Student union fall afternoon

Event Planning Tools

Policies for the Student Union and Other Campus Spaces

The U Guide

"A User’s Guide to the Student Union" -- the U Guide is a complete resource that details our building policies, guidelines for facility use, reservations and much more.

The U Guide

Tabling Guidelines

All materials (i.e., flyers and boxes) must be stored under the table and removed each day unless other arrangements have been pre-approved by SU Event Services. No overnight storage is permitted. 

Onsite Representatives: 

  • Tabling reservations may only have a maximum of (2) representatives onsite during the reservation. 
  • For the duration of the reservation, table/space may not be left unattended. 

Aggressive marketing or selling tactics are prohibited: 

  • Representatives from the group must remain within arm’s length of the table at all times and may not call out to passers-by.  
  • Customers must be allowed to self-select to participate at the table.

“Giveaways:
Must be available
without condition of participation in the promotion or business activity.
[Example: If you are giving away an item, you cannot, as a condition of participation, only give the item to people who follow you on social media. You are required to give the item away to everyone, even those who do not choose to follow you on social media.]

Signage: 

  • Union Street (inside) 
    • Signs and merchandise may be attached to the front of a Union Street table. The use of additional display structures (including sandwich boards/A-Frames) is prohibited unless pre-approved by SU Event Services. 
    • Signage can be hung, using painter’s tape only, at Union Street tables 4, 5, and 6.
  • A-Frames are permitted in outdoor locations. 
  • All sign plans in all locations must be pre-approved by the Student Union Event Services department prior to the reservation date. 

Tape on the floor/ground:
Groups may
not put tape on the floor/ground around their table for any reason. 

Audio: 

  • No audio equipment is permitted at Union Street tables.
  • Audio may be permitted for outdoor locations on a case by case basis.
  • Audio requests must be discussed and approved during the reservation request process. 
  • Requests for audio to be included as a part of your reservation received on the day of the reservation will not be approved. 

                        Electricity: 

                        • Access to electricity is limited to Union Street tables 4, 5, and 6 
                        • Electricity may be available for outdoor locations on a case by case basis. 
                        • Electricity requests must be discussed and approved during the reservation request process. 
                        • Requests for access to electricity received on the day of the reservation will not be approved. 

                          The use of sternos (or other open flames), hot plates or hot boxes: 

                          • Sternos (or other open flames) are not permitted at Union Street tables. 
                          • Sternos (or other open flames) may be used in outdoor locations on a case by case basis. 
                            • Requests must be discussed and approved during the reservation request process.  
                            • Requests received on the day of the reservation will not be approved. 

                             Please contact sureservations@uconn.edu if you have questions or need additional information.

                            Academic Classroom Reservation Guidelines

                            Classroom Reservations

                            This is the classroom that the Student Union and Event Services has assigned to your group - THE ROOM ASSIGNED IS NON NEGOTIABLE.

                            The following applies to classroom reservations:

                            • Please be aware that if the University cancels classes; classroom buildings WILL NOT be open and your reservation will automatically be canceled.
                            • Student Union staff will be monitoring all reservations that are made in classroom space.
                            • Food, beverages, candles, crafting supplies such as paint, glitter, confetti, glue and permanent markers etc. are NOT permitted in academic classrooms.
                            • If you requested the use of technology and would like to receive training, please call Academic IT at (860) 486-1774 at least (3) business days PRIOR to your reservation. Available technology resources can be found here:  https://classrooms.uconn.edu/classroom
                            • Weekend Information - if the BUILDING is locked, you can call the Operations Center at (860) 486-3113.
                            • Remember to return all furniture to its original position, remove your trash and lock the space.
                            • Meeting noise level must be courteous to other persons using the building.
                            • In accordance to the Federal Copyright laws, institutions, organizations and individuals wishing to engage in non-home showings of videos and DVDs must secure licenses to do so, regardless of whether or not an admission or other fee is charged.
                            • Call the Information Center in the Student Union at (860) 486-1140 with any issues or concerns after hours or on weekends.

                            Cancellations: You must notify the Student Union and Event Services Office using our online form, Cancel Reservation | Student Union | University of Connecticut (uconn.edu), of any reservation cancellation no later than (2) business days in advance for meetings, (5) business days in advance for events which have been assigned to an event planning coordinator, or by noon on Friday for a weekend or Monday meeting/event. If a customer fails to cancel a facility/service order within the required time period they will remain responsible for all fees associated with using the facility (e.g., staffing, etc.) and will be recorded as either a Late Cancellation or a No Show. For weather related cancellations, the Student Union and Event Service Office must be notified by 10am on the business day prior to the reservation if the event is cancelled. For weekend or Monday reservations, the cancellation form must be submitted by 10am on Friday.

                            Emergencies: In case of an emergency, please contact emergency services by dialing 911.

                            Should you have questions, email SURESERVATIONS@UCONN.EDU.

                            Theatre Guidelines

                            Please note that the Student Union Theatre is used for presentations, movies and small performances.  Our theatre does not have any dressing rooms or wing space, and has a limited selection of pre-set stage lighting.  Lit candles, open flames or smoke/fog/dry ice machines are not permitted on the premises.  Heavy, percussive movement (such as tap dancing, step dancing, stomping or strolling) is not permitted on the stage.  Performance or costumes which utilize masks may only be worn when inside the theatre, during the performance. 

                            A designated contact person from your organization or department is required.  This person will assume responsibility for the event and must be present during the entirety of the customer’s access time.  The hosting organization or department is held responsible for the conduct of the individuals participating and attending the event and will be held to the policies outlined in the UGuide and standards set forth in the UConn Student Code of Conduct.   

                            The hosting organization or department is to provide their own ushers to sell/collect tickets, manage crowds, make sure everyone is in a seat, all aisles are not blocked and to pick up all trash immediately following the conclusion of the program.  The group must have the minimum number of 2 volunteers required for the event to occur.  If the customer is unable to provide ushers, Student Union ushers may be hired.  The Student Union will only open the balcony when seating in the lower level has reached full capacity. 

                            Only Student Union staff are authorized to operate the audio visual equipment located in the Tech Booth at the entrance of the Theatre. Customers are not authorized to modify any portion of the audio visual system without expressed permission from the Audio Visual & Technical Services Manager or their designee.  All equipment must remain in the Theatre.  All fixed cable connections must be gaffer-taped down for safety (this does not apply to instrument cables).  Customers are allowed to hire an external audio visual vendor; a meeting between our Audio Visual & Technical Services Manager, Facilities Manager, Event Planning Coordinator and the vendor will be required to ensure the Student Union can support their needs. 

                            In accordance with Federal copyright laws, the viewing of movies requires a Public Viewing License.
                            https://studentunion.media.uconn.edu/wp-content/uploads/sites/3149/2021/07/showing-a-movie-on-campus-PDF.pdf 

                            5K/Run/Walk and Similar Events on Storrs Campus

                            The 5K/Run/Walk Policy has been constructed, and approved, by the Student Union, Recreation Department, University of Connecticut Police Department, and Athletics Department.  

                            • Registered Student Organizations (RSOs) and University Departments must reserve space to host a campus run/walk through SU Event Services. All other groups must contact University Events and Conference Services or Recreational Services.    
                            • RSOs and Departments will meet with an Event Coordinator to go over the guidelines of the policy. RSOs will be required to sign the Student Union 5K/Run/Walk Event Agreement, which details the specifics of the event.    
                            • The date/time should not conflict with a similar activity and should not be scheduled during high traffic times or during large events on campus. In addition to referencing the University Calendar, Event Services will consult with Rec Services and Athletics regarding their event calendars.   
                            • The run/walk route must follow the University’s Official Routes. 
                            • All participants must complete a Student Affairs Acknowledgement of Risk Form.  
                            • The group must have the minimum number of volunteers required for the University’s Official Route for the event to occur.  
                              • 1-mile | Minimum 6-volunteers
                              • 5k | Minimum 12-volunteers
                            • The Student Union has 5K/Run/Walk planning resources to provide the necessary materials for participants’ registration and volunteer safety needs. This package does not include race timing. The Event Services Office can advise groups and connect them with campus partners for timing services.    
                            • The Student Union will require an event manager for the duration of the event, fees will be associated. 
                            • An one card id reader will be required, fees will be associated.  
                            • The 5K/Run/Walk Routes information included here are for those held on campus sidewalks, and do not include road closures. The Event Services Office can help direct groups that wish to hold a race with closed roads.  
                            • The optimal timeline to host a 5K/Run/Walk on campus is 45 business days. Any event requested under 30 business days may not be approved. 

                             

                            Quick Response Events (QRE)

                            General Information:
                            Student Union and Event Services recognizes the need for the community to respond in a timely and expedited manner to significant events. Quick Response Events (QRE) might include, but are not limited to, a community response to a violent or bias incident of significance to our community or a natural disaster, or other events in response to trauma or loss.
                            [Student Union and Event Services reserves the right to determine if the request meets the definition of a QRE.]

                            To Start the Process:

                            • A registered student organization or department can email sureservations@uconn.edu to initiate this process.
                            • The organization/department representative would be connected with the Associate Director to work on the QRE with an expedited event/reservation timeline.
                            • This process does not guarantee that the desired space will be available; however, Student Union and Event Services will work with the group to find the best possible solution.

                            For the QRE Meetings, please be prepared to discuss:

                            • The logistics for the events.
                            • A plan for navigating any potential interactions with counter-protesters or dissenters.
                            • A safety and emergency plan
                              [Basically, if anyone ever feels physically unsafe, they should immediately call University Safety.]
                            • How to contact Student Union and Event Services staff during the events if needed (which is by calling 860.486.1140).

                            Banner Space in the Student Union

                            General Information

                            Banner space is available for use by registered student organizations and University departments for advertising events and programs. Banner space is located in the Student Union on the second-floor balcony overlooking the Food Court.

                            Guidelines

                            • Banners may not exceed 2’ 6” tall x 6’ wide.
                            • Banners must include:
                              • The name of the sponsoring student organization or department
                              • The type of event/program
                              • Contact information 
                            • Glitter is not permitted on banners.
                            • Banners are to be brought to the Student Union Information Center for review.
                            • Approved banners will be hung by the Student Union staff.
                            • The banner will be hung for two weeks or until the day after the advertised event date (whichever comes first). Only Student Union staff are permitted to remove banners.
                            • Candidates in a student-based election are to follow the guidelines of the elections authority.

                            Scheduling Information

                            • Banner space availability is on a first-come first-served basis.
                            • Reservations end on Monday, two-weeks later, or until the day after the advertised event date (whichever comes first).
                            • Depending on space availability, student organizations/departments may be limited to one banner per two-week period.
                            • START DATE MUST BE ON A MONDAY.
                            • Reservations begin Mondays at 12pm.
                            • Upon removal, the sponsoring student organization or department will be contacted and will have three business days to retrieve the banner or it will be discarded.

                            [The Student Union is not responsible for any damage that may occur while the banner is hanging or for banners that have been discarded.]

                            Donation Box

                            Donation Box

                            There is one designated, non-secure donation box located in the Student Union across from the SU Information Center. The donation box is for registered student organizations and University departments, who can reserve the box for up to two consecutive weeks each semester. The customer will be responsible for checking on the donation box on a regular basis to empty the box of the donation items.

                            • An 8.5” x 11” sign placard will be attached to the donation box in which the customer must place signage concerning information about the organization receiving the donation and the purpose of the items be collected.
                            • No hazardous materials or perishable items may be collected
                            • If the customer does not show up to remove their donation items, the items will be removed by Student Union staff, and the group will be restricted from reserving the donation box.

                            Late Cancellations

                            Student Union space is in high demand and space is a limited resource. Late Cancellations prevent others from using space. To offer unused space to others, the Department of Student Union and Event Services requires customers to cancel using the online cancellation form:

                            • The form must be submitted:
                              • (5) business days in advance for reservations which have been assigned to an event planning coordinator
                              • (2) business days in advance for all other reservations.
                            • Business days are defined as Monday-Friday. excluding state of CT legal holidays

                            A Late Cancellation is defined as a meeting or event being cancelled with less than the required notice.  

                            • Late Cancellation (First and Second Occurrence)  
                              • Customer will be sent a reminder from The Department of Student Union and Event Services about the Cancellation policy
                            • Late Cancellation (Third and Fourth Occurrence). 
                              • Customer will be required to have a meeting with the Event Logistics and Support Coordinator. 
                              • The meeting must occur within (10) business days and all current and new reservations for the customer will be on hold until the meeting is scheduled.  
                              • If the customer does not attend or schedule a meeting, all reservations for the customer will be cancelled through the end of the semester. 
                              • If the fourth Late Cancellation occurs in the last (2) weeks of the semester, reservations will be on hold/existing reservations will be cancelled for up to (4) weeks into the next semester.
                            • If the customer has also been charged with a combination of No Shows and Late Cancellations, they must meet with the Event Logistics and Support Coordinator after (1) No Show and (2) Late Cancellations.  

                            No Shows (for Reservations)

                            Student Union space is in high demand and space is a limited resource. No Shows prevent others from using space. To offer unused space to others, the Department of Student Union and Event Services requires customers to cancel using the online cancellation form:

                            • The form must be submitted:
                              • (5) business days in advance for reservations which have been assigned to an event planning coordinator
                              • (2) business days in advance for all other reservations.
                            • Business days are defined as Monday-Friday. excluding state of CT legal holidays

                            A No Show is defined as a customer not showing up for a reservation or cancelling after the start time of the reservation.  

                            • No Show (First Occurrence)  
                              • The customer will be sent a reminder from The Department of Student Union and Event Services regarding cancellation procedures.
                            • No Show (Second Occurrence)  
                              • The customer will be sent an email from The Department of Student Union and Event Services requiring them to meet with the Event Logistics and Support Coordinator. 
                              • This meeting must occur within (10) business days and all current and new reservations for the customer will be on hold until the meeting is scheduled. 
                              • If the customer does not attend or schedule a meeting, all reservations for the customer will be cancelled through the end of the semester. 
                              • If the third No Show occurs in the last (2) weeks of the semester, reservations will be on hold/existing reservations cancelled for up to (4) weeks into the next semester.
                            • If the customer has also been charged with a combination of No Shows and Late Cancellations, they must meet with the Event Logistics and Support Coordinator after (1) No Show and (2) Late Cancellations.  

                            Canvassing

                            The purpose and intent of canvassing in the Student Union is to create a marketplace of ideas and diverse thought. Canvassing in the Student Union is the initiation of direct contact with individuals for the following purposes:   

                            • Identifying support for a campaign or campaign candidate. 
                            • Educating or persuading individuals to adopt a particular philosophy/point of view. 
                            • Obtaining signatures for petition. 
                            • Voter’s registration initiatives. 
                            • Creating issue visibility and/or awareness. 
                            • Distributing public health announcements. 
                            • Other purposes identified as approved by the Student Union and Event Services Director or Associate Director.

                              Canvassing does not include an option to solicit money or sell any commodity. Canvassing does not include activities for the sole purpose of promotion/advertising of a meeting, event, or program or for soliciting participation in surveys. These activities are permitted at a Union Street or outdoor table (Tabling Reservation Information).   

                              General Information:

                              • Any registered student organization (or candidates for an elected office in a registered student organization), any University department or official University committee, or Non-affiliated individuals or entities may submit an application for canvassing:  
                              • There is a limit of two individuals per approved canvassing event.   
                                • Approved student organizations and University departments or official University committees 
                                  • May conduct a maximum of five canvassing events per month.  
                                  • Canvassing application must be received at least 3-business days prior to the desired canvassing date(s). 
                                • Non-affiliated individuals or entities interested in canvassing: 
                                  • May conduct a maximum of one canvassing event per month. 
                                  • Must reserve a Union Street or Fairfield Way table and pay the associated fee. 
                                  • Must submit a Certificate of Insurance and complete a Facilities Use Agreement (Canvassing may not occur until completed documents have been submitted and processed by Student Union and Event Services) 
                                  • Canvassing application must be received at least 5-business days prior to the desired canvassing date(s). 
                              • For all Canvassing applications:  
                                • A copy of any materials that will be distributed as part of the canvassing event must be included with the application. 
                                • All materials must adhere to “Responsibilities of Community Life: The Student Code” and must contain the name of the sponsoring individual or organization. 
                                • The Student Union and Event Services Associate Director or designee will notify the canvasser via e-mail of the canvassing application approval status. 
                              • Canvassing may only take place in the following designated areas (Canvassers may not interfere or disrupt scheduled activities in these spaces):
                                [As noted previously: Non-affiliated individuals or entities interested in canvassing must reserve a Union Street or Fairfield Way table and pay the associated fee.]
                                • Union Street, located on the first floor. 
                                • The Food Court terrace, which is located on the second floor, overlooking the Food Court.  
                                • Fairfield Way from Hillside Road (The Student Union side of the road) to the University Seal area in between Rowe Hall and the Library.  
                              • Canvassers would need to check in at the Student Union Information Center. 
                              • Canvassers will be provided with identification badges that must be worn at all times. Canvassers must also carry photo identification with them at all times. 
                              • Canvassers may not use amplifying devices (including bullhorns). 
                              • Canvassers are responsible for collecting distributed printed materials that may have been discarded throughout the Student Union or along Fairfield Way. 

                              ResLife Indoor/Outdoor Space Policy

                              Policies specific to the reservation of Residential Life indoor and outdoor spaces.

                              ResLife Space Policies

                              Large, Outdoor & Late Hours Policy

                              Division of Student Affairs policy intended to create a safe environment for event sponsors and the guests attending these activities and to clarify expectations of all entities involved in managing these events including, but not limited to, sponsoring organizations, Student Affairs Staff and University Police.

                              Large, Outdoor & Late Hours Policy

                              Vendor/Contractor/External Organization Information

                              This form accepts requests from Vendors/Contractors/External Organizations to book tabling and event space inside the Student Union and outdoors on Fairfield Way.

                              Vendors/Contractors/External Organizations are non-affiliated customers (entities external to the University) working directly with the Student Union Event Services Office to book space to provide services or a program open to the University community.

                              • Vendors/Contractors/External Organizations are subject to fees for use of space and/or services.
                              • Vendors/Contractors/External Organizations are not permitted on campus during new student orientation programs or welcome weekends.
                              • Vendors/Contractors/External Organizations must have a signed “Facilities Use Agreement” and a Certificate of insurance on file with the Student Union before space reservations can be confirmed.
                              • Vending/Sales and Concessions (Tabling Reservations): 
                                • Vendors utilizing this reservation process are not allowed to sell food on the UConn campus, however vendors may setup to give out food samples.
                                • All products for sale or fundraising activities must be in compliance with all existing University contracts and State of Connecticut contracts and laws.  
                                • Approval for a concession reservation will depend on space availability (The SU Event Services Office staff will make the best effort for non-duplication of concession reservations).
                                • Aggressive selling tactics are prohibited.
                                • Representatives from the group must stay in the assigned area. 
                                • All tabling guidelines apply. 
                                • The following locations can be reserved for these activities:  
                                  • Student Union Indoor Locations:
                                    • Union Street tabling spaces
                                  • Outdoor Locations:
                                    • Fairfield Way (North or South)
                                    • The Husky Dog Circle on Fairfield Way
                                    • The University Seal Plaza
                              • Non-Tabling Outdoor Locations and Student Union Indoor Locations (Non-tabling Reservations):
                                Once you have submitted the form, a Student Union Event Services staff member will contact you to discuss space options.

                                RESERVATION REQUEST FORM SUBMISSION PROCESS:

                                1. Complete and Submit a Vendors/Contractors/External Organizations reservation request form
                                  • Vendors/Contractors/External Organizations Request Form Link: 
                                    https://s.uconn.edu/su_vendorfuarequestform
                                  • Timelines for Reservation Request Form Submissions:
                                    • For Tabling Reservations (Indoor and Outdoor):
                                      This form should be submitted at least 15-business days prior to the desired reservation date.
                                    • For Non-Tabling Reservations (Indoor and Outdoor):
                                      This form should be submitted at least 20-business days prior to the desired reservation date.
                                2. Once a form has been submitted, Student Union and Event Services staff will contact the vendor to review the form and review the reservation details.
                                3. The information will then be entered into a Facilities Use Agreement (FUA) contract, and sent to the vendor via DocuSign so the Vendor can sign the contract
                                4. Once the DocuSign contract has been fully executed and the Certificate of Insurance has been received, the reservation will be confirmed by our office.
                                5. Payment must be received by the payment date, or the reservation will be cancelled.

                                  Please contact SUReservations@uconn.edu if you have questions or need additional information.

                                  Event Planning Checklists

                                  Indoor/Outdoor Event Checklists

                                  Student Organizations: These checklists help to gather event information prior to meeting with the Student Union Event Planning Coordinator.

                                  Indoor Event Planning Checklist

                                  Outdoor Event Planning Checklist

                                  Accessibility Checklist

                                  UConn's Cener for Students with Disabilities has provided a document containing environmental considerations and a checklist to ensure events are maximally accessible.

                                  Accessibility Checklist for Events

                                  Event Promotions

                                  Campus Advertising

                                  Student Activities shares how to get the word out for your upcoming event by advertising on campus.

                                  Advertising Guide

                                  Locations in the Student Union for event promotions:

                                  • Display Cases
                                  • Banner Spaces
                                  • Bulletin Boards
                                  • Advertising prior to SUBOG Movies

                                  UConn Logo on Promotional Materials

                                  Student Activities provides information on how to appropriately use the UConn Logo and an approval form.

                                  UConn Logo Usage

                                  Reservation Fees/Costs

                                  Fees

                                  Student Organizations may incur fees depending on the type of event. Review the UGuide for associated fees.

                                  UGuide

                                  Fees & Payments

                                  Payments can be in the form of cash, check or credit cards

                                  Credit card payments are made at the UConn Marketplace website:

                                  UConn Marketplace

                                  Space rental fees can be found on the Event Spaces listing

                                  Food & Catering

                                  General Information

                                  All Student Organizations and University Departments must adhere to the food guidelines published in the UGuide.

                                  All beverages served must be Coca Cola products.

                                  UConn Catering Services

                                  Customers are required to use University Catering/Dining Services.

                                  University Catering Website

                                  Dining services has the right of first refusal for any event in the Student Union.

                                  Any organization that would like to request an exemption from this policy must complete and submit a the following form

                                  Right of First Refusal Form

                                  If you receive approval from University Catering to use an outside food source, a temporary food permit must be completed.

                                  Bake Sale & Donut Sale Guidelines

                                  UConn Environmental Health and Safety (EHS) guidelines for ensuring food safety for a baked goods sale.

                                  Baked Goods Sale Guidelines

                                  EHS Temporary Food Permit

                                  UConn Environmental Health and Safety (EHS) temporary food service application must be completed if you have obtained approval from University Catering to use an outside food source. Must be completed at least ten (10) business days prior to the start of the food service event.

                                  EHS Temporary Food Permit

                                  Additional Forms and Resources

                                  Certificates of Insurance (COI)

                                  Each  company will need to provide a COI. Per the University of Connecticut Compliance and Risk Management Specialist, COIs must contain the following information:
                                  [Example Certificate of Insurance]

                                  • The COI should be an ACORD 25 form (see attachment)
                                  • Minimum $1,000,000 Commercial General Liability, Each Occurrence
                                  • Certificate Holder: 
                                    • It must list: University of Connecticut
                                      [In the CERTIFICATE HOLDER box in the bottom left corner of the document, it must list: “University of Connecticut”]
                                    • Other entities may also be listed, but it must list: University of Connecticut 
                                    • Please Note: UConn Foundation is NOT the University of Connecticut 
                                  • Additional Insured 
                                    • It must list: State of Connecticut, Board of Trustees, University of Connecticut
                                      [In the DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES box just above the CERTIFICATE HOLDER box, it must list “State of Connecticut, Board of Trustees, University of Connecticut” as additional insured] 

                                            Certificates of Manufacture (COM)

                                            • A Certificate of Manufacture is required for certain equipment, such as inflatables, so the equipment’s materials and fire resistance rating can be reviewed 
                                            • It must be submitted to Event Services no later than 15 business days prior to the event 

                                              Tent Information

                                              Pop-Up Tent(s) (10x10 or smaller) 

                                              Small 10’ x 10’ pop-up tents do not require inspection from the Fire Marshal’s Office. Groups are permitted to provide their own pop-up tents. All tents MUST be weighted down. The Student Union does not provide pop-up tents or tent weights.  

                                              Large Tent
                                              For the purpose of this policy, “large tent” is defined as any structure with or without side panels having wood or metal supports and using any kind of textile or similar material for coverage, and having a capacity sufficient to shelter 100 or more persons or covering a ground area of 1,200 square feet or more. 

                                              • A tent inspection form must be completed by the group organizing the event in conjunction with the hired tent vendor and Event Services, and must include information from the company/vendor providing the tent about the materials being used and method of setup, etc. 
                                              • Once complete, organization or Department will submit the tent inspection form to the 
                                              • The Student Union does not provide tents.  
                                              • Tent rentals need to be arranged by the customer and set up/delivery and break down need to be coordinated with the SU Event Services Office. 
                                              • If the tent setup and breakdown require more than just the event date, the customer must request these dates for the space with the initial request. Failure to do so may result in denial of tent setup by the Student Union. 
                                              • Requests to set up a tent on University property within the Student Union jurisdiction must be approved in advance by the Student Union Event Services Office. 

                                              Required Documentation/Permits:  

                                                Areas where Tents can be placed: 

                                                • SU Terrace
                                                  The SU Terrace is equipped with tent tie down mechanisms that can support a tent size of 30’ x 30’ or 30’ x 70’. Access to the tent tie downs must be coordinated in advance and all requirements for use of a tent must be adhered to. Access in and out of the Student Union needs to be maintained through or around the tent. Contact Student Union and Event Services for more information.
                                                • Fairfield Way locations
                                                  Based on the size of the tent, tents can be setup on the reservable Fairfield Way Spaces. Tents must be weighted down with either cement barrels or water barrels.  
                                                • Grass Locations on Campus: 
                                                  • Based on the event, if a tent is used then turf mats may be required to protect the grass. Additionally, the duration that the flooring may be on the lawn will be limited and stipulated on an individual event basis, primarily dependent upon seasonal, weather and other conditions 
                                                  • SU Mall
                                                    Tents may not be placed on the Student Union Mall if they require being staked. 
                                                • Request Timeline
                                                  For Outdoor Reservation Requests that would include Inflatables/Tents/Amusement Devices/Carnival Rides/Games/Constructed Stages/Generators or other Items
                                                   
                                                  • Optimal Event Request Submission Timeline:
                                                    Submit Request(s) 30-Business Days or More prior to the requested event date(s) 
                                                  • Event Request Submission Deadline:
                                                    No later than 20-Business Days prior to the event 

                                                       

                                                       

                                                       

                                                        Fairfield Way Spaces

                                                        Fairfield Way Spaces

                                                        • Fairfield Way (and Hillside Road)
                                                          • Fairfield Way North
                                                          • Fairfield Way South
                                                        • Husky Dog Circle
                                                        • University Seal Plaza
                                                          • University Seal Plaza (Closest to Rowe)
                                                            • University Seal Plaza Northwest
                                                            • University Seal Plaza Northeast
                                                          • University Seal Plaza (Closest to the Library)
                                                            • University Seal Plaza Southwest
                                                            • University Seal Plaza Southeast

                                                        Minors

                                                        If your event has minors (individuals who are less than 18-years of age, who are not current UConn students), please contact the Minors Protection Coordinator, at (860) 486-4510 or by email at minorprotection@uconn.edu . All information concerning minors can be found on the website, http://minorprotection.uconn.edu

                                                        The University’s Protection of Minors and Reporting of Child Abuse or Neglect Policy, requires that University Sponsored activities involving minors register with the University’s Minor Protection Coordinator at least thirty (30) days prior to the start of the program or activity.

                                                        Movie Licensing

                                                        In accordance with Federal Copyright Laws, institutions, organizations and individuals wishing to engage in non-home showings of videos must secure license to do so, regardless of the size of the audience, or whether or not an admission fee will be charged.

                                                        Movie Licensing

                                                        Student Union Donation Box

                                                        The Student Union has a designated non-secure donation box located across from the Information Center. The donation box is for registered student organizations and University departments. Reserve the box for up to two concurrent weeks per semester.

                                                        Donation Box Policy

                                                        • The customer will be responsible for checking on the donation box on a regular basis to empty donation items.
                                                        • An 8.5” x 11” sign placard will be attached to the donation box to display signage about the organization receiving the donation and the purpose of the items be collected.
                                                        • No hazardous materials or perishable items may be collected.

                                                        If the customer does not remove their donation items, the items will be removed by Student Union personnel, and the group will be restricted from reserving the donation box.

                                                        Donation Box Reservations ??

                                                        How does someone reserve the box?

                                                        Donation Box Signage Template

                                                        Download and customize our template for displaying information about your collection event.

                                                        Donation Box Signage Template