Event Services coordinates scheduling with off-campus groups to hold events at Utah Valley University. We are here to guide you through the scheduling process and coordinate the services you may need before and during your event.
| Submissions Open | Aug 15 | Nov 15 | Apr 1 |
| Date of Your Event | September-December | January - April | May - August |
| Submissions Open | Date of Your Event |
|---|---|
| Aug 15 | September-December |
| Nov15 | January - April |
| Apr 1 | May - August |
This list shows when off-campus groups can submit this external event request form. Events cannot be submitted outside of the provided time-frames. There are no exceptions.
Events can be scheduled every day except Sunday and all holidays from the university’s calendar. Additionally, the first and last two weeks of a semester are not available for scheduling by external groups due to the high volume of university events.
Off-campus groups must submit a request a minimum of 10 business days before the requested event.
Client submits a request to use a UVU space.
Our Scheduling Assistants ensure that your request is submitted correctly and resolve any problems.
Your event is assigned to an Event Coordinator or a Scheduling Assistant depending on how complex your event is. Events mistakenly assigned to Event Services are reassigned to the proper office.
Venues and locations that require another department's approval are coordinated by the assigned Event Services coordinator. The event may be adjusted as needed to meet venue requirements.
The assigned coordinator coordinates with you and any necessary service providers for the event. Major Events Assessment Committee (MEAC) meetings are held for major events. Adjustments are made to the event as needed.
You receive a final written draft of the event, including the layout and schedule for the day, and approve the event plans.
The event is confirmed in UVU's scheduling system. No event changes are permitted after confirmation unless there is enough time to accommodate adjustments.
View the venues available to you and their pricing and capacity information.
A Certificate of liability insurance must be provided in order to host your event at UVU. Here are the requirements for the certificate.
INDEMNITY AND INSURANCE Clause from Use of Premise Agreement:
USER agrees to indemnify, defend, and hold harmless the UNIVERSITY against any and all damage to person or property, including personal property and equipment, arising from the use of the Premises under this Agreement, such damage including any damages from claims that could have been covered by USER causing the claimant to have executed the Participation Agreement described in Section 8 below, but excluding any damages caused by the negligent acts, omissions, or willful misconduct of UNIVERSITY, its volunteers, representatives, agents, or assigns during the term of the Agreement. USER agrees to provide UNIVERSITY at USER’s expense prior to the date of occupancy a certificate of public liability insurance naming UNIVERSITY as an additional insured, issued by a reputable casualty insurance company, with bodily injury liability limits of $1,000,000.00 for any one injury and $1,000,000.00 for any one accident and $1,000,000.00 property damage liability. Such additional insured coverage is limited to injury to persons or damage to property which is caused by the negligent acts or omissions of USER, its officers, volunteers, attendees, representatives, agents or assigns during the term of this Addendum and will not cover injury to persons or damage to property which is caused by the negligent acts, omissions or willful misconduct of UNIVERSITY, its officers, employees, representatives, agents or assigns. USER assumes responsibility for any damage that USER or its employees, officers, agents, guests, volunteers, visitors, invitees, licensees, or contractors may cause to UNIVERSITY arising from the use of the Premises.
Please complete this form to start the scheduling process. Once you have completed the form, an event services team member will be in contact.
UVU Event Services
