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Event Management

The Aims Events Management team serves both internal and external communities through events and activities that are life events, instructional, social and recreational in nature. This team oversees the scheduling and support of these event types for internal and external uses.

Welcome Center: Phase Opening for Events

Welcome Center aerial

In order to best serve the Aims community as well as our larger community, the Welcome Center event space will be opening in phases. 

Event room reservations for external community events can be made starting on February 1, 2022 for events to be held in Fall 2022 (phase 2 of the opening of the Welcome Center). Event room reservations will only be accepted through submitting the online event request form.

  • Internal Student/Faculty/Staff Reservations (based on availability, equipment arrival and installation)
    • Official Aims Business
  • Two Aims Hosted Community Events each month - please visit the Aims events page to learn about upcoming opportunities open to the public
  • Capacity limits are at the discretion of Aims Events Management team based on availability and equipment
  • All events must follow Aims Community College COVID policy at the time of the event

Welcome Center: Reserve a Room and Event Space

The following provides detailed information about how and when to book an event at the Welcome Center for events either hosted internally and externally.

Internal Aims Community College Event

Welcome Center space is now available for Aims students and employees to reserve (pending equipment and availability) up to one (1) year prior to the event date. 

  • The Welcome Center is currently operating during Aims Community College weekday hours from 7 a.m. - 7 p.m. For event inquiries outside of those hours, please contact the Aims Event Management team
  • All reservation requests must be made through the Online Request Form.

External Community Event

Welcome Center space will be available for external community rentals beginning September 2022 (and beyond) and up to one (1) year prior to the event date.

  • Welcome Center space requests will only be accepted through the Online Request Form.
  • Requests can be reviewed up to 12 months prior to the event date. For example, if the event is on May 1, 2024, then available booking for that date would begin at 8 a.m. on May 1, 2023. Events are on a first-come, first-served basis.

Disclaimer: Aims cannot guarantee accommodation for requests received less than 10 business days prior to the event date. Approval of requests subject to availability. Individuals or groups must assume responsibility for compliance with all state and local laws as well as College policies.

Other Room and Space Reservations: Internal Aims Event

Other spaces, such as department suites, are available for Aims student and employee use.

  • These room reservation requests (outside of the Welcome Center) must be made through EMS

Event Requirements

As you plan your event, be aware of these requirements for scheduling events and meetings at Aims Community College.

  • Requests for event space must be made using the online event request form (for the Welcome Center) or EMS (all other events) no less than 10 business days prior to the event date.
  • Space is not confirmed until an event confirmation email has been sent to internal department contact or a signed contract with deposit has been received from external community client.

Client must submit written details for the event a minimum of fifteen (15) business days prior to the event, including requirements and a detailed schedule for approval. Client will notify Aims of any and all changes in writing at least five (5) working days prior to the event.

If approved, Aims may require, based on the type of event, a certificate of insurance indicating coverage for general liability insurance in the amount of not less than $1 million. Aims must be named as an additional insured on the insurance policy. The certificate must be delivered to the Facilities and Operations Department no later than one workweek prior to the scheduled event.

You may plan to serve alcohol at your Aims event or meeting under the following guidelines:

Alcohol at Student Activities

Per Policy 1-290, alcoholic beverages may not be served, consumed or possessed at any event which is considered a student activity.

Alcohol at Non-Student Activities

The college president may permit alcoholic beverages to be served on Aims-controlled property at non-student events with prior written application and approval. 

Alcoholic beverages may only be served by properly licensed individuals or entities. Those persons or organizations that control the service of alcoholic beverages are responsible for compliance with applicable laws and Aims regulations.

Outside vendors that provide services for on-campus events must follow these procedures. 

  1. All contractors working for Aims Community College must adhere to certain requirements, before commencing any work on Aims Community College property, as detailed in the following: 
  2. Vendors must comply with all applicable Aims Community College policies, practice standards and agreements, including, but not limited to: 
  3. Safety Policies, Privacy Policies, Security Policies, Software Licensing Policies and Acceptable Use Policies 
  4. ALL vendors MUST check in with the facilities and operations office, located at the north end of the Greeley campus. 
  5. At check-in, the vendor will be given the appropriate access to the building(s) they will be working in. 
  6. At the completion of each working day, all access keys/devices must be returned to the facilities and operations office. 
  7. NO access keys/devices will be allowed off campus. 
  8. At the time of check-in, facilities and operations must be notified of the building(s) and areas vendor will be working in. 
  9. If vendor will be working in an IT room, cashier’s office, president’s office, etc., facilities and operation MUST know in advance and the proper department shall be notified with approval for access granted. 
  10. For all scheduled vendor work on the Loveland, Fort Lupton and Windsor campuses, facilities and operations will meet vendor onsite for check-in and access. 
  11. The above procedure is followed regardless of campus location. 
  12. As exceptions are possible, vendor will work with facilities and operations in advance of ANY work being performed. 
  13. ALL vendors must follow a professional code of conduct and conduct themselves in a professional manner. 
  14. It is required that all suppliers/vendors abide by all applicable codes/regulations and laws including, but not limited to, any local, state or federal laws regarding wages, benefits, workmen’s compensation, equal opportunity and product safety. 
  15. Suppliers will conform to business practices published as standards for their industry. 
  16. Suppliers/Vendors shall comply with all environmental regulations and laws applicable to their operations worldwide. 
  17. Compliance shall include but is not lot limited to the following: 
    a. Proper handling and disposition of hazardous materials 
    b. Maintaining and obtaining environmental permits and timely submittal of reports if required 
    c. Waste minimization 
    d. Recycle and reuse product material where possible 
    e. Use of earth-friendly products and proper management of operations that harm the environment
    f. Implement and use of water and energy reduction
    g. Conservation in the use of packaging material
    h. Safety Practices/Training and Occupational Health
    i. Suppliers shall maintain a safe and healthy working environment for employees to prevent accidents 
    j. Supplier should provide at a minimum the following: Clean and safe facilities system to report illness and injury

Fees may include but are not limited to: venue rental, utilities, security, custodial, audio visual media services, and event rentals. Applicable taxes and service charges will be applied. All fees must be paid in full prior three (3) business days prior to event start date.

Cancellations must be in writing and received and confirmed by the Aims Community College Events Management team. Please refer to the event contract for cancellation fees.​​​​​​​

Meet the Team

Event Management staff are committed to securing events that enhance the purpose, mission and vision of Aims Community College.