In-person and virtual event form

ATTENTION:

This form has changed to reflect new guidelines related to COVID-19. Please read all questions carefully.

Tell us a little bit about yourself

Notice: Due to the COVID-19 pandemic only University of Kansas organizations are permitted to use Capitol Federal Hall for the Fall 2020 semester.

  • Is this event scheduled between the hours of 8 a.m. and 5 p.m., on a weekday, (Monday-Friday)?
  • Is this even at least 10 business days from now?

This event cannot be scheduled at this time.

At this time, student organizations are only permitted to use Capitol Federal Hall from 8 a.m. - 5 p.m., Monday through Friday.

Notice: Due to the COVID-19 pandemic, multi-purpose rooms, such as the colloquium, Hive and Atrium, as well as conference, study and interview rooms are unavailable for reservation.

Groups and organizations are only permitted to reserve classrooms and the Capitol Federal Hall West Lawn.

Notice: Due to the COVID-19 pandemic, multi-purpose rooms, such as the colloquium, Hive and Atrium, as well as conference, study and interview rooms are unavailable for reservation.

Groups and organizations are only permitted to reserve classrooms and the Capitol Federal Hall West Lawn.

Guidelines for in-person events in Capitol Federal Hall

Reservation for programs and events in Capitol Federal Hall require an adherence to the following guidelines:

  • All in-person events and programs are required to include a virtual event option. The online event option must be clearly advertised with the in-person information.
  • All in-person events and programs are required to include an RSVP list to ensure space occupancies are not exceeded.
  • All in-person events and programs may not exceed maximum COVID-19 capacity limits set by the University.
  • All in-person events and programs are required to send list of confirmed attendees to the Events Director within 2 business days after the event. A pre-registered list will not be accepted.
  • All in-person events and programs are required to complete sanitation best practices at the beginning and end of utilizing a space. This includes wiping down high-touch point areas, such as computers and occupied seats and desks.
  • All in-person events and programs are required to adhere to the Protect KU plan guidelines. This includes practicing social distancing and wearing a face covering at all times.

You must agree to follow the guidelines for using Capitol Federal Hall spaces before you will be allowed to submit a reservation request.

Requester information
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In-person contact information
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Event details

Please provide a detailed description of your event.

You may upload additional information in PDF format here.

Select all that apply

Due to COVID-19 space occupancies have been drastically reduced. All in-person events are required to include an RSVP registration to ensure space occupancy limits are not exceeded.

By completing this form, you will be contacted by the Events Director for completion of your RSVP requirements.

Employers and non-KU groups may only book Capitol Federal Hall during normal operating hours (M-F 8a-5p)

Additional comments

Please provide a URL for your event website, if available..

The Events Director will work with your department to advertise your event.

If you want to advertise a virtual event, please provide a link (URL) to the event in the field above. Your event will not be published if you have not provided a link.

If you need any assistance in planning your virtual event, including technology available to host it, please email Kendyl Grender at kgrender@ku.edu .

Space requirements
Catering

Catering is only permitted on the Capitol Federal Hall West Lawn. Classrooms are not available for catering use All catering must go through KU Catering, without exception. Groups may complete a Food Policy Exemption Form to use other catering options. For more information on the University Food Policy please visit policy.ku.edu/provost/food-policy.

Alcohol service requires written approval from the KU provost’s office. Alcohol service is only possible for official University events and programs and is allowed only in sanctioned areas. An Alcohol Request Form must be submitted to the School of Business Events Director for signature. See the Office of the Chancellor policy for more information (https://policy.ku.edu/chancellor/university-events-liquor-regulations)

Please send Alcohol Request Forms to Kendyl Grender at kgrender@ku.edu for signature.

IT requirements

All in-person events are required to include a virtual event option. Classrooms have been updated to include live stream capabilities.

More information will be provided on how to use the technology upon request.

Every classroom, conference room, the Auditorium and the Colloquium have a computer (PC), screen and projector. The Auditorium and some of the larger classrooms have handheld and lapel mics available. Check all that apply.

Parking

PARKING POLICY: All KU parking lots are monitored when classes are in session. If you plan to have visitors from outside KU, you will need to order e-permits for each vehicle or have your guests pay to park in the Allen Fieldhouse garage. Please contact KU Parking by visiting https://parking.ku.edu, or by calling 864-PARK (7275) to purchase parking passes or for more information.

Custodial service
Additional comments
Requests and availability