Special Event Request Form

Instructions & Information

  • Please complete the following form. Required fields are shown in blue, while optional fields are displayed in standard black.
  • When finished, click the Submit Request button. If this button is not clicked, the request will not be submitted.
  • This request must be approved by the responding event coordinator before becoming an official event.
  • If this event is approved, this information will also be sent to the following parties:
    • Campus Police Department
    • Environmental Health Services
    • Parking Services
    • Other University Departments as Required
  • Venues that can be scheduled include sports facilities, outdoor areas, Danforth Chapel, and sometimes classrooms, for off-campus users and any user charging an admission or participation fee.
  • If you have any questions about this form, please contact Kirsten Smith at 970-491-0331. For more overview information about available services, see the Special Event Support page.
  • Note: Submission of form does not imply approval of event.
 
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Contact Information
Existing Correspondence
General Event Information
Depending on the detailed requirements of the event, a certificate of insurance may be required. If so, details will be provided by the event coordinator.
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If this activity may have attendance from outside of club, organization or department sponsoring the event, please choose "Yes". If this activity is private, not open to participation outside of sponsoring group or organization and is by invitation only then please choose "No".
Setup & Cleanup
User will pay for all services requested by User or required by University, and for all costs incurred by University as a result of this activity. This includes, but is not limited to CSU Police coverage, clean up charges, repair or replacement costs, or additional supervisory charges. For sprinkler adjustments, a cost estimate will be provided. Utility locates are required for anything that must be driven into the ground (fencing, tent stakes, netting stakes, etc.). Driving anything into the ground without first obtaining a utility locate is strictly prohibited. Any damages to utilities, irrigation, or turf that is caused due to lack of obtaining a locate will be billed to the event sponsor. Locates are provided at no additional cost.
Food & Beverage
If alcohol is being served, please refer to the appropriate guidelines Adobe Reader Document (PDF), and an additional application form Adobe Reader Document (PDF) must be completed before the event can be approved. Please contact EHS, Public Health at 970-491-6121, for food safety requirements and approval. This must be done at least 2 weeks prior to the event date or the food portion of this event will not be permitted.
Equipment
Many types of equipment can be rented from CSU Facilities Management or off-campus companies. Certain equipment, such as port-a-lets, can only be rented from off-campus companies. The University may require port-a-lets for some events. As needed, the event coordinator can assist in identifying sources for various equipment. Event Sponsor or the rental company must schedule utility locates for any equipment requiring stakes to be placed 8" or deeper into the ground. Call phone # 811 to schedule these free locates, at least 1 week prior to the event.
Equipment Being Rented:
Payment Info
Keys
Electricity Requirements
If electrical power is required for the event, a cost estimate will be provided.
Additional Information