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Please read the frequently asked questions below. If you have specific questions that are not outlined here, please reach out to us at [email protected].
Frequently Asked Questions (FAQs)
Meeting
As defined by the OUE team, a meeting typically refers to an assembly of individuals for a specific educational or business purpose. It can be between as little as two individuals or many individuals, mostly affiliated with MSU Denver. They are often held in offices or conference rooms, such as JSSB 400. Although meetings can be formal, they are more informal than an event. A meeting is typically run by the meeting organizer and requires minimum external departmental support.
Examples of meetings: Cabinet meetings, conferences, board meetings, orientations, retreats.
Event
As defined by the OUE team, an event is a planned public or social occasion that is typically larger in scale and is of elevated importance. An event typically includes a networking element and can include both internal MSU Denver constituents and external audiences. An event also typically includes a speaking component and can require additional support from other departments.
Examples of events: Receptions, panel discussions, fireside chats, award ceremonies.
We kindly ask that you fill out our intake form, which covers booking MSU Denver spaces and event support based on our tiers.
Best practices: All event support requests should be made 6-8 weeks in advance. Due to a high volume of requests and scheduling, we are unable to support all event requests. We appreciate your patience and flexibility.
Run of Show
A run of show is an item-by-item sequence of events that will happen within an event or meeting. It helps planners establish an order of programming. It lists what will happen when, similar to an agenda.
Showflow
The showflow includes everything the run of show has, but in far more detail with team contact information, detailed times for vendor arrivals and contact information, and specifics on setup and tear down. The purpose of a show flow is to help everyone understand their roles, responsibilities and what they’re supposed to be doing during each moment of an event.
Colorado weather is one of the most unexpected obstacles to events that can cause trouble any time of the year on the Auraria Campus. Contingency planning is a vital part of event success and should always be a priority to avoid last-minute stress and loss of money.
If severe weather is anticipated during the time frame of an outdoor event, the lead of the event will need to coordinate a plan to amend, postpone, or cancel the event. When planning an event outside, we recommend that event coordinators:
- Have a backup plan that includes the reservation of an inside venue, in addition to the reservation for the outside venue.
- Have backup dates picked out in case you need to reschedule
- Prior to the event, determine how you plan to communicate with guests in the case of inclement weather, change of location due to weather, or if the event ends up getting postponed or cancelled.
- Work with catering and other vendors on their cancellation or rescheduling policies, should there be a campus closure due to weather. Keep your vendors updated on your plans early in the process.
- Reference MSU Denver’s Severe Weather Procedures website (link: http://bodv.mojie56.com/emergency/weather/ )to stay up to date on weather-related closures or delays.
- Determine who from your team would be essential to run the event, should there be a campus closure and the event must go on.
You can learn all about each tier and examples of the types of events that each tier includes, here.
Tier 1 | Signature presidential, university-wide events
Tier 2 | University wide divisional events
Tier 3 | Premier campus events
Tier 4 | Department level events
Auraria Campus students, faculty, and staff can check venue availability and email [email protected] to reserve a space.
For the list of event venues managed by AHEC including their capacities, please visit their website.
The King Center is different than other AHEC spaces as its primary function is lab and instructional space for the programs for which it was built.
The King Center is only available for summer season rentals mid-May through mid-August. Once the fall semester begins, the facility returns to its intended purpose of supporting the campus’ Performing Arts departments as instructional, lab, and performance space. Performance and support facilities may not be scheduled by any other programs for use during the fall and spring academic semesters. This includes use by any other on-campus departments, student organizations, or off-campus commercial clients.
Contact Adam Popovich at [email protected] to discuss your individual needs, or to obtain more information on policies and space availability.
For more information, please visit the King Center’s website.
The MSU Denver Office of University Events supports booking spaces in the Aerospace and Engineering Sciences Building (AES) or Jordan Student Success Building (JSSB). To book JSSB and AES spaces, please fill out this request form and select the spaces you would like to book. The system should indicate which spaces are available.
Please note, you must select a date at least 8 days out from today’s date in order for the system to populate available venues. Classroom reservations are dependent on availability of classroom space and course schedules.
Event space capacities can be found on our event spaces webpage.
To book the CAVEA theater and CAVEA breakout spaces (2), please fill out the OUE intake form.
CAVEA capacities can be found on our event spaces webpage.
As CAVEA is the premier venue for presidential tiered events and priority pop up events, there is the possibility that confirmed reservations in CAVEA may need to be rescheduled should a request arise that aligns with the president’s strategic vision. Please note that such instances are atypical.
For events in which students will be showcasing their work (e.g. symposiums, final presentations, senior capstones, etc.) CAVEA offers the following planning & logistics meetings to prime the event for success:
- 1-hr. exploratory meeting with the event coordinator (typically the professor) to discuss event logistics and details
- 1-hr. orientation with the event coordinator and students to review best practices for customizing and delivering presentations in the CAVEA Theater
- 1-hr. rehearsal with the event coordinator and students to review the room & tech set-up and to practice presentations
Authorized Campus Caterers (preferred caterers) should be utilized for all events serving 35 guests or more that are hosted in AHEC owned spaces. Please visit AHEC’s catering policies to find the list of preferred caterers.
In MSU Denver owned spaces, you are free to use whatever caterer/food and beverage service you would like. MSU Denver does not require the same process that AHEC does when it comes to food and beverage.
Alcohol served anywhere on the Auraria Campus, regardless of the building, requires police or security coverage. Please reach out to [email protected] to fill out the alcohol permit and request a security officer for your event.
You can access previously recorded livestreamed and recorded events on our livestream archive webpage.
You can request Rowdy at an event by emailing [email protected]. You may also request Rowdy, learn more info, and read through related FAQs on our ‘Book Rowdy the Roadrunner’ webpage.
To request President Davidson to attend an event, or request remarks, please visit the President’s Office website, located under Connect with the President. There, you will be directed to a Qualtrics form, where you will submit your request.
The event coordinator is the individual typically responsible for providing:
- agendas
- programming
- budget documents
- booking the event space
- being the liaison for the office/organization
- catering coordination
- clean up after an event
- staying throughout the entire event, last person to leave the event
- alcohol permits
- sound permits
- rentals
- Auraria PD requests/scheduling
Please note, the event coordinator is liable for their event and must be on-site throughout the duration of the event. More info can be found on our intake form.
Depending on vendor arrival times, the best practice is two hours before every event. This varies depending on what time catering, AV, and other vendors indicate that they are arriving to set up for the event.
Complete the Parking Validation Request form on AHEC’s website at least three business days prior and no more than 30 days in advance of your event. You will be contacted when your order is ready to be picked up. For more information, or if you have questions on how pre-arranged parking validations work, please contact [email protected] or call 303-556-2003.
Any author events where books are being sold need to go through the Tivoli Station Bookstore. They have the first right of refusal when it comes to book sales. For more information, please refer to the Tivoli Station Bookstore website.