University Event Scheduling > Event Policies & Guidelines

Event Host Responsibilities

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AU Event Host Requirements and Responsibilities

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All scheduled activities in university facilities require a University Host. The University Host designated on the space reservation serves as the sponsoring organization responsible for the activity and accepts responsibility for the coordination, conduct, compliance, and financial obligations associated with the event.  The individual who submits the space reservation request, acts on behalf of the sponsoring department or organization and serves as the primary event contact throughout the planning and execution process.

University Host responsibilities include, but are not limited to, the following:

► Event Coordination & Operational Planning

When applicable, the University Host is responsible for coordinating all necessary campus services and operational support related to the activity, including:

 • space reservations, 
 • audio/visual support,
 • catering,
 • parking,
 • housekeeping,
 • security,
 • staffing,
 • event setup and teardown, 
 • other operational requirements assigned by the scheduling office

Scheduling offices may assign required support services based on the nature, size, location, or risk profile of the activity.

► Day-of-Event Responsibilities

The University Host must designate an on-site event contact who will:

 • serve as the liaison to AU facility managers and support staff throughout the activity;
 • remain reachable during the event;
 • maintain access to reservation confirmations and applicable approvals, permits, contracts, or licenses;
 • and assist with resolving operational or policy-related issues that may arise during the activity.

► Policy Compliance & Participant Conduct

The University Host is responsible for:

 • complying with all Event Scheduling policies and procedures;
 • ensuring compliance with all applicable AU policies, procedures, and laws;
 • communicating University requirements, restrictions, policies, and procedures to event participants;
 • ensuring event participants comply with applicable University policies and laws, including those related to alcohol possession and use, catering, posting, vending, sound amplification, and facility use.

► External Organizations, Contracts & Insurance

When activities involve non-AU organizations, vendors, performers, speakers, or other outside entities, the University Host is responsible for:

 • ensuring execution of required contracts between AU and non-AU organizations;
 • coordinating with appropriate University contract offices when required;
 • ensuring required certificates of insurance or supporting documentation are provided;
 • representing the activity and any participating non-AU organization to the AU community;
 • and ensuring external organizations comply with University requirements and restrictions.

► Financial Responsibility

The sponsoring University Host is responsible for ensuring payment of all approved event-related charges, including:

 • staffing and support service charges,
 • facility use fees,
 • equipment rentals,
 • repair or replacement costs associated with event-related damage,
 • and cleaning charges beyond normal facility standards.

Accountability for Space Use

Reserving university space is a privilege, not a guarantee. The University may deny, modify, reschedule, or cancel activities when necessary to protect University operations, safety, compliance obligations, or institutional priorities.

Activities may be denied, modified, or cancelled if:

 • reservation information is incomplete or inaccurate;
 • the activity conflicts with higher-priority University operations or scheduled events;
 • the activity is deemed likely to disrupt normal University functions;
 • the activity conflicts with the University's tax-exempt status;
 • the University is officially closed or unable to support the activity;
 • the activity poses a safety or operational concern;
 • the sponsoring organization or host is not in good standing;
 • or the activity does not comply with University policies, procedures, or applicable laws.

Failure to comply with University policies may result in:

 • cancellation of current or future reservations,
 • loss of scheduling privileges,
 • assessment of repair or cleaning charges,
 • referral through applicable student or employee conduct processes,
 • or other administrative action.

Frequently Asked Questions

The University Host must be an authorized representative of the sponsoring AU department or Recognized Student Organization. The University Host serves as the primary contact for the reservation and accepts responsibility for coordinating the event and ensuring compliance with applicable University policies and procedures.

The University Host must ensure that a designated on-site event contact is available throughout the event. This may be the University Host or another authorized representative who is familiar with the event and can work with University staff if questions or issues arise.

Yes. The University Host is responsible for coordinating any services needed to support the event, such as audiovisual support, catering, housekeeping, parking, security, furniture setup, or other operational requirements. Depending on the event, the scheduling office may require or assign certain services.

The University Host is responsible for ensuring that all required University approvals, contracts, insurance documentation, and other requirements are completed before the event. External organizations may not independently coordinate activities or reserve University space without an approved AU sponsor.

Notify the scheduling office as soon as possible. Changes to attendance, event schedule, room setup, catering, audiovisual needs, or other operational requirements may affect room assignments, staffing, costs, or required approvals.

Yes. Space reservations are subject to University operational needs and institutional priorities. The University may modify, relocate, or cancel reservations when necessary because of safety concerns, operational requirements, University closures, policy compliance, or other institutional needs.

Failure to comply with University policies or reservation requirements may result in cancellation of current or future reservations, loss of scheduling privileges, assessment of additional charges, referral through applicable student or employee conduct processes, or other administrative action.

No. The University Host is acting on behalf of the sponsoring AU department or Recognized Student Organization. Event-related expenses and approved charges are the responsibility of the sponsoring organization, not the individual serving as the University Host. However, the University Host is responsible for coordinating the event, ensuring required approvals are obtained, and helping the sponsoring organization meet its obligations.

Yes. Space reservations are subject to University operational needs and institutional priorities. The University may modify, relocate, or cancel reservations when necessary because of safety concerns, operational requirements, University closures, policy compliance, or other institutional needs.