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In addition to State and University policies, the Smead Aerospace Engineering Department retains the right to limit access to use the Aerospace Building to those individuals and activities deemed to support and promote its academic mission and vision as stated in the strategic plan.��

Academic reservations are the first priority. No events will be scheduled for more than a semester in advance. No events can be confirmed in classrooms until the semester’s courses are finalized two week into each semester.��

Requests and needs of Aerospace Engineering will always be considered a priority and possible “bumping” can occur based on that need up to two months in advance.��

Aerospace Room Details

All classrooms and conference rooms for public use are “SMART” rooms. The entire building has WiFi access for computers registered on the CU network.

Classrooms are designed for the instructor to furnish a laptop, plugin, and present. There are no computers in classrooms or conference rooms. Computer hookup is via VGA, HDMI, & Mini Display Port cables. There are also USB-C & Micro HDMI adapters attached to the cables. If you have a Mac or other computer with a different video connector, you need to bring it with you.�� If you’d like a free AV system walkthrough, you must request and book it at least 48 hours prior to the event with the IT department. [Note: We can’t guarantee the availability of tech for the walkthrough] In advance of the event, it is the responsibility of the requestor to review the AV “How to…” documents in the reserved space(s).

Requesting Aerospace Event Coordinator Assistance

The Aerospace Event Coordinator may be available to assistance with your event needs should you request assistance in advance according to the below timeline.

• For requests for food and beverage at your event:
  • Please allow��a minimum of 7 business days for any requests of 50 persons or less
  • Please allow��a minimum of 10 business days for any requests of 50 - 100 persons
  • Please allow a minimum of 14 business days for any requests 100 persons or higher

**Requests received outside of this timeframe are likely to be declined.

• For requests for multi-day conferences:
  • Please allow a minimum of 14 business days for any requests to be reviewed due to Academic Scheduling taking priority within the Aerospace Engineering Building
• For requests outside regular scheduled work hours (Monday-Friday between 8:30am and 4:30pm):
  • Please allow a minimum of 14 business days for any requests to be reviewed
  • Additional charges are subject to apply

Event Policies

Event coordination, set up, and clean up are not included in the price of the room rental.

If caterers or other deliveries are expected, the renter must be on-site to receive them. Aerospace Staff are unable to accept deliveries on behalf of the renter.

The Aerospace Department does not have tables or chairs to rent unless otherwise negotiated. The requestor needs to make arrangements for any furniture set up and get approval for any outside rentals.����

Storage space is not included with any rental. If storage is needed prior to the event the space used must be reserved and will be charged for the duration of use.

Events outside the normal business hours and events with >100 attendees may require additional security on-site at the expense of the renter. This will be arranged directly with CUPD through the Event Management Form via Docusign that is sent to the renter by the Aerospace Event Coordinator.

Food and drink are allowed in classrooms and conference rooms with the exception of red wine/colored drinks in any carpeted room. All surfaces must be wiped down if food/drink is served and the trash must be taken to the dumpster at the loading dock on the west side of the building. Facilities fees can be charged in addition to the room rental fees at the conclusion of the rental if the room is not cleaned up and the trash is not taken to the dumpster at the loading dock. This fee will amount to no less than $150.

Furniture is to not be moved out of any other rooms or other furniture cannot be brought into any rooms. Please note, all meeting spaces are cleaned daily, but not after each use. At the completion of the room reservation, it is the renter’s responsibility to ensure the room is left in the same or better condition as before the event occurred.��

If alcohol is to be served at your event, the renter must contact University Risk Management for liquor liability insurance requirements: (303) 735-5900. When requested, liability insurance must be obtained and in force. This paperwork must be submitted to the Campus Alcohol Agent 15 calendar days prior to your event. More information can be found at /eventsplanning/events-with-alcohol

Note that we do not arrange parking for guests or events, it is done directly through Parking & Transportation Services. You will need to fill out their form here: /pts/parking-request-special-event-planning

Confirmation Process

Requestors will be sent an Event Management Form via DocuSign that must be returned a minimum of 10 business days in advance of the date of the event if:

• The event takes place on any outside area at the Aerospace Engineering Building
• The event takes place in an academic room with a capacity over 150
• The event exceeds an attendance count of 150

On-campus groups must provide a speedtype in order for the request to be processed. For off-campus groups paying by check, the check must be received at least five business days prior to the date of the event, or the booking will be canceled.�� ��

Deposits

Multi-day events and events with more than 50 attendees require a $100 deposit fee per room, per day upon confirmation of booking. The deposit will be returned if the event is canceled more than 30 days prior to the event date. The deposit will be applied to the final rental fees.

Rates

Classrooms and conference rooms have associated room rental costs. (See below for current rates.)��

If food and drinks are being served, a $150 food and beverage fee will be charged in addition to the room rental fees.

Cleaning fees can be charged in addition to the room rental fees at the conclusion of the rental if the room is not cleaned and the trash is not taken to the dumpster at the loading dock. This fee will amount to no less than $150.

Requestors are liable for any negligent damages in the room and may be charged an additional fee up to $2,500.

Access

Part of the booking arrangement may involve obtaining access by the use of a key or BuffCard proximity access and will be arranged by the Event Coordinator and Building Manager through the Event Management Form via Docusign.