2.1.1. Eligible Organizations
2.1.2. Eligible Individuals
2.2.1. Center Green
2.2.2. Mesa Lab
2.2.3. Foothills Lab
2.3.1. Facility Reservation Request
2.3.2. Insurance/Liability Requirements
2.3.3. Use Fee Schedule
2.3.4. Food and Beverage Service
2.4.1. Multi-Media Services Information
2.4.2. Networking Services Information
1. Facility Use for UCAR Sponsored and UCAR Business Related Activities
UCAR facilities are available to all UCAR/NCAR/UCP Divisions/Programs, its members, sponsors and affiliates for business related meetings, seminars, workshops and special events.
1.1 Facility Availability
1.1.1 Foothills Lab – 3450 Mitchell Lane, Boulder, CO
Foothills Lab Meeting rooms, Cafeteria, Auditorium and Courtyard are available Monday through Friday during regular business hours (7:30 am – 6:00 pm). Special arrangements should be made when events, such as receptions, are expected to extend beyond regular business hours. Weekend and evening events are not normally scheduled. However, special exceptions can be granted for valid business reasons by the Event Services Manager. To request an exception send an e-mail to mbradley@ucar.edu.
1.1.2 Center Green – 3080 Center Green Drive, Boulder, CO
Center Green Meeting rooms are available Monday through Friday during regular business hours (8:00 am – 4:30 pm). The Center Green I Lobby and Auditorium may be utilized for large groups (25 – 400 attendees), workshops and special events. Evening and weekend activities are allowed pending approval by the Event Services Manager.
1.1.3 Mesa Lab – 1850 Table Mesa Drive, Boulder, CO
Mesa Lab Meeting rooms are available Monday through Friday during regular business hours (8:00 am –5:00 pm) and evenings and weekends until 11:00 pm. Mesa Lab facilities may be scheduled for UCAR sponsored community meetings, tour programs or public relation activities subject to availability. Evening and weekend business meetings, business dinners and events are allowed pending room availability and approval by the Event Services Manager.
1.2 Procedures
1.2.1 Reserving Facilities
Requests for meeting rooms should be directed to Event Services Room Reservations via the reservations web site; http://www.ucar.edu/rooms/. All meeting facilities are granted on a first-come, space available basis. All requests are subject to review by the Event Services Manager and Facility Use Advisory Committee for interpretation of policy.
1.2.2 Food Services
A variety of food and beverage service is available for all meetings, conferences, seminars etc. Arrangements should be made through UCAR Event Services, via the web – Food Service Request Form and/or Special Function Request Form at; http://www.fin.ucar.edu/sass/forms/food-request.php. UCAR Event Services is a closed venue to outside food sources and other caterers for UCAR related events.
1.2.3 Alcohol
Service of alcoholic beverages requires the approval of the Director of the division/program and an appropriate President's Council member. On-site alcohol use is limited to beer, wine, and champagne. Use of distilled beverages at UCAR sponsored events is strictly forbidden. Alcohol service at UCAR is subject to state and federal alcohol laws. UCAR reserves the right to limit or refuse service to anyone. Alcohol Request Forms can be found at https://www.fin.ucar.edu/forms/internal/sass/alcohol_form/index.html.
1.2.4 Additional Support Services
Meeting enhancing and support services such as multi-media services, networking, teleconferencing, maintenance, custodial and security services are available on request. Service requests should be identified when making your reservation on the Reservation Request Form at http://www.ucar.edu/rooms/.
2. Facility Use for Non-UCAR Sponsored Non-UCAR Business Activities
Some, but not all, UCAR facilities may be available for non-UCAR activities during non-business hours. Activities may not interfere with UCAR business activities and are subject to eligibility criteria. The Manager of Event Services in conjunction with the Facility Use Advisory Committee shall determine appropriate use of UCAR facilities by non-UCAR entities. All activities are subject to facility availability. The Mesa Lab hill and grounds are not available for non-UCAR events. Reservation requests will be rejected if they interfere with UCAR related activities and are subject to contract guidelines.
2.1 Use Qualification
2.1.1 Eligible Organizations
UCAR facilities may be used by not for profit organizations that are charitable, philanthropic or for community betterment in nature. UCAR policy does not permit groups whose purpose is to focus on political activities, lobbying and labor unions, have religious affiliation, or discriminate in membership.
2.1.2 Eligible Individuals
UCAR employees, retirees and official visitors are permitted to hold significant personal events at UCAR for immediate family members. Examples of eligible events are wedding receptions, birthdays, anniversaries, and family reunions. Canine companions for people with disabilities are permitted at all UCAR facilities; all other animals are banned.
2.2 Facility Availability
2.2.1 Center Green
Center Green I Lobby, Auditorium and Front Courtyard are available for use by qualifying non-UCAR organizations and individuals outside normal business hours. Other meeting rooms in Center Green are not available for use. The Center Green I facility only is available for eligible groups soliciting donations and fund raising events for charity, philanthropy and community betterment. Reservation requests will be rejected if they interfere with UCAR related activities and are subject to contract guidelines.
2.2.2 Mesa Lab
The Mesa Lab facilities are available for use by qualifying non-UCAR organizations and individuals. No solicitations or fund raising is permitted at any time at the Mesa Lab.
2.2.3 Foothills Lab
The Foothills Lab facilities are not available to non-UCAR organizations and individuals.
2.3 Procedures
2.3.1 Facility Reservation Request
To request a reservation send an e-mail to allison@ucar.edu or call Allison Smith at (303) 497-1145 with detailed information including type and purpose of event, dates required and contact information. Requests will be evaluated in accordance with provisions of UCAR policy.
2.3.2 Insurance/Liability Requirements
Employee sponsors and an authorized representative of the organization holding the event must sign an “Indemnification Agreement” transferring responsibility for any loss, damage, or theft of UCAR property, as well as injury to the participants, to the organization or the sponsor. The organization or sponsor must also secure proof of insurance for all events that include entertainment or serving of alcohol, or other events as determined by UCAR. The requirements for event coverage are commercial general liability insurance with limits not less than $100,000 per person, $300,000 per occurrence bodily injury and $100,000 property damage. The policy must name UCAR, its directors and officers, employees, and the U.S. government as additional insureds. The sponsor must provide a certificate of insurance a minimum of 15 working days prior to the event or the event will be subject to cancellation.
2.3.3 Use Fee Schedule
(prices are subject to change)
All use fees include: planning, administration, overhead, basic security, standard set-up and clean up for an event.
Additional charges will be assessed for special services requested from UCAR Event Services, multi-media services, maintenance, special computer or electrical connections, elaborate set-up or clean up and security. If an outside caterer is used for a significant personal event, a management fee of $30.00/hour for an Event Services Staff to oversee the event will apply.
- Center Green
- Auditorium and First Floor Lobby - $2,000.00
- Auditorium - Center Bay - $1,000.00
- Auditorium - South & North Bays - $500.00
- Room #2126 - $300.00
- Room #2503 - $200.00
- Room #3131 - $200.00
- Room #3150 (Boardroom) - $300.00
- Mesa Lab
- Tree Plaza - $500.00
- Damon Room - $300.00
- Cafeteria - $500.00
- Chapman Room - $100.00
- Director's Conference Room - $25.00
- Main Seminar Room/Mezzanine - $200.00
- Lobby - $200.00
2.3.4 Food and Beverage Service Information
Please access http://www.fin.ucar.edu/sass/events/index.html for information on food and beverage services. Alcohol service is limited to beer, wine and champagne (distilled beverages are not allowed) and must be supplied by the organization/individual sponsoring the activity. Alcohol service at UCAR is subject to state and federal liquor laws. UCAR reserves the right to limit or refuse service to anyone. Food preparation, storage and kitchen facilities are for the exclusive use of UCAR Event Services Staff.
2.4 Other Services
2.4.1 Multi-Media Services Information
Please access http://www.fin.ucar.edu/it/mms/equiprent.htm for information on Multi-Media Services.
2.4.2 Networking Services Information
Please access http://www.cisl.ucar.edu/nets/cisl/index-networking.shtml for information on Networking Services.
