needs can vary between locations on campus, which is why it is important to first check with the appropriate room scheduler for guidance.
Most locations are serviced by University Libraries. This includes event AV services, classroom support, and video services. Please visit the听听website for more information.
Guest Internet Access
If you are expecting any speakers or attendees that are not DU-affiliated, it may be necessary to arrange guest wireless internet access. Please visit the听听website for more information.
Sodexo
Catering services in nearly all locations* can be arranged through听, the University鈥檚 primary food service provider. Please visit the听 website for more information, including menus and pricing.
*Sodexo catering services may not be arranged for events in the听听(KSHM).
Outside Caterers
Outside catering services can only be arranged in campus locations that do not have an exclusive caterer. The following campus locations are exclusive to听:
The听听provides in-house exclusive catering services and therefore does not allow outside caterers either.
All other locations not mentioned above may allow outside catering services.
Alcohol
Alcohol policies vary between campus locations, so please check with your event scheduler for this information. In general, the catering exclusive locations listed above also own the venue鈥檚 liquor license. This means that alcohol may only be purchased from the caterer or entity owning the liquor license.
When working with an outside caterer in a non-catering-exclusive location, please keep in mind that alcohol should only be served by a licensed bartender. Additionally, if your event involves the SALE of alcohol, you will need to secure a听.
Waste Bins
Proper waste bins need to be ordered through Conversions for all campus events that have 10 or more attendees and food. Conversion orders should be clear about what type and how many bins are needed. Ordering waste bins is essential for the success of a zero waste event. Waste bins can be ordered through the听听website.听
To learn more about limiting waste during events, please review the听听for additional information.
The 91桃色 is committed to decreasing event waste on campus. To learn more about limiting waste during events, please review the听听for additional information.听
Please visit the听听website for information regarding special event parking. Permits can be ordered through the听.
If you are planning a summer conference or other program involving on-campus housing during the summer, please contact the Sales Manager to obtain information on availability and pricing. Please contact:
Cortney Hallagin
303-871-4957 (direct)
Cortney.Hallagin@du.edu听
Please also be sure to visit our听Summer Conferences听page for additional information.
It is both the client鈥檚 and the University鈥檚 responsibility to provide facility accommodations for guests with a disability or medical condition. Therefore, it is imperative that the client inform the University if any guests or potential guests are in need of such accommodations.
In some cases, the University may request additional information from the guest in order to determine appropriate measures.
It is the client鈥檚 sole responsibility and expense to provide disability or medical accommodations pertaining to the program or content of the event. If necessary, the University may provide the client with a list of providers of assistive services.
For additional information information on guest accommodations please review the听 website.
ONLY animals trained to assist the disabled are allowed in University facilities.
Depending on the nature and scope of your event, you may need to refer to other departments on campus for additional guidance.
Safety
Please visit the听听and听听websites for information on what to do in the event of an emergency.
Risk Management
Certain events may require a Risk Assessment in order to minimize the University鈥檚 risk. When working with third party vendors or entities, you may also be required to obtain a Certificate of Insurance (COI) from the vendor or entity, in order to protect the interests of the University. Please visit the听听website for additional information on risk assessments and the COI process.
Purchasing
Please be sure you are following the University鈥檚 purchasing policies listed on the 听website, if applicable.
Contracts & Legal
Should you have any questions about contracts or other legal matters, please contact the听.
CONTACT INFO
Conference & Event Services
91桃色
1745 S. High Street | 91桃色, CO 80210
Phone: 303-871-4333 | events@du.edu
CAMPUS MAP
HAVE A QUESTION?
CONTACT INFO
Conference & Event Services
91桃色
1745 S. High Street | 91桃色, CO 80210
Phone: 303-871-4333 | events@du.edu
CAMPUS MAP
HAVE A QUESTION?
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