PROCEDURES / INFORMATION FOR PLANNING (Based on University Policies)

Usage Requests / Reservations for campus spaces

Conditions for Use for Events in Outdoor Spaces

Conditions for Use for Events in Indoor or Outdoor Spaces

Amplified Sound

The University of Kansas is not only an academic institution but also a residential community. It is the responsibility of all faculty, students and staff to moderate sound during an event or activity on campus. Disturbing noise and/or amplified sound in or around campus buildings or residence facilities that infringes on the rights of other residents or members of the University community is a violation of event procedures. Sound is considered amplified when the output is produced or made louder by any electric, electronic, mechanical or motor-powered means.

In general, amplified sound is NOT permitted during regularly scheduled class hours.  Regularly scheduled classes are those which are held between:

  • 8 am to 10 pm – Monday through Thursday and
  • 8 am to 5 pm on Friday

Amplified sound or music can only take place in an Outdoor Space as outlined below:

  1. Amplified sound or music is prohibited in areas along Jayhawk Boulevard, Naismith Drive, Sunnyside Drive or other areas near KU buildings with classrooms and/or KU Housing at all times except as follows:
  • The event is sponsored by the Chancellor, the Vice-Chancellor Provost and/or the Vice Chancellor for Public Affairs
  • 8 a.m. to 11 p.m. on Saturday
  • 1 p.m. to 5 p.m. on Sunday or
  • During regularly scheduled football, baseball or softball games
  1. An approved event taking place in a parking lot, Marvin Grove, Potter Lake, the Dance Pavilion, Campanile Plaza or the Kansas Union Plaza may use amplified sound only as follows:
  • 12 p.m. to 1 p.m. on weekdays
  • 5 p.m. to 10 p.m. on Friday
  • 8 a.m. to 10 p.m. on Saturday
  • 1 p.m. to 5 p.m. on Sunday
  1. The Organizer must provide an appropriate mechanism for compliance during the Event and to enable the University to respond to complaints.

When completing the “Event Request Form OR Student Organization Event Request Form” – the event sponsor must note whether the use of amplified sound is requested for the event, what equipment will be used, and beginning / ending times of when amplified sound is expected to occur.

After an event has been approved, but before an event occurs, the event sponsor must notify by email and/or flyer distribution those neighbors likely to be affected by sound emanating from the event venue.  When preparing the notification:

  • Include the date, time and location of the event and the steps the sponsoring group is taking to keep the noise level down.
  • Include a phone number and the name of the sponsoring on-sight contact  whom neighbors and others can speak with if there are concerns.

Animals on Campus

The University seeks a safe, healthy, positive learning environment.  The uncontrolled and unsupervised presence of animals on campus can compromise that environment. As such, animal owners are responsible for the care, safety, control and behavior of their animals.

Animals should not run free on University property.  Owners should maintain personal control at all times by keeping their animal leashed.  Owners should not secure animals to trees, posts, signs, or any similar structure or leave animals unattended.  Owners are required to clean up after their animals on University property.

The “ANIMALS in BUILDINGS” policy provides expanded details regarding animals on campus.

  • Service Animals (a dog individually trained to assist an individual with a disability) are welcome in all buildings on campus and may attend any class, meeting or other event.
  • An Assistance or Emotional Support Animal (ESA) is an animal that provides personal comfort to an individual with a disability residing in KU Housing. It is an accommodation for KU Housing only and not permitted in other areas of the University.

Watkins Health Services sponsors events each semester bringing Therapy Dogs to campus and into buildings as part of wellness programming for KU students, faculty and staff. Schools, Departments or individual faculty, staff and/or students should consult with Watkins Health Center before planning an event to bring Therapy Dogs to campus.

A student organization interested in bringing animals from a local Humane Society (dogs or cats) for a fund-raiser and/or outdoor companion animal event can do so with permission through “Student Organization Event Request Form”.  The organizers must abide by the following guidelines:

  • Awareness of weather (heat and/or cold) to be respectful of the animals.  If the weather changes, keep in mind, animals are not allowed in buildings
  • Transport animals to/from campus in a controlled environment (leashes, kennels, etc.).  Delivery vehicles are not allowed to park on campus sidewalks, display areas, etc.
  • Animals must have current vaccination documents;
  • Trained handlers must accompany animals
  • Provide hand sanitizer for individuals handling animals
  • Provide plastic bags, paper towels, sanitizer for area clean-up

Campus Space / Venues / Facilities

Lawrence campus buildings, other than Wescoe, Malott and/or Learned are locked over the weekend and holidays.  If you have made a reservation through the Course & Room Scheduling Office for your event, you will need to provide a copy of your confirmation to order a building/room key through Facility Services.  You must order and pick up a building/room key from Facility Services, 1503 Sunflower Road, at least two (2) business days before your event to ensure that you will have access to the building and/or room.  If you do not obtain keys and request areas, KPSO (Security) will notify Facility Services to unlock the room and your organization will be billed $100.00 for this service.

Procedures to request space and/or costs are different for each location. Please review and inquire with questions.

To reserve space in a classroom or auditorium contact Course and Room Scheduling at: Office of the University Registrar

Contact: scheduling@ku.edu

Please note – food is not allowed in academic facilities and that you must leave the room clean and orderly when finished.

Contact: 785-864-4670

  • Kansas Athletics Facilities; including Allen Fieldhouse lawn

KAI – Event Services

Contact:

KU Recreation Services

Contact: recreation@ku.edu

Events are not allowed on and/or around any University Memorial (Vietnam, Korean, or the Campanile plaza and the future addition of the WWI Eagle) except for:

  • Commencement;
  • Commissioning ceremonies;
  • Memorial ceremonies;
  • Registered Student Organization group photos;
  • Filming for class projects.

Please note – food/beverage is not allowed to be served in these areas.

Office of Event Management and Protocol, University Public Affairs: eventmanagement@ku.edu (University Event Request Form)

School of Business

Contact: capfedhallevents@ku.edu

Student Involvement & Leadership Center (SILC), KU Student Affairs

Contact: danforth@ku.edu

Contact: Angie Soden angiesoden@ku.edu 785-864-1414

Contact: beren_events@ku.edu

Contact: Sarah Bishop 785-864-7823 

Student Involvement & Leadership Center (SILC), KU Student Affairs

Contact: silcfront@ku.edu

  • Strong Hall Lawn

Reserved for major University “ceremonial” activities coordinated on behalf of the University by the Office of Event Management & Protocol

  • Chalmers / Lindley Hall Lawn Space reserved for temporary student art projects, displays, etc.

Contact:

Burge Union, DeBruce Center and Kansas Union,

Contact:eventservices@ku.edu

Contact: dwendel@ku.edu OR katelorenz@ku.edu

University departments and student organizations can request use of these areas for events. External Organizations and/or individuals can request use for personal events, i.e. weddings, memorials, filming projects, etc.

Office of Event Management & Protocol, University Public Affairs

Contact: eventmanagement@ku.edu

Department of Health, Sport, and Exercise Sciences, School of Education

Contact: Bernie Kish bkish@ku.edu or 785-864-0703

KU Recreation Services

Contact: recreation@ku.edu

Contact: smarental@ku.edu

Contact:

Questions about other spaces can be directed to Building Managers, SILC or Event Management & Protocol

Additional Conditions of Use for Events in Outdoor Space

In addition to other requirements of this policy, Events in Outdoor Space must comply with the following requirements:

Camping is prohibited in any University facility, outdoor space, or temporary structure.

Climbing or rappelling on the exterior of any University facility including fire escapes, outdoor space (landscaping/trees) or on any short-term construction equipment is prohibited

Fountains– Chi-Omega, Docking Family Gateway and Alumni Place / Battenfeld  Requests to color water (blue) for special events is no longer accommodated

Exhibits or Displays

University departments and/or student organizations may request space for a temporary exhibit or display using the Stauffer-Flint or Watson Library lawns.

An Exhibit is an object or a collection of objects designed for temporary display and is not permanently attached to the ground.  Examples of exhibits may include: flags/markers/symbols that physically represent a statistic that is being acknowledged. 

  • Appropriate signage (24” x 36” either mounted on a-frames or realtor type signs) can be used to explain the exhibit. 
  • Sponsors do not need to be in attendance throughout the exhibit.
  • The exhibit must be contained within the grass area and does not impede pedestrian traffic on sidewalks.
  • Shall be in place for 48 hours / two (2) working days in succession.
  • Set-up / Tear-down / Clean-up: sponsor must remove all exhibit objects within the 48 hour time allocated.

A Display is free standing and not attached to any permanent structure including trees, shrubs, benches, etc. for support.

  • Should take up no more than 10’ x 10’ square and 15’ in height. Tall structures may require safety area with barricades. The display should be secured with sand bags and not metal spikes placed in the ground.
  • Delivery and set-up of a display must be done between 7-8 a.m. and tear-down after 5 p.m. so as to not interfere w/ KU Transit schedules.
  • Vehicles used for delivery need to park away from the display – short term permits can be arranged through KU Parking or at a Parking Garage.
  • Representatives of the University department and/or student organization must be present during the display period.
  • Shall be in place for 48 hours / two (2) working days in succession.

The University is not responsible for damage due to inclement weather or vandalism.

Exhibits or Displays are approved through the “Student Organization Event Request Form”.

Food / Beverage

The University Food Policy describes the conditions under which food may be served/consumed at university events on campus. KU Dining is the official food and beverage provider for the University.

Exceptions to the University Food Policy:

  • Donated Food

Exceptions to the university policy may be granted in the case of donated food if the following guidelines are followed:

  • The food must be from a licensed purveyor
  • The food must be prepackaged
  • The food must be able to be stored at room temperature without spoilage
  • No admission is charged
  • The sponsoring organization accepts liability

Homemade products (cookies, rolls, brownies, etc) are NOT allowed to be served on campus.

Food preparation is not allowed along Jayhawk Blvd unless served by KU Dining. 

KU Dining must approve and sign Food Exception Request before submitting to the appropriate Event Approval Process.

  • Food Trucks

Exceptions to the university policy may be granted in the case of the engagement of licensed food trucks if the following guidelines are followed:

  • The vendor, or sponsor is responsible for securing the location and any fees associated with that location.
  • The secured space must be left as found. 
  • Vendor must be on Dining Services approved list of vendors allowed on campus with current and up to date health code certifications. 
  • An administrative fee of $50 will be issued each time a vendor visits with the intention of selling (giving away) product. 
  • The vendor is not permitted to visit sites on a re-occurring scheduled basis. 

Food Trucks are NOT allowed on University sidewalks. Contact KU Parking for reserved stalls in parking lots.

KU Dining must approve and sign a  Food Truck Service Request Form  before submitting to the appropriate Event Approval Process

  • Food Drives

University departments and student organizations are permitted to sponsor food drives on an occasional basis or in response to an emergency.

The hosting department or student organization/s are required to establish specific terms and limitations of the food drive outlined in a written agreement with the beneficiary, i.e., food bank.  The sponsoring department or student organization should submit a copy of the signed agreement to Event Management & Protocol.

  • Research and select a reputable 501(c)(3) food bank or other charitable organization in the area before committing to the food drive.
  • Designate one or two leaders in the group who will be responsible and a point of contact for questions for the food drive.
  • An individual food drive may not last more than two (2) weeks, including the time to place and pick-up collection bins/containers.
  • Confirm with the food bank, using a written agreement that outlines responsibilities and related logistical and promotional details so all parties are in agreement.

Topics that should be addressed in the agreement include:

  • Who is providing the bins/containers
  • Who is identifying and gaining approval on locations in various buildings
  • Placement of bins in buildings

The presence of containers must not overwhelm any venue, outside space, they must not block doorways or exits, must not block designated pathways or areas where wheelchair access might be needed/expected, should not be kept outside, must be regularly checked during the drive and their interiors well maintained, (cleaned if packaging is damaged)

  • Who is responsible for transporting items to/from the beneficiary when bins are full or when the food drive has ended.
  • Promotion
  • Be specific when promoting the food drive.  Include name and some general information about the food bank for the benefit of those donating items during the food drive.
  • Start date and times for food donations, i.e. before a sporting event
  • End date and time
  • Locations of bins/containers
  • KU Sponsor (department / student organization), contact information

Items accepted

Canned meats, canned vegetables, canned soups, cereals in sealed boxes or bags, peanut butter, canned fruit, canned tomato products, rice, beans, etc.

Items NOT accepted

Perishable items; fresh fish, meats, fruit juices, fruit, vegetables, and eggs.

  • Collection of cash or checks on campus grounds as part of the food drive is prohibited.  Instead provide a website address on promotional materials and donation bins for those who may wish to follow-up with a financial donation directly to the food bank.

Pepsi Funding Program (Product Requests) – Managed by KU Student Affairs

Guest Speakers

Student organizations may present guest speakers who may make speeches, give performances or lead discussions in fixed indoor or outdoor locations on campus with advance approval. (Academic Related Event) A guest speaker is not a student, faculty or staff member.

Guest speakers may distribute literature to persons who attend the event, but not to others who have not chosen to attend the event. The guest speaker may not address potential listeners who have not chosen to attend the event. The guest speaker may not help staff a student organization's table or exhibit. Finally, a guest speaker may not solicit for their off-campus business, organization or service, but they may sell and sign books during the event.

When presenting a guest speaker, the student organization must make clear that the organization, not the University, invited the speaker and that the views expressed by the speaker are their own and do not necessarily represent the views of the University. The student organization should make the following introductory comments:

"Tonight's event is being hosted by ABC student organization, a registered student organization. This is not an event sponsored by the University of Kansas.  The views expressed tonight are of the student organization/invited guest speaker and do not represent the views of the University or its officers."

Parking

KU Parking Lots are open between 7 a.m. and 5 p.m. Monday through Friday.  If you are planning an event that has specific parking needs, i.e. reserved stalls for guests, food trucks, etc. please follow these steps:

  • Contact KU Parking. Inquiries can be sent to eventparking@ku.edu
  • Obtain event approval through the appropriate Event Approval Process
  • Work with KU Parking for signage and enforcement

University Departments and student organization's requesting parking spaces will be asked to pay for fees associated with the use of those spaces. If other services are required, such as the use of a guard to reserve parking spaces, additional fees will apply.

Personal and/or business/leased vehicles are not allowed to drive or park on campus lawns. Vehicles or equipment required to set up or mobilize displays or activities cannot park on campus lawns. Coordinate with Campus Operations for displays or activities, which require a vehicle, or special equipment for set up or mobilization and KU Parking for a temporary parking permit.

Golf carts / Gators / Utility vehicles are ONLY allowed on campus for Campus Operations / Facility Services to conduct university business.

Golf carts / Gators are allowed in parking lots for Major University events, i.e. Commencement, KU Football, etc.

Potter Lake

KU Environment, Health & Safety AND General Counsel Approval Process:

  • Student organization activities must be submitted to UEC / Approved by EM&P
  • Safety: wear life vests and having life guard on duty
  • Security: keep others from swimming, wading and/or jumping during an activity
  • Must clean up any event related trash (cardboard, etc.) so as not to cause contamination to lake
  • It is recommended to NOT drink the water and take a good shower following the activity (participants may smell from mud/muck/water). The lake is largely stagnant, and there are inherent risks related to use/exposure to such areas. Participants and spectators assume any and all risk associated with this activity. Events scheduled after dusk or before dawn in Outdoor Space must have adequate lighting.The Organizer shall make prior arrangements for adequate, available sanitary facilities within and/or in the vicinity of the Event before, during, and for a reasonable period of time following the conclusion of the Event.

Skateboarding 

Lawrence City Code, Chapter XVII, Article 7, Section B

17-702.2 SKATEBOARDING PROHIBITED.It shall be unlawful for any person to ride, skate or use a coaster, roller skates, skateboard, roller blades, or other similar device on sidewalks in the area of Jayhawk Boulevard from West Campus Road to Thirteenth Street including 1000 feet on either side of this corridor on the University of Kansas campus. (Ord. 5820; Ord. 5926; Ord. 6150; Ord. 6330; Ord. 6794)

Slack-lining 

This policy will be enforced by KU Public Safety for the safety of the community.

All slack-lining must comply with this section regardless of whether it takes place during an Event. Slack-lining that does not involve a competition, fundraising or more than five people need not be scheduled as an Event but must still comply with this section.

Slack-lining is permitted between the hours of sunrise and sunset.To provide for the safety of the campus community the following guidelines have been established:

  • Participants and spectators assume any and all risk associated with this activity.  For participants, the risks include but are not limited to, death, paralysis, and serious injury.  Participants and spectators take full responsibility for following this section and following best safety practices within this activity.
  • All slack lines may be affixed on a temporary basis while in use, and slack lines must be removed when not in use.The owner is responsible to not leave equipment unattended. Unattended equipment may be removed and stored without notice.
  • All equipment associated with the practice of slack-lining shall be maintained in an operable and safe condition. This is the sole responsibility of the participants to ensure.
  • Lines may only be affixed to appropriately sized trees and in the manner set forth as follows:
  • Only trees greater than 1 foot in diameter may be used as anchor posts.
  • To protect the bark on the trees some type of fabric, e.g. burlap, carpet squares, or similar material, must be placed between the tree and the line that is tied to the tree. A clear and flat landing surface must be present under the full length of the slack line.
  • Trees and/or landscaped areas showing damage from slacklining activities may be restricted from future slacklining activities at the discretion of Campus Operations..
  • Spotters are strongly recommended
  • The slack line may not be elevated to a height of more than 4 feet at the center of the span.
  • Slack lines may not exceed a length of 50 feet.
  • Memorial trees or other trees posted by sign may not be used as anchors for this activity.
  • Slack lines may only be attached to approved campus trees as noted above, and may not be affixed to any other campus fixture including, but not limited to, buildings, bike racks, handrails, art objects, fences or light poles
  • Activities such as stunts or tricks involving flips are not permitted
  • The center of a Slack line may not be within 20 feet of sidewalks, buildings, road, streets, bikeways, water features, sport courts, bike racks, handrails, art objects, fences or light poles.

Solicitation / Fund Raising

The following outlines the procedures relating to solicitation on the University of Kansas Lawrence / Edwards campuses.  This applies to solicitation activities by Registered Student Organizations and University Departments, commercial vendors, non-profit or charitable organizations and individuals.  Distinctions are made between University Related and Non-University Related Solicitation and between “Commercial” and “Noncommercial” Solicitation.

The sale of personal property by individual members of the University community does not require prior authorization or notification of authorized officials, but must comply with the standards set.

  1. Commercial Solicitation
  1. Solicitation by Private Enterprises
  1. Commercial activities are generally prohibited unless the University does not offer the good or service and it is determined that the activity is compatible with the purpose of the University.
  2. Schools/Departments and Registered Student Organizations of the University shall not permit the operation of private business enterprises on their campuses, except as otherwise provided by contract.  (Contact KU PROCUREMENT)
  3. Vendors offering services to campus under contract may solicit the sale of goods and services consistent w/ the terms of the contract.
  1. Solicitation by University of Kansas employees
  1. Commercial solicitation by University of Kansas employees is prohibited during work hours.
  2. Prohibited activities include actual sales or order taking, as well as the distribution of catalogs and literature.
  1. Use of University Facilities
  1. University facilities are intended for the use of its students, faculty, staff and invited guests participating in University-approved programs or activities.
  2. Departmental mailboxes and bulletin boards shall not be used to distribute sales information or catalogs.
  3. Commercial information may not be posted on University buildings, interior and exterior doors, interior and exterior walls, windows, fences, directional and informational signs, lamps posts, light poles, barricades, trees and any other inappropriate location.
  4. The University electronic mail system, internal campus mail service and bulletin boards are for official University correspondence and authorized activities only and shall not be used for commercial correspondence, advertising, soliciting or mass mailing.
  1. Non-Commercial Activities
  1. General Guidelines
  1. Non-commercial solicitation may take place in University public areas with prior approval by the appropriate authorizing official.
  2. Solicitation activities may be limited on a viewpoint-neutral, content-neutral basis in regards to the time place and manner of the proposed activity.
  3. Violation of any of these limitations may result in revocation of the permission to engage in the activity.
  4. Individuals conducting solicitation on campus shall not engage in unlawful activity, misrepresentation, or fraudulent trade practices, and may not display, distribute or sell items which are illegal or prohibited by Kansas Board or Regents or University of Kansas policy.
  5. In order to receive approval, non-commercial sales activities must be occasional, non-continuous, and specific in purpose.
  6. Regular, recurring sales activities are prohibited on the University of Kansas campuses.
  7. The total number of people soliciting in one place will be limited to four (4) during any four (4) hour period.
  8. Preference for assignment of space will take into account the number of previous approvals for the group or activity, status as a major campus-wide activity, time constraints or events that may be advertised.  In addition, any special circumstance relating to University activities and the burden such activity may place on University grounds and facilities, security forces and administrative staff will be considered.
  1. Student Organizations
  1. Solicitations conducted by student organization's must be for the benefit of the campus organization or a nonprofit or charitable entity.  Commercial solicitations are prohibited.  Provisions for proceeds from the solicitations must be included in the request.
  2. Activities must be student-led and represent the initiative of the student organization acting independently of off-campus entities.  Student organization leaders must make all arrangements including managing all fundraising, reimbursements and final accounting.
  3. The proposed beneficiary must have a current and valid U.S. taxpayer ID number, registered as a 501 (c) 3 organization and meet reasonable expectations of responsible stewardship and service.  Student organization's will need to obtain written verification from your desired beneficiary before final event approval.
  4. Representatives of the student organization must be present at all times during solicitation activities involving an outside vendor.
  5. Signage / Recognition:  Events need to have a sign (8.5" X 11" or larger) identifying the student organization and the beneficiary of the activity.
  6. All funds generated must be collected and deposited through the sponsoring student organization's account.
  7. Good cash handling procedures should be followed including regular, if not daily, deposits of income, detailed accounting of funds and prompt contributions to the charity.
  8. Final accounting of your event and the donation to your beneficiary should occur within 4-6 weeks of completion.
  9. All sponsorship activities must be conducted in accordance with these procedures and may not include commercial sales.
  10. Event Exclusions:
  1. Crowd sourcing (e.g. using an off-campus fundraising site in the name of the University of Kansas)
  2. Raffles
  3. Gambling
  4. Partisan political activities / lobbying
  5. Activities designed to support more than two beneficiaries
  1. Standards
  1. Events may not interfere with University programs or functions, be inconsistent with classifications and uses of University facilities, conflict with existing University services or contracts or present an unreasonable danger to health and safety.
  2. Those conducting solicitation on campus shall not engage in unlawful activity, misrepresentation, misleading or fraudulent trade practices, and may not display, distribute or sell item which are illegal or prohibited by Kansas Board of Regents or University of Kansas policy.
  3. Priority for requests will be given to projects that are in orders, (a) educational in natures or directly related to the curriculum; (b) for charitable purposes; or (c) for the benefit of a large segment of the University population. 
  4. Solicitation activities may be limited on a viewpoint-neutral, content-neutral basis in regards to the time, place and manner of the proposed activity or event.
  5. Posting of banners, signs, and other such methods of notification on University building, fences or other facilities is prohibited.
  6. Violation of any time, place or manner limitations, damage to University property, or outstanding debt to the University may result in revocation of the permission to engage in the activity or denial of permission to engage in future activities.
  1. Co-Sponsorship and/or Donations

Student Organization's may receive donations from non-university entities for door-prizes, cash support, in-kind product, however non-university organizations may not co-sponsor activities on campus.  Student organization's may thank their donors through public      announcement or on a program for performance, i.e. (“Special thanks to….”) but may not advertise for companies.  Use of corporate logos on T-shirts, programs, etc. must focus on the student organiztion and maintain proper University of Kansas visual identity standards, i.e. a corporate logo cannot be larger than the University of Kansas, Jayhawk, etc.

  1. Definitions

A. Solicitation is defined as the act of requesting money or funds for any reason, seeking agreement to pay, taking subscriptions, selling merchandise or services, or offering materials or privileges to others via promotion or advertisement

B. Commercial solicitation is defined as any solicitation for the purpose of securing a profit for the benefit of an individual or commercial entity.

C. Non-commercial solicitation is defined as any solicitation for the purpose of securing a monetary gain for the benefit of a nonprofit or charitable organization and includes sales and requests for donations.

Tabling

Wescoe, Stauffer-Flint & Watson Library Lawn.

  • No amplified sound
  • Tables allowed between 8 a.m. and 5 p.m.
  • 1-2 six (6) foot tables, provided by Student organization and/or Department
  • 1-4 staff are allowed to be behind tables
  • Free standing-Pop-up tents (10’ x 10’ maximum)
  • Permanent benches are not for displays, storage, table staff seating, etc.
  • A sign (minimum of 8.5" X 11") should be posted identifying the Student organization
  • No paint (wet or powdered), water, shaving cream, whipped cream allowed on Wescoe for activities (Chalk is acceptable, but use of spray chalk or any other marking that does not wash away with natural precipitation are prohibited will result in clean-up charges to the organization.
  • No motorized vehicles shall be parked on Wescoe OR campus lawns without permission.
  • Animals. See “Animals on Campus” procedures
  • Student organizations and/or departments can request 5 days/semester for tabling along Jayhawk Blvd.
  • Student organizations and/or departments cannot request multiple locations along the Blvd.
  • Student organizations and/or departments can request specific dates one semester in advance.
  • Food and/or Beverage must be obtained through KU Dining unless a food exception form is signed and submitted at the time of reservation request.
  • Donated product must be wrapped and/or prepared by a licensed food provider; wrapped candy is acceptable; NO home made products can be distributed, donated or sold.
  • Provide notice product may contain peanuts (avoid peanut allergies)
  • No corporate advertising can be posted, i.e. Pizza Hut, KIND other than what is printed on product wrappers.
  • Tabling within buildings; ex. Kansas Union, Anschutz Library, The Underground, etc. is at the discretion of the Building Managers
  • Areas not allowed: Strong Hall Rotunda or Lawn, plaza between Anschutz Library and Wescoe, inside or immediately outside of Budig Hall.

Tents  

Placement of tents need approval by Facility Services and may need utility lines located before placement.

Weddings and/or Commitment Services

  • Limitations: 100 person ceremonies or less with NO receptions and/or food and beverage to be served..
  • Rental companies must provide set up / tear down services of chairs, lecterns, other equipment (no tents) for the ceremony 2 hours before/2 hours following. (chairs need to be zip-tied due to fire code – so in the case of an emergency, people are not hindered by chairs being knocked over)
  • The University will not provide dressing rooms, restrooms (buildings are closed on weekends), electricity or trash/recycling services
  • Parking will need to be confirmed to avoid conflicts with Kansas Athletic or University events.  Fees at the Mississippi St garage are the responsibility of attendees.
  • North Campus areas are purposeful natural environments and may not be fully accessible for those using wheelchairs or limited in their mobility.  Third Parties will be responsible for program-level accommodations for their events.
  • Inclement weather accommodations need to be made with other facilities, Kansas Memorial Unions, Adams Alumni Center or Lawrence venues as the University cannot provide optional accommodations. 
  • Following Kansas Board of Regents policies, the University will not charge for this usage unless damages occurs, such as major turf damage.

No other “Green Space” areas are approved for weddings and/or commitment services, i.e. Campanile Plaza, Allen Fieldhouse, Strong Hall, Watson Library, Stauffer-Flint lawns, etc.


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