Alerts

Facilities and Operations

Reserve Event and Meeting Space

Facilities and Operations is committed to making space available to students, faculty and outside organizations for events and meetings in support of the Aims Community College educational mission.

Follow these steps to hold an event on campus:

Step 1

Review the Policies and Requirements below.

Step 2

Submit your Event Space Request Form.

Step 3

Receive confirmation of event approval. 

Step 4

Publicize your event by adding the details to the Aims Events Calendar.

On-Campus Meeting and Event Requirements

See if your event meets the use requirements for reserving a space on campus. Academic-focused use receives scheduling priority over non-academic use.

For events that support current classes or programs and have a direct link to the educational mission of the college.

Department Meetings

For college employees such as Board of Trustees meetings, Cabinet meetings, College Council meetings, ASA and department staff meetings.

Student Events

For current students in support of their academic success; no facilities use fees incurred.

These events support the educational mission of the college but may not be specific to a current class or program.

Events that support community non-profits while providing positive exposure such as high-school counselor events, professional organizations and advisory committees.

 

These non-college events include corporate meetings, training sessions, league-style sporting events and private celebrations.

Partnership events that benefit the community and the college through positive public relations. The college may supply space for these events with pre-approval by the College President and at no cost as an in-kind donation in exchange for being identified as an event sponsor.

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

If your event or meeting fits the criteria, submit your Event Space Request Form for review.

Event Policies and Requirements

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

Sponsors must submit written details for the event a minimum of 15 work days prior to the event, including requirements and a detailed schedule for approval. Once approved, the sponsor agrees to conform to the event details as approved. Sponsors will notify Aims of any and all changes in writing at least five 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.

Single Day permits are issued by Facilities and Operations upon event approval. For daily or annual campus parking permits not related to events, visit Campus Safety and Security.

Warning: Any unauthorized vehicles parked in a restricted parking lot or space (usually marked “Faculty and Staff Reserved Parking” lots and spaces) risk being issued a violation citation or ticket.

 

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

Prices are set for individual events and meetings according to the proposed use of the facilities, staffing, equipment, and media. 

Fees may include, but are not limited to; utilities, security, custodial and media services.

Cancellation (Levels 2 - 4)

A completed Event Cancellation Form must be received by the event coordinator no less than seven calendar days prior to the event. If the event is canceled less than seven days prior to the function, a $50 or 25%charge will be assessed, whichever is greater. Cancellations must be in writing and received by events staff.

Nights and Weekends (Levels 1 - 4)

There will be additional charges for media and staffing for events scheduled outside of the college’s normal business hours: Monday-Friday, 8 a.m. – 5 p.m.

Media Equipment

Any media equipment needed for an event must be scheduled through the event coordinator at least 10 business days prior to the event. Late notices or changes may be subject to additional charges.

Event Security (Levels 1 - 4)

An additional fee for security services will be assessed if events are held during non-business hours or permission is granted to serve alcoholic beverages. People on college property may be required upon request to provide picture identification and evidence of qualification at Aims Community College.

Fill out the event application to get started with your event space reservation.