If you are looking for space on campus here are some frequently used locations with reservation links or contact information.

You will need to visit UK's Virtual Event Management System to view and reserve space on campus.  Space requests will need to be entered through this system first.  For questions about the system, available space, UK event policies, etc. contact the Event Management Office.

WY Young Library

Niles Gallery

Boone Center
Contact Linda Russell, Special Events Coordinator @ linda.russell@uky.edu or (859) 257-3288

18th floor Patterson Office Tower
Contact Jane Smith @ jane.smith@uky.edu or (859) 257-8200. 

For more options, visit the Campus Meeting Facilities page.   You can search North, Central and South University locations.  Filter by building and room capacity, features (projectors, speaker phones, etc.) and find contacts to reserve a room.  You will also find maps to the building.

If you are interested in a particular entrée or dish for your meeting, conference, reception or gathering, UK Catering can help. Just because it isn’t on their menus doesn’t mean they can’t make it for you or your group. Let their professional kitchen staff work its magic so that you get everything that you really want and more.  Using CaterTrax, you will be able to select your menu as well as put in special requests to create menus.  

CaterTrax (UK Dining).  Click on "Log-in" and then "Need An Account" to get started.

To view UK approved caterers, please see http://www.uky.edu/Purchasing/docs/catererslist.pdf

Whether you are using UK Catering or an outside caterer, here are some helpful tips when ordering.

• Be sure to ask if there is a food and beverage minimum which you must meet.  Some locations on and off campus have this policy.
• In most cases you will need to provide a guaranteed number of people you are serving food to.  The caterer usually requires this number 3 business days prior to the event/meeting.  
• When providing a guarantee to the caterer, keep in mind you can increase your number of people serving to, however you can not lower it.
• Most caterers provide an overset.  Be sure to ask whether the overset is 1%, 3% or 5% of the guaranteed number.  
• If possible, via registration form, RSVP, etc., ask if there are any dietary needs or restrictions of your guests.  If you are unable to collect this information, plan for 5% - 10% to need vegetarian meals and at least 1 - 2 gluten free meals.

One of the most common questions when planning a meeting or event is "How much coffee should I order?"

• One (1) gallon of coffee yields about 12-15 mugs. Some individuals drink regular coffee in the morning, some decaf, some tea, and some (few) drink nothing.
• Of mornings, you'll usually find that about 60% of your group will drink at least one mug of the above. In the afternoon, this will drop to about 40%.  
• Two thirds of  most groups, both in the morning and the afternoon, will go for the regular coffee versus decaf or tea.
• Coffee stays hot and fresh for about an hour and a half. For all-day coffee service, this means that fresh gallons of coffee and tea will be replenished twice in the morning (3 times if you aren't already offering coffee and tea as part of a breakfast menu) and 3 times in the afternoon. Keep in mind that the charges incurred are (generally speaking) on a per gallon, per refresh basis.

Most area hotels, have a designated UK rate for guests staying on official UK  business.  However, if you need to reserve a block of hotel rooms, please note the following policies:

• 10 rooms or more per night constitute a room block.  Booking a block of rooms will require a hotel contract.  This will guarantee availability and the rate.  Without a contract, hotels can not guarantee either.
• All hotel contracts must be vetted and approved by UK Purchasing.  Contact your IBU representative to process and gain the appropriate approvals.  UK FACULTY AND STAFF ARE NOT AUTHORIZED TO SIGN HOTEL AGREEMENTS OR CONTRACTS OF ANY KIND.
• With most hotel contracts, there is an attrition clause.  This clause stipulates that the group must "pick up" or actualize a specific number or percentage of room nights of the contracted amount.  This is usually 80% of the overall room block. (i.e. 100 room nights x 80% = 80 room nights need to actualize to avoid attrition.) 
• If the minimum number of room nights are not actualized, there will be a fee.  This equals the number of room nights not utilized up to the 80% x the rate per room per night. (i.e. 10 rooms x $99 = $990 attrition fee.)
• Some smaller hotels do not mandate attrition clauses however they have a cancelation date by which you must cancel any rooms not picked up or there will be a fee.
• Some hotels offer a LOA or Letter of Agreement.  An LOA usually is for 40 room nights or less.  They will guarantee the rate as long as there is availability.  They do not guarantee availability.
• Fore more information on booking hotels contact the A&S Project Management Office or refer to the attached Guide To Room Block Management.

Did you know that UK buses are available for charter?  If you need bus or charter service for your group contact UK Parking and Transportion by submitting a Bus Charter Request Form.  Please note it is important to submit your request at least two weeks prior to your event.  There is a three hour minimum for all charter services at a rate of $75 per hour ($225) and $75 for each additional hour.  Please note UK buses will not visit distillery locations.

BlueGrass Tours is a local bus service with 55 passenger mototcoaches. 

If your event attendees are not a part of the UK community and need parking, submit a Parking Request to UK Parking and Transportation for assistance.  Please note it is important to submit your request at least two weeks prior to your event. 

Need to check out a golf cart?  Golf carts are available in the garage of Peterson Service Building.  You must meet certain criteria before operating a cart.  The criteria are as follows:  

1. Possess a valid driver's license
2. Successfully complete a University Motor Vehicle Record (MVR) Release of Information Form
3. Successfully complete the University’s Cart Safety Training Program

You may use University carts only during the performance of official University business.  Once you have met the criteria listed above, remember to operate carts in a safe and courteous manner at all times.  Cart operators must observe all vehicle traffic laws (e.i.. stop signs) and travel on sidewalks, University bicycle lanes and paths. 

For more information about using a golf cart and where to find the required training, review UK policy E-14-3 which governs Golf Carts and Utility Vehicles.

The University is committed to protecting minors who participate in University programs or who visit our campus.  Administrative Regulation 6:12 describes the requirements for those in the University Community who work with minors or who sponsor programs involving minors, fulfills our obligations as mandated by law, and provides procedures to facilitate the safest possible experience for minors who visit the campus or are involved in University Programs.

At least fourteen (14) days prior to the start of a new program, or as soon as is reasonably practical, the program leader shall submit program information to the UK Director of Risk Management, or his or her designee, by completing the UK Programs Involving Minors Form.  Program sponsors are encouraged to submit the information form as far in advance as possible. Program information is submitted for registration purposes only.   This information may be used for audit purposes or by the college or department responsible for the program. Contact the Director of Risk Management for more information. 

Program leaders shall ensure that all program staff and any other individuals who will have direct contact with minors have been subject to a criminal background check and a National Sex Offender Public Registry check within the last five years.  If you have any questions concerning criminal background checks and/or National Sex Offender Public Registry checks, please contact Scott Hall in Human Resources. 

Prior to beginning any assignments with programs that include minors, all program leaders shall complete the appropriate training, which is administered through Risk Management, or its designee, every three years.  Information on how to complete the online training can be found by clicking here.

A parent of any minor attending a program on campus must complete and return the Informed Consent, Voluntary Wavier, Release of Liabilty and Assumption of Risk Form.

Administrative Regulation 6:4 outlines the sale and serving of alcohol on campus. The EVPFA may authorize the serving or sale of alcoholic beverages on University property or at University events, provided that such use does not violate any law or University regulation and meets all of the requirements of this regulation. Written requests shall be directed to the EVPFA. In addition, reservation of any facility is subject to approval of the University official responsible for the facility, and reservations are subject to University Regulations on facilities.

Approved events at which alcohol beverages are served or sold shall meet the following requirements:

1. Be a private event and not open to the public;
2. Be an event for which tickets have been sold or invitation or membership is required;
3. Be held at a designated space in one of the facilities or areas listed in Section VIII.A below o inside another specifically designated and approved space; and
4. Be an event where the majority of the attendees are age twenty-one (21) and above.

UK Catering or a caterer officially approved by the UK Purchasing Division, and licensed and in good standing with the Kentucky Alcohol Beverage Control Board shall be responsible for the serving and sale of the alcoholic beverages on University property or at University events.

For more information regarding alcohol on campus, visit Administrative Regulation 6:4.

The Event Management Office serves as a resource to the entire University, providing expertise and guidance in the planning and implementation of events hosted by individual colleges, departments and registered student organizations. Our mission is to successfully coordinate your program from initial concept to completion of the event. We are committed to providing the University community high quality customer service through each step of your event planning process. Visit the Event Management Policy and Procedures page for more information regarding signage, use of Meeting Space and Memorial Hall, Outdoor Space, Signage and Tabling.

Facilities Services offers a number of services to help plan and make your event successful. This includes equipment for individuals or groups hosting events on campus. The information found here is designed to guide you in ordering these services, providing the detail and the cost for each service, as well as the method to use when requesting them. These services may be requested by completing our Event Services Request Form or by calling Kari Adams at 257-8646 (M-F) 8:00 am-4:30 pm.

http://www.uky.edu/facilities/cppd/services/facilities-services/event-services

View the Summer Camp Checklist here.