UCAR Event Services
Welcome to UCAR Event Services! It would be our pleasure to host your next meeting or event. With our dedicated and professional staff, we would ensure your event to be a great success. Our staff will assist you with every detail in planning your next meeting. Our competent banquet staff will cater to your every request to ensure a successful event.
The cafeterias at Mesa Lab, Foothills Lab and Center Green are open Monday through Friday from 7:30 a.m. to 3:00 p.m. to staff and the public. Breakfast hours are from 7:30-9:30 a.m. and lunch is served from 11:30 a.m. to 1:30 p.m. Daily specials are offered including a selection of vegetarian and health-wise items as well as the salad and sandwich bars and grill. The cafeterias are open to visitors and guests as well as UCAR employees.
Event Services also provides a selection of food and beverage for breakfast, meeting breaks, luncheons, receptions and dinners. All food services may be requested by using our online forms or by contacting Cathy Halvorson by phone at 303-497-8516, or by e-mail at firstname.lastname@example.org or by fax at 303-497-8524.
In order to ensure that we are able to provide sufficient justification if needed, please provide the following information when seeking reimbursement for food related costs:
- The agenda for the meeting, including meals
- Estimated number and affiliation of attendees
- An explanation of why providing a meal or other food-related breaks was necessary for the meeting
For more information, a detailed explanation of food expenditures is contained in the Food and Miscellaneous Expense Guideline.
There will be a charge of $10.00 per trip for any off site deliveries of service to include WOR, FLA, and FL4. Other off site delivery charges will depend on destination. Booking an event with less than 24-hour notice will incur a late charge.
Alcohol Service can be provided with individuals or groups acting as "social host" and in compliance with all provisions of the UCAR policy relating to same. Service can include beer, wine or champagne and is charged at cost for whatever is opened. An Alcohol Request Form must be approved by an appropriate member of the UCAR Management Committee (UMC) three days prior to the event. The individual who is designated the responsible person for the event must be named and must attend the event. There will be a $2.00 per person charge for bar ware and bar service for outside groups.
If you are planning a meeting or conference, check with Room & Resource Scheduler first. Rooms can be arranged through the online room reservations system for up to six months in advance for internal groups or three months in advance for external groups. If it is a major conference or event that you need to schedule further ahead of time, you may also call for advance approval and be able to plan the event by e-mailing email@example.com. Please contact Lisa Packard at 303-497-1145 if you have any questions about room reservations.
Audio visual equipment and networking should be requested when the reservation request is placed. If you desire information on lodging in the area, handicapped access or want to request specific room setups this can also be indicated. We also have an agreement with CU that allows our groups to use their transportation services including buses and vans to pick up visitors at the airport or hotels. These can be timed to bring guests to our facilities during the day as well as provide special trips such as to the Rocky Mountain National Park.
Transportation is provided by UCAR through CU Transportation Services. All rates include a professional driver and are charged on a per hour basis. There is a minimum two (2) hour charge.
44 passenger bus - $76.87/hour
26 passenger van - $63.67/hour
- A 12.54% administration fee will be added to the total
- Reservations made less than 24 working hours before pick up time: 10% service charge one (1) hour, whichever is greater
- Reservations made less than eight (8) working hours before pickup time: 20% service charge or two (2) hours, whichever is greater
- Cancellations less than six (6) working hours prior to reservation: four (4) hour minimum charge
- Cancellations due to weather are at no charge
- If more than 1/2 of the run is after 4:00 p.m., there will be a 5% shift differential added to the per hour rate
Transportation reservations can be made by sending an email with the details to Lisa Packard (303-497-1145). Costs estimated as of 3/2011.