Failure to comply with the following policies may result in the loss of reservation privileges. Students and Registered Student Organizations are subject to the Code of Conduct and published UK policies, rules, and regulations—including the terms of this contract. Any potential violation of these policies may be referred to the Office of Student Conduct.

General Policies

  • All events must comply with facility and university rules and regulations, including but not limited to:
    • Contract Policy (AR 8:3)
    • Tobacco Policy (AR 6:5)
    • University Alcohol Policy (AR 6:4)
    • Campus Sales Policy (GR:1,N)
    • Use of Space (AR 9:1, AR 9:2)
      The sponsor is responsible for ensuring compliance with these regulations. A complete list can be found at www.uky.edu/regs/gr.htm.
  • All reservations must be made by a university department or an approved officer of a registered student organization. The reserving department or organization must be present at the event (AR 9:1, AR 9:2).
    Note: Non-University groups or agencies may submit a facility use agreement with select facilities.
  • Space assignments are at the sole discretion of the College of Agriculture, Food and Environment Event Staff and the facility coordinator. These are subject to change based on administrative priority.
  • Use of tabling space is permitted only for educational, cultural, charitable, or other approved purposes as determined by the President or delegated administrative officer.
  • Use of space must comply with all federal, state, and local laws and ordinances. Reservation confirmations are contingent upon adherence to these regulations.
  • The sponsoring organization or department is responsible for returning the location to its original condition. The area must be clean, with all trash and debris removed.
  • Food and catering must comply with existing university contracts. Coca-Cola is the official beverage provider, and all sponsored events must honor Coca-Cola’s pouring rights provisions.
  • No person may intentionally block or restrict entry/exit to university buildings. Indoor events must maintain a minimum 36-inch-wide aisle to all entrances and exits during setup, event, and teardown.
  • Sponsoring organizations/departments must comply with university brand standards and signage policy, including the use of banners, bulletin boards, chalking, and yard signs.
    All print, audio, visual, and electronic content must comply with U.S. copyright law and fair use standards.
  • Events must not be publicized, marketed, or promoted until approval is received from the College of Agriculture, Food and Environment Event Staff and the facility coordinator.

Cancellation Policy & Damage Assessments

  • 72-hour notice is required for cancellation. Failure to cancel may result in staffing and/or service charges to the sponsoring department/organization.
  • Damage from abuse or neglect to facilities, grounds, or university property may result in charges.
  • Prohibited actions:
    • Nothing may be taped, tacked, or adhered to walls, floors, or ceilings.
    • Open flames and candles are strictly prohibited.

For Events with UK Police Requirements

  • Cancellation Policy:
    Cancellations or service reductions must be made at least 72 hours prior to the event by contacting Dustin Adams at dustin.adams@uky.edu.

  • Inclement Weather Cancellations:
    Must be made at least 3 hours prior to the event. Inclement weather includes:

    • Heavy rain
    • Lightning
    • High winds
    • Snow and ice

    Failure to provide timely cancellation notice to the UK Police Department (UKPD) will result in the requesting party being financially responsible for all UKPD costs, including a minimum of three (3) hours per UKPD employee assigned to the event.

Updated: December 2019