The Outdoor Event Request Form

The Outdoor Event Request Form

"The Outdoor Event Request Form” (formerly the Green Reservation Form) must be submitted 2 weeks prior to the event date. For more information please contact Colleen Tuozzolo, ctuozzol@udel.edu. The form handles outdoor reservations for the following outdoor areas: North Green, Central Green, South Green, Old College Lawn, Academy Lawn, Mentor's Circle, Smith/Purnell Quad, Magnolia Fountain and Alumni Circle.

NOTE: Before an RSO/Fraternity or Sorority/Grad Student Group/Club Sports Group event or display will be APPROVED, you must discuss your event with the appropriate student group representative:

  • RSO Groups must contact Alex Keen’s Office (herrkeen@udel.edu, University Student Centers)
  • Fraternities or Sororities must contact Sara Lowery’s Office (salowery@udel.edu, 302-831-0456, Fraternity and Sorority Leadership and Learning)
  • Grad Student Groups must contact the Graduate College (grad@udel.edu, 302-831-6824)
  • Club Sports Groups must contact the Bruce Thompson (Club Sports Office) (brucet@udel.edu)
Important!: Student Groups must use their "udel.edu" email address when submitting the request.
Address
City
State/Province
Zip/Postal
EVENTS includes speakers, tabling, demonstrations, protests, and other Event-related activities. Events typically have multiple simultaneous attendees. DISPLAYS include information-only pass-throughs, which may include flag displays, banners, signs, and photo exhibitions. Displays are not expected to have simultaneous attendees at any given time.

OUTDOOR EVENTS (Student Organizations)

All Student Organizations, including Registered Student Organizations, Fraternities and Sororities, Graduate Student Groups, and Club Sports (hereinafter “Student Organizations”), may request to utilize UD spaces for Events and Displays.

  • EVENTS may include speakers, tabling, demonstrations, protests, and other Event-related activities. Events typically have multiple simultaneous attendees.
  • DISPLAYS include information-only pass-throughs, which may include flag displays, banners, signs, and photo exhibitions. Displays are not expected to have simultaneous attendees at any given time. Any Display over 10-feet tall must be approved by the Dean of Students or designee prior to installation.

All Events and Displays are subject to University policy, including those that occur in approved and designated on-campus spaces.

If discovered or determined that any Student Organization violated these regulations or any other provision of this Policy, the University reserves the right to cancel the Event or Display.

All Events and Displays are subject to modification at the time of approval and/or at the time of the Event/Display based on administrative, safety, and grounds-related infrastructure concerns. All Student Organization members sponsoring an Event and/or Display must comply with the directions of any University official acting in the performance of their duties related to the Event and/or Display.

IMPORTANT! EVENT AND DISPLAY SIGNAGE:

All Events and Displays reserved through the processes must include signage that states the following: “This portion of The Green has been reserved on a term basis by (STUDENT ORGANIZATION(S)/GROUP NAME(S)). You can refer questions or concerns to (STUDENT ORGANIZATION EMAIL) or by visiting (LINK)". 

EVENTS (Student Groups Only):

  • No Event is begin before 9 a.m.
  • All Events must end by 8 p.m. (Sunday through Thursday) and by 10 p.m. (Friday through Saturday).
  • Maximum of four hours for Events with amplified sound.
  • Maximum of six hours for all other Events.

DISPLAYS (Student Groups Only):

  • May be set-up at approved location(s) beginning at 6 a.m. on the first day approved and must be removed by 5 p.m. on the last day approved.
  • Shall not be approved for longer than five (5) consecutive business days (Monday through Friday), each of which must occur within the same week with no intervening weekend days. Student Organizations may not collaborate to exceed the five-day limitation.
  • The University may further limit the approved time period based upon demand for the location and grounds maintenance considerations.
  • May be left overnight Monday through Thursday if approved for multiple and consecutive days. However, no Displays are permitted to remain overnight Friday through Sunday.
  • May be approved for one-day only for Saturday or Sunday. Any weekend Display (Saturday or Sunday) must be approved in advance by the Dean of Students or designee. Weekend Displays may be placed at the approved location beginning at 6 a.m. and must be removed by 5 p.m.
  • Any Display over 10 feet tall must be approved by the Dean of Students or designee prior to installation.
  • Student Organizations may be approved for up to ten (10) days for Displays per semester, with no more than five (5) days per month.

GUIDELINES for the following Groups: RSO Student Groups, Fraternities and Sororities, Club Sports & Graduate Student Groups: 

*NOTE: The grass area in front of Gore Hall on the Central Green is the only reservable space for Student Organization's Events and Displays.

North Green

Central Green*

South Green

Old College Lawn
  • Amplified sound allowed
  • Inflatables allowed
  • Stages allowed
  • Bands/live music allowed
  • Bullhorns allowed
  • Visual displays (posters, flags, banner) allowed
  • No amplified sound allowed
  • Inflatables allowed
  • No Stages
  • No bands/live music
  • No bullhorns
  • Visual displays (posters,flags, banner) allowed
  • Theatrical performance (steps)
  • No amplified sound allowed
  • Inflatables allowed
  • No Stages
  • No bands/live music
  • No bullhorns
  • Visual displays (posters,flags, banner) allowed
  • 5K Races
  • No amplified sound
  • No Inflatables
  • No bullhorns
  • Visual displays (posters, flags, banner) allowed                       
FOOD TRUCK POLICY:  The South Green (near Robinson Hall) is the ONLY area near The Green that a Food Truck is permitted.
IMPORTANT: Per Grounds: Vehicles/trucks are NOT PERMITTED ON THE GRASS, BRICKS, TURF FIELDS or in the FIRE LANES!
The event's sponsor group WILL BE HELD RESPONSIBLE FOR ANY DAMAGES to Green Space caused by Vendors or UD Department vehicles delivering materials (etc.) to the event.

FOOD (all Food Policies apply to Outdoor Events):

  • To distribute food to participants/attendees, contact University Catering at 302-831-2891.
  • To have food available for purchase by participants/attendees, contact Dining Services Concessions at 302-831-2891.

UDPD:

  • If money is collected at the Event, UDPD must be arranged to work the Event. If there are multiple points of collecting money, then there must be enough staff to cover all collection points.
  • Events that will attract large crowds, or have other circumstances that may require assistance in maintaining the safety of the participants, will also require UDPD.
  • To request UDPD at your Event, use the Request for UDPD Form
NOTE: NO Amplified sound permitted on the Central Green Monday-Friday. Other areas: weekdays amplified sound is only permitted after 4:00pm & there is a maximum of 4 hours for events with amplified sound.
Quiet hours begin at 8pm Sunday through Thursday; 9pm Friday and Saturday.
See City of Newark Municipal Code re Noise

STAGING, CHAIRS, AND TABLES:

POWER, GENERATORS, AND ELECTRICITY:

  • If the outdoor Event needs electricity, request a generator or ask for access to a power outlet. Otherwise, there is no guarantee that power needs will be accommodated.
  • All generators for Student Organization-sponsored Events or Displays must be provided by UD Electric Shop. No external companies may bring generators of any size or style. This includes any generators for sound, lights, inflatable games, etc.
  • Request a generator through the Miscellaneous Services Form.  Ask your vendor to provide all details about required power needs before submitting this form.
  • For access to power outlets on Harrington Beach, USC Patios, or Independence Field, contact Event Services at 302-831-2633.
  • The Miscellaneous Services Form must be completed and submitted if power is required for DJs, bands, novelties, etc., in any other outdoor space.
YOUR EVENT WILL NOT BE APPROVED BY GROUNDS WITHOUT RECEIVING THE "REQUEST FOR SERVICE-FACILITIES" WEB FORM to account for any damage that may occur to The Green.
  • If you are a Graduate Student Group, please reach out to the Graduate College for assistance (302-831-6824 or grad@udel.edu)
  • RSO Groups please complete the Request Services/Equipment for Campus Events form on StUDent Central. You must complete this form once your Green request is approved . If you have any questions regarding the form, please contact Student Involvement (302-831-2429).
  • If you are a Greek Chapter, you will need to contact FSLL (302-831-6167) to file this form.
  • University Departments may access this via Web Forms.
IMPORTANT:
  • Posting of event materials is prohibited on landscaping and trees.
  • If you intend to spike, you or your contractor, are required by law to notify Miss Utility at 1-800-257-7777. This will require additional time to process your request.
  • If your Event requires a Tent you must complete the Application for Tent Use on University Property This application MUST be received by the EHS office two weeks prior to the Event Date. If you have questions please contact EHS at 302-831-8475.
  • If the tent is anchored to the ground by means of spiking; your tent vendor is required by law to notify Miss Utility at 1-800-257-7777 to request a Utility Stake-Out. Weighted tents do not require a Miss Utility notification.
  • Email the completed application to fire-safe@udel.edu and someone will get in contact with you to go over safety procedures/requirements and whether or not your tent needs a permit (fee may be required) from the City of Newark.

TENTS, STAKED ITEMS, AND TEMPORARY STRUCTURES:

  • Event tents are not provided by the University and must be provided by a vendor with adequate insurance, which must be provided as part of the Event reservation process.
  • Tents of a certain size are required to have a building permit.
  • Tents must be held up using sandbags or other weights that do not damage the ground. This is especially important for Harrington Beach and Independence Field. No staking of objects is allowed on university property.
  • Submit permits and applications for tents or temporary structures of 400 square feet (20′ x 20′) or greater to the City of Newark to meet city regulations. The application and acquiring a permit are managed by the City Fire Marshal Office.
  • Sleeping in any outdoor space on campus is prohibited.
  • Any activities that involve the use of personal temporary shelters (e.g., personal temporary tents, boxes, etc.) are prohibited on university property unless prior written approval has been provided by the Dean of Students and Environmental Health and Safety.
Electrical/Lighting
There is no electricity and limited lighting available on the Green. If your event requires electricity you must submit a Request form.
  • RSO Groups please complete the Request Services/Equipment for Campus Events form on StUDent Central. You must complete this form once your Green request is approved . If you have any questions regarding the form, please contact Student Involvement (302-831-2429).
  • Greek Chapters must submit this request by contacting FSLL at (302)831-6167.
  • Department Groups must complete a Request for Service - Facilities webform.

POWER, GENERATORS, AND ELECTRICITY:

  • If the outdoor Event needs electricity, request a generator or ask for access to a power outlet. Otherwise, there is no guarantee that power needs will be accommodated.
  • All generators for Student Organization-sponsored Events or Displays must be provided by UD Electric Shop. No external companies may bring generators of any size or style. This includes any generators for sound, lights, inflatable games, etc.
  • Request a generator through the Miscellaneous Services Form.  Ask your vendor to provide all details about required power needs before submitting this form.
  • For access to power outlets on Harrington Beach, USC Patios, or Independence Field, contact Event Services at 302-831-2633.
  • The Miscellaneous Services Form must be completed and submitted if power is required for DJs, bands, novelties, etc., in any other outdoor space.
Bathrooms
If Bathroom access/opening is needed during evening or weekend hours, additional custodial services will be required.
  • RSO Groups please complete the Request Services/Equipment for Campus Events form on StUDent Central. You must complete this form once your Green request is approved . If you have any questions regarding the form, please contact Student Involvement (302-831-2429)
  • Greek Chapters must submit this request by contacting FSLL at (302)831-6167.
  • Department Groups must complete a Request for Service - Facilities webform.
Platforms/Chairs/Tables
If Platforms/Chairs/Tables are needed they must be requested.
  • RSO Groups please complete the Request Services/Equipment for Campus Events form on StUDent Central. You must complete this form once your Green request is approved . If you have any questions regarding the form, please contact Student Involvement (302-831-2429).
  • Greek Chapters must submit this request by contacting FSLL at (302)831-6167.
  • Department Groups must complete a Request for Service - Facilities webform.

STAGING, CHAIRS, AND TABLES:
Does you event require hose hook-up?
If hose hook-up is needed, it must be requested.
  • RSO Groups please complete the Request Services/Equipment for Campus Events form on StUDent Central. You must complete this form once your Green request is approved . If you have any questions regarding the form, please contact Student Involvement (302-831-2429).
  • Greek Chapters must submit this request by contacting FSLL at (302)831-6167.
  • Department Groups must complete a Request for Service - Facilities webform.
Policy for Handling Trash
If Trash/Recycling containers are being requested, you must also submit a separate Request for Services webform for Trash Pick-Up.
  • RSO Groups please complete the Request Services/Equipment for Campus Events form on StUDent Central. You must complete this form once your Green request is approved . If you have any questions regarding the form, please contact Student Involvement (302-831-2429).
  • Greek Chapters must submit this request by contacting FSLL at (302)831-6167.
  • Department Groups must complete a Request for Service - Facilities webform.
NOTE: You are responsible for ensuring the area is clean at the conclusion of your event by collecting, picking up and removing all event related trash to a dumpster. UD’s normal receptacles on the Green are not available or able to accommodate non-routine use. If normal Green receptacles are used for event trash, this pick-up will be charged to sponsor group.

GARBAGE CANS AND WASTE REMOVAL:

  • All Green space areas used by Student Organizations must be cleared of all personal effects, debris, and waste, and the space returned to its original condition.
  • For any outdoor Event, other than those on the USC Patios, the following must be ordered via the Miscellaneous Services Form: garbage cans, recycling containers, and/or trash bags sufficient to hold all waste produced by the Event.
  • At the conclusion of the Event, the organization is responsible for collecting any waste left around the Event area and placing it into the garbage cans.
  • When arranging a pick-up time, allow enough time for clean-up to assure that all waste is in the cans when the truck arrives for collection.
  • If the outdoor Event has food, more than 500 people in attendance, or lasts longer than three (3) hours, it is required that UD Campus Grounds is arranged to pick up waste at least once per hour during the Event. Indicate this need on the Miscellaneous Services Form.

OTHER SAFETY AND SECURITY:

  • Department Groups and Student Organization Events on Old College or the North, Central, South Greens are not permitted to place anything on the fire lanes.
  • All Events and Displays must not interfere with or block ingress and egress of campus buildings.
  • Car-smash Events and Events that include wild animals are not permitted on University property.
  • Damage to university property, including buildings, lawns, trees and shrubs during an Event or Display is prohibited.
IMPORTANT! This is not an exhaustive list of potential requirements for Events and/or Displays. Additional approvals and Event security may be necessary, depending upon the specific details of the Event such as timing, location, and attendance  for planned activites.

  • If you are unsure whether or not the Event or Display needs or meets any of the above specifications, or if you have Event or Display needs that are not explained above, please contact University Student Centers at 302-831-2633, 302-831-2429, or student-centers@udel.edu.

 

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