Outdoor Venues

• Gettler Stadium/Myers Field
• UC Baseball Stadium
• Nippert Football Stadium/Field
• Sheakley Athletics Center
• Sheakley Lawn
• Trabert-Talbert Tennis Center

• Athletic Venues
• Sound Systems
• Car Smashing
• Chalking
• Free Speech Activities
• Dig Permit
• Electric
• Event Fees
• Food
• Food Trucks
• Logistics Planning
• Posting & Singage 
• Rain Locations
• Site Selection
• Tent & Canpoy Use
• Trash Cans & Removal

Music also makes the event, but there are guidelines. There are established hours during the week when music and other amplification is permitted.  This information is also found in the Use of Facilities Policy.

The University’s campus is dense with buildings. Office space, libraries, classrooms, laboratories, and living quarters are all contained within the campus. To minimize loud conduct that disrupts working, studying, and sleeping, the University prohibits the use of amplification equipment except for usage that is no louder than 90 decibels measured at 45 feet and that is:

Bearcats Commons and Bearcat Plaza

If on Bearcats Commons, then only on Tuesdays and Thursdays, from 12:30 p.m. to 2 p.m., during fall and spring semester, but not during exam weeks, between breaks, or during the summer semester. 

Campus Green or Sigma Sigma Commons

If on Sigma Sigma Commons or Campus Green, then only on Mondays and Tuesdays from 11 a.m. to 4 p.m., or Fridays and Saturdays from 11 a.m. to 4 p.m., or Sundays from noon to 6 p.m., during fall and spring semester, but not during exam weeks, between breaks, or during the summer semester.

 If your event hosts music or PA system outside of policy, it can be shut down. 

Before a vehicle can be brought on campus for philanthropic car smashing, notice must be given to CES at least 45 business days in advance of the event date. Site location must be approved by Facilities Management. Budget for Public Safety presence and Grounds clean up. CES will arrange a logistics meeting for event planning. 

The following safety procedures must be in place at the event: 

• A tarp must hang out at least 5 feet on all sides of the vehicle to catch any debris.
  
• Safety goggles must be supplied to anyone smashing the vehicle.
• Supply roping around an 8-10’ perimeter around the vehicle.

To prep the vehicle these tasks must be done before the vehicle is brought on campus:

• Drain all fluids
• Remove all glass

Chalking is only allowed by registered student organizations, and only on cement sidewalks using water soluble chalk. Refer to the Use of Facilities Policy for further information. If the sidewalks are damaged by using non water soluble chalk there may be a fine assessed. No spray chalk is permitted.

For guidance about outdoor free speech, review the Use of Facilities Policy.

Anything that penetrates the ground - a tent stake, a yard sign- requires a dig permit. The process requires 10 working days. Notify the CES department at least 30 days for guidance on this process. The sponsoring organization will need to meet with Facilities Management personnel to mark the outdoor spaces with spray paint. CES will assist the sponsoring organization with contacting Ohio Utilities Protection Services to secure a confirmation number. Once inspection by utilities representatives is completed, the sponsoring organization can proceed with areas approved for digging.  Refer to the Use of Facilities Policy for the full process. 

Anything requiring electric not supplied from a standard outdoor wall or column socket must be pre-ordered through Facilities Management. Typical electric orders include: multiple socket panels designed for outdoor use, electric generators to provide continuous power to large equipment, outdoor lights. Some electric equipment must be ordered from a vendor. The sponsoring organization is responsible for ordering electric. If a work order has not been placed in advance, you cannot expect electric to be supplied. The fee is $100.

Plan your event budget to allocate funds for these UC personnel services. The following service costs are common for outdoor events:

• Public Safety & EMS personnel (UCPD presence is mandatory if there is an exchange of money due to sales)
• Grounds clean up or Turf Damage
• Outdoor electric panels or generator
• Tent permits
• Space rental
• Event insurance

If you plan to grill at the event, the sponsoring organization must secure a grill permit and have the copy on the premises (for any grilling or open flame). Call UC Fire Prevention at 513-556-4992. It takes 3 business days to process a permit request. If a permit is not obtained you may be subject to a citation.

CES does not provide tables and chairs outdoors. See the CES Event Equipment Rental site.

Logistics meetings are recommended for events hosting large crowds and/or requiring day-long delivery and set up. This meeting should occur 6-8 weeks prior to the event date. CES will organize these planning meetings with your team together with UC outdoor service personnel.  If you wish to organize a logistics planning meeting, please contact the CES office.

Posting on campus is limited to Registered Student Organizations, University Groups, or currently registered students for the purpose of promoting campus events or giving directions to campus visitors to on-campus events.

The full Posting & Signage Policy can be found in the Use of Facilities Policy Manual.

You should consider a rain location at the time of your original reservation, as rain locations may not be available at the time of your event. The decision to use a rain location must be made a minimum of 36-48 hours prior to the event. Email the rain location space holder your decision not to use their space if you decide to stay outdoors. Failure to do so could result in a NO SHOW for the space and incur room rental costs. 

The map identifies outdoor spaces that require a reservation for an event.  Note the Bearcats Commons and Campus Green are divided into sections because the spaces are large enough to share and host multiple events, depending on activity and crowd size.  If you need the entire space for your event, remember to reserve all sections in 25Live.  To clarify misconceptions, Sigma Sigma Commons refers to the outdoor amphitheater space south of the service drive. 

Athletic fields are reservable through the Athletics Facility Management team.

Events anticipating the use of a tent or canopy must first be scheduled with the appropriate scheduling department, such as Conference & Event Services. Once the reservation is confirmed, regardless of the size of the tent or canopy, and regardless of whether digging will be involved, a request for approval must be made to Public Safety at least 10 business days in advance. The Fire Prevention Unit will review the request, which must include the event plan, and notify the requester if there are any deficiencies in the request or if any required permits are needed. The cost is the responsibility of the requester. Permits must go through Public Safety; therefore, vendors are not permitted to process the permit for on-campus locations. No tent or canopy may be erected, installed, or used until approved by Public Safety. 

If the tent is to be secured with stakes in the ground, a dig permit is required. It is recommended the tent be secured with water barrels or concrete blocks. Contact UC Fire Prevention at 513-556-4992 if you plan to stake the tent/canopy in the ground. 

Required Signage and Safety Equipment

Each tent or canopy erected must have a fire extinguisher mounted in a visible location. The extinguisher must be a 5- or 10-pound dry chemical, type ABC. The company renting the tent should be able to provide this extinguisher and a stand to mount it on. Each tent or canopy erected must have one or more no-smoking signs posted so that they are visible throughout the structure. The no-smoking signs must be at least 8” x 10” in size, with at least two inch lettering.

The full Tent & Canopy Use Policy can be found in the Use of Facilities Policy Manual.

UC Facility Management Grounds Services supplies the number of trash cans and staff hours required to clean up for your event based on the expected size of your event audience and amount of food/beverage planned.  All charges will be billed to the sponsoring organization. The sponsoring organization can request an estimate from Grounds Services to plan your budget.

Food makes the event, but there is significant planning to observe. Outdoor events that are reserved through CES that involve food, must follow these regulations:

Anyone who plans to sell raw or uncooked food on UC premises is required to obtain a health permit from:

• Cincinnati Health Department
  3845 William P. Dooley By-Pass
  Cincinnati, Ohio 45223 513-564-1751  
• Cost of the health permit is about $153.
• The sponsoring organization must ensure vendors have secured the permit before they arrive on campus.
• Contact UC Fire Prevention for a open flame permit at 513-556-4992. It takes 3 business days to process an open flame permit request. If a permit is not obtained you may be subject to a citation.

Serving cooked food at your outdoor event supplied by a commercial food provider, requires the organization/ department to provide CES the documentation listed below to safeguard the university, its students, faculty, visitors etc. for food service events/functions conducted outside of existing food service agreements. 

• Event organizer shall provide evidence of food providers current license(s) with the City of Cincinnati or appropriate municipal authority and with the City of Cincinnati Health Code for food service operators.
• Event organizer shall provide evidence of vendor’s proof of insurance for general liability of $1,000,000 per occurrence and $1,000,000 in aggregate
• Event organizer shall provide evidence that the vendor’s insurance names University of Cincinnati as an “additional named insured.” There may be an additional charge applied by the insurance company.
• All required evidence shall be provided to CES no later than 10 business days prior to event start date.  If not supplied 10 business days prior to the event start date, CES reserves the right to cancel the event reservation. 
• Space has to be reserved if having a commercial vendor with food sales.

Serving home-cooked food at your outdoor event is at the risk of the sponsoring organization/department.

Hosting food trucks on campus requires a submission of the Food Truck Request Form  with required documentation to safeguard the university, its students, faculty, visitors, etc., for food service events/functions conducted outside of existing food service agreements. 

Approved Food Truck Locations

West Campus

• Bearcat Commons - North (on the double sidewalk)
• Mantei Center
• Lindner College of  Business - South
• Sigma Sigma Commons - East
• Sigma Sigma Commons - West

Medical Campus

• CARE - Steps
• MSB / Kresege Circle

Policies

1. Any food truck operating at the University of Cincinnati (herein “vendor”) must be approved by the approving departments. Vendors must be sponsored by a university organization or department (herein “sponsor”) to operate on any property of the University of Cincinnati.
   
2. All vendors must be licensed with the City of Cincinnati.
   
3. Sponsor will be responsible for the vendor’s safe operation while on campus, adherence to all rules and regulations governing food trucks, and guiding the vendor through the food truck review process.
4. In addition to the policies outlined, student organizations must abide by all rules and procedures outlined by the Office of Student Activities and Leadership Development with respect to reserving space and/or hosting events at the University of Cincinnati.
5. Any vendor that does not receive all appropriate approvals may be removed from campus by UC Parking Services. Any expense incurred because of this action will be the responsibility of the offending party.
6. Sponsors must submit food truck requests no later than seven (7) business days before the event. Any late submissions are subject to fine or disapproval from any of the approving departments.
7. If a sponsor hosts an event with more than two food trucks, or where more than 1,000 people are expected to attend, the City of Cincinnati must be made aware of the event by submitting an Open Counter Special Events Request. The City may charge additional fees for this type of permit.  Additional fees from UC Public Safety may apply.
   1. Fire safety guidelines:
      1. The required separation distance between two or more mobile food units is 3 feet.
      2. Food trucks are not permitted to be parked or operate in fire lanes or within 3 feet of a fire hydrant or any other fire protection equipment.
      3. Food trucks or fueled generators may not be used within 10 feet of a building.

Cleanup and Other Post-Event Considerations

•  Any cleanup costs, parking violations, or other damages associated with the vendor’s presence will be billed directly to the sponsor.
• Any unpaid fees associated with the vendor’s operation will disqualify both the sponsor from hosting vendors, and the vendor from future operations, until said fees are paid.

Steps to Hosting a Food Truck on Campus

1. Complete the Food Truck Request Form with required documentation.
   1. Sponsor shall provide evidence of food providers current license(s) with the City of Cincinnati or appropriate municipal authority and with the City of Cincinnati Health Code for food service operators.
   2. Sponsor shall provide evidence of vendor’s proof of insurance for general liability of $1,000,000 per occurrence and $1,000,000 in aggregate.
      1. Event organizer shall provide evidence that the vendors’ insurance names University of Cincinnati as an “additional named insured.”
   3. Sponsor shall provide evidence of vendor’s insurance for Automobile Liability of $1,000,000 per occurrence and $1,000,000 in aggregate in the case of vehicle use for delivery, service, etc.
2. Once completed, the appropriate departments will review the request, either approving or denying.  
3. CES will notify the contact on the form of the decision.
4. If approved, sponsor must request the approved space in 25Live, applicable fees may apply.