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

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

ResLife Indoor/Outdoor Space Policy

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

ResLife Space Policies

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

Miscellaneous

Dance Practices

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

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

Minors

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

Non-UConn Speaker/Performer

A non-University entity is a person, persons, or an organization who is not a current faculty, staff, student, student organization, or University Department.

A list of names of all non-University entities who will be event participants along with any additional information concerning the speaker/performer (affiliation, website, biography, video links, etc.) needs to be provided to Event Services.

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