Event space at CSU Spur

Reservations are required for all meetings and events and must be requested using the link at the top of this page. Currently, there is no limit to how far in advance a request can be made. Requests for events must be made at least two weeks in advance and subject to availability. Requestors can expect a response within one week for event space and three business days for basic meetings in conference rooms. Please note, confirmation is needed from a CSU Spur staff member to use the space.

Reservable spaces

Reservable spaces include conference rooms, classrooms, lobbies, landings, and the Hydro Backyard; a comprehensive list of reservable spaces can be found further down on this page. Private spaces (conference rooms, classrooms, etc.) can be reserved during normal operating hours (9 a.m.-5 p.m. Monday-Friday), and may also be available for rental outside of normal operating hours, including weekends. Public places (lobbies, landings, or the backyard) must be reserved outside of normal operating hours or during operating hours with permission to close a public space. Generally, reservations are assigned on a first-come, first-served basis. Exceptions may be made for high-priority, mission-aligned events, as determined by Spur leadership.

If you need a larger space, our partners at the National Western Center have a variety of spaces available for rent.

Basic meetings

CSU organizations, including CSU Spur tenants, can utilize conference rooms or classrooms for a basic meeting without cost. Basic meetings involve the use of space “as-is,” during normal business hours, without any support or catering, and for internal purposes. Meetings with external guests are permitted when a CSU employee or CSU Spur tenant is present and the meeting is intended for CSU or the tenant’s business. Space cannot be requested by a CSU employee or CSU Spur tenant on behalf of an external organization. Requests for basic meetings must be made three business days in advance. We recognize that meeting needs might change in a planning process; organizers must contact CSU Spur Events if support is needed.

Events

An event is a gathering that requires support from CSU Spur staff. Support might include planning assistance, building management, guest wayfinding, catering coordination, custodial cleaning, risk management, A/V support, or other considerations. When a space request is received, the CSU Spur Events team will evaluate the request and respond within one week to provide availability, pricing, and other planning information.

Rental of event space includes:

• Advisement on overall use of the venue,
• Furniture assigned to the space and additional event furniture (when available),
• Configuration of furniture (pre-set),
• Assistance with delivery of supplies, materials, catering, etc.,
• Wayfinding for guests and special building locking patterns,
• Wireless internet service,
• Basic built-in A/V equipment such as projectors, microphones, and speakers,
• Basic A/V or IT support such as setting up presentations or troubleshooting issues,
• Basic custodial services,
• Day-of support from event managers for troubleshooting.

Rental of event space does not include:

• Catering or beverage service,
• Linens or decorations,
• Registration or ticketing services,
• Computers, laptops, tablets, etc.,
• Booking of services on behalf of the event organizer (catering, rentals, etc.),
• Marketing or promotion of event(s),
• Staging, pipe, and drapes,
• Document printing,
• Photography or video production.

Event enhancements

From kitchen activations to miniature horses – the unique campus environment of CSU Spur provides novel opportunities for your event. Event enhancements can be included for an additional fee or through a third-party vendor, including:

• Livestreaming or lecture capture,
• A/V or IT operating of event production,
• Performance lighting or uplights,
• Private tours of CSU Spur,
• Guided tours of facilities for all event attendees,
• Other experiences associated with CSU Spur.

Please consult with an event manager regarding availability and pricing of event enhancements.

CSU Spur event managers provide venue management and event planning services for clients at CSU Spur. They are the primary contact for event requests, use agreements, event logistics, and provide on-call support for events. While event managers help advise on many topics, they cannot plan schedules or agendas, book catering or third-party services, manage guest registration, or promote events. If you have a unique event need, we would be happy to refer you to additional event planning resources at the CSU Fort Collins campus or within the local Denver community.

When a space is selected, the event manager will provide an Event Rental Space Agreement. This document will outline what is included in the rental of the space along with additional information and expectations. CSU groups do not need to sign the agreement but must acknowledge the terms of use to finalize a booking. External groups must complete the event rental space agreement to finalize a booking. A copy will be provided of the completed agreement upon request.

Rates are established in three tiers. CSU organizations, Spur tenants, and CSU Spur donors are afforded the best price for event spaces. The middle tier is designated for non-profits, K-12 school districts, governmental agencies, industry partners, and higher education institutions not within the CSU System. The public rate applies to all other organizations, including business or corporate use.

Discounts are available for clients located in the 80216 zip code. Further discounts are available when events are free/open to the public and aligned with the mission of CSU Spur.

CSU Spur may partner with organizations aligned with CSU Spur’s mission based on availability, schedule, public access, and programming needs. “Partnered events” are those for which CSU Spur may provide all or some of the following benefits:

• Complimentary space,
• Additional programming (tours, presentations, promotion, etc.),
• Staff time.

The key element of these activities is partnership, which is the primary lens of evaluating events most appropriate for this status. Partnered events require an agreement to be created with the partner to outline roles and responsibilities. All partner events must be vetted with CSU Spur Events and department leadership to ensure consistency of arrangements.

Requests can be made to hold a space for two possible event dates. Due to the heavy use of CSU Spur, it is not possible to hold more spaces or hold unconfirmed events indefinitely. Holds will be canceled if another request is received for the space and the original requestor does not respond within two weeks. Every effort will be made to notify a client before canceling an event.

Cancellations must be made within five (5) days of the event or the renter shall forfeit any deposit. In the event CSU Spur cancels the event, the deposit will be refunded. If clients or organizations do not show for reserved meetings/events, they may lose future reservation privileges and may be charged set-up fees.

The sponsoring group is responsible for any and all damages and cleaning beyond the normal wear and tear. CSU Spur reserves the right to inspect and control certain functions of events. Any organization or renter that shows disregard for the facilities or equipment may be charged additional fees, be denied further use of space at CSU Spur, and/or referred to the appropriate authority. CSU Spur will not assume responsibility for the damage to, or loss of, any merchandise or personal property.

Deposits are only required for buyouts of buildings or the entire campus.

Clients will be sent an invoice after the event to the email address provided on the original event request and/or event rental space agreement. Payment can be made by credit card, Kuali Financial System, wire transfer, ACH, or check. Instructions for payment will be provided on the invoice. Clients who have not made payment within 30 days will receive an email reminder from their event manager. If a client fails to pay, CSU Spur may charge interest for the balance amount at a rate of 18% per year (1.5% per month) in addition to any collection costs, including reasonable attorneys’ fees.

Catering for meetings and events must be arranged by the organizer/client. To support local businesses, outside food is allowed and encouraged. If hiring a caterer, please consider hiring a local business. When arranging for catering, please coordinate with a CSU Spur event manager. They can provide additional information and expectations to caterers.

The use of food trucks for catering at Spur is available for events with 150 guests or more and requires special coordination with an event manager. Placement might be determined by parking, ground protection, distance from building walls, and power supply. No more than four (4) food trucks are allowed on campus at a given time.

The cafe operator in the Hydro building retains the first right of refusal to provide beverage service for all meetings and events on campus. Beverages are any liquid for consumption provided by the renter for the event, including non-alcoholic beverages (coffee, lemonade, tea, etc.) and alcohol. In the instance when beverage service is declined by the cafe operator, the renter may arrange non-alcohol beverage service through another party. Alcohol may not be provided via a third-party vendor or brought by the client. For more information about alcohol service at events, please see the CSU Spur Alcohol Policy. CSU Spur shall not assume liability for any food or beverage provided.

When catering events in the Hydro building, caterers may use the prep kitchen behind the Confluence Theater. This shared space is designed to provide a convenient location for preparing and staging food service. It includes commercial grade counters, sinks, refrigeration, and an ice machine. It does not include any cooking elements such as stoves or ovens. This is a shared space and must be cleaned after use. An event manager can provide expectations for using the catering prep kitchen or suggestions for alternative staging spaces in other buildings.

Potlucks are allowed for events that are not open to the public, limit the participants to a predetermined group of people, or are organized and restricted to a specific unit. It is recommended that food provided for events be commercially prepared and packaged. Any food prepared in home kitchens for non-public events should always adhere to safe food handling practices and food should arrive ready to serve. Breakrooms and lounges should not be utilized for cooking meals. For those interested in potlucks, an event manager can provide resources and guidelines from CSU Environmental Health Services.

BBQs are allowed in designated areas with gas or electric grills. No wood-burning or charcoal BBQs/ovens are allowed. A plan must be created five (5) working days in advance with an event manager for use of BBQ grills.

CSU Spur has a strong commitment to sustainability and will work with you to ensure your event is environmentally responsible. Please read the guide for sustainable events, and speak with an event manager to learn more about resources for event planning or hosting a zero-waste event.

Composting

The CSU Spur campus offers composting alongside recycling and landfill bins in each building. For large events, special oversized composting bins can be provided to reduce contamination and ensure food waste is composted. Compostable items include food scraps, flowers, paper products without glossy surfaces, and BPI/CMA-certified plastic alternatives. Please note, not all biodegradable products can composted. An event manager can assist you in creating a plan for composting and waste diversion.

Food recovery

Unconsumed food from your event may be suitable for recovery to address food insecurity in the Denver Metro area. Please ask your caterer if they participate in a food recovery program. If they do not, an event manager can coordinate a pickup with a local organization or redistribute smaller amounts of food on campus. It’s important to note, food recovery programs may not accept food held at improper temperatures or items not cooled down properly. Please create a plan for food recovery prior to your event to ensure the food can be safely redistributed.

Beverage service provided by the Hydro building cafe operator will include linens on the tables where the beverages are located. All other linens for events (dining, cocktail, and serving tables) must be provided by a client or caterer. The CSU Spur vendor page includes local businesses that can offer discounts for linens.

CSU Spur is a licensed premise to sell alcohol, and with the cooperation of the event organizer, will enforce all city and state regulations regarding alcohol consumption, possession, and serving. The alcohol serving area must be in a contained area within the premises. In no event shall alcohol be consumed outside the designated premises.

Persons must be 21 years of age to consume alcoholic beverages and a valid identification is required. If minors are present, adequate steps must be taken to ensure they are not allowed to consume alcohol beverages.

All events must have a bartender and alcohol beverages will be served by the bartender upon request. No self-service is permitted, and alcohol must be kept behind a table or similar barrier. Alcohol service must be discontinued for a reasonable time prior to the event’s anticipated end. All alcohol and alcohol containers must be removed and secured at the event’s end.

A person from the organization holding the event will be designated to ensure adherence to CSU Spur’s alcohol policy. This “responsible person” acknowledges responsibility for any damages or abnormal cleaning costs caused by the organization’s use of the facility. Insurance may be required, at the discretion of the events director, naming CSU Spur as additional insured.

Donated alcohol may be used in accordance with state laws and regulations. Please speak with an event manager for more information about utilizing donated alcohol.

To request for alcohol beverage service for an event, the CSU Spur Alcohol Request Form must be completed no later than fifteen (15) working days prior to the event. CSU Spur may deny a request to serve alcohol if the event does not comply with local, state, or federal laws, or established University guidelines. Service may also be denied due to the event organizer’s failure to comply with applicable laws or University guidelines.

External vendors can be utilized for additional rental items and services during the event. These items might include additional furniture, activations, A/V production, dining wares, linens, exhibits, lighting, staging, staffing, valet parking, and more. The organization holding the event is responsible for these vendors or subcontractors. Please coordinate with a CSU Spur event manager before contracting with a third-party vendor to ensure coordination of services.

During events, commercial exhibitors and vendors can sell merchandise related to the event. Advertising is limited to the designated or rented areas. Vendors are responsible for all applicable taxes. Sales of products that violate university or campus policies are not permitted, such as the vending of beverages.

Most people come to CSU Spur to learn, study, eat, or attend an event, and CSU Spur limits solicitation to encourage an open and inviting atmosphere where these activities can occur.

Solicitation is defined as using CSU Spur buildings or adjacent property to advertise a product, promote activity, raise funds, or any effort to disseminate information. This includes petitions, surveys, distribution of printed materials, going door-to-door, and asking for donations.

Solicitation is prohibited unless it takes place in a reserved space as part of an organized event. Organizations at CSU Spur wishing to solicit donations for local or humanitarian efforts must receive prior approval from CSU Spur administration.

Tabling is available to provide mission-aligned organizations with visibility to reach the general public during events or other special occasions. When available, a table will be supplied by CSU Spur. Organizations are responsible for bringing their own promotional materials and providing a protective covering for the surface of the table for any activities such as demonstrations, crafts, experiments, and other uses. All publicity must be behind or confined to the table. Users must stay within the assigned space and no moving of the table is permitted. Posters or signs cannot be fastened to walls, pillars, or glass. Electricity is available upon request. All activities must be conducted at an audio level not objectionable to other users of the space or building. CSU Spur will not provide any overnight storage for tabling materials and is not responsible for any lost, stolen, or damaged property. Use is at the discretion of CSU Spur staff.

All arrangements for decorations, exhibits, activations, and displays must be made at least five working days prior to the event. Doorways, hallways, corridors, staircases, and fire exits cannot be locked, blocked, or obstructed. Educational exhibit and program areas should not be obstructed during operating hours unless approval has been arranged by an event manager.

Lightbulbs or lighting may not be placed where the heat from the bulbs might create a fire hazard. Special effects equipment, such as smoke machines, are not allowed unless special arrangements have been made with an event manager.

Open flames are not permitted indoors for decorations. Gas firepits or outdoor heaters that meet Denver’s fire code are allowed with prior approval and when placed outdoors 10 feet away from a building overhang. Gas firepits or outdoor heaters are not allowed on patios or balconies. A plan must be created five (5) working days in advance with an event manager for the delivery, storage, and pick-up of gas burning firepits or heaters. No wood-burning stoves or charcoal BBQs are allowed. Whenever possible, only flameproof material should be used for decorations. Fire codes prohibit the use of hay, straw, cornstalks, or other dry tinder in the buildings.

The use of any material that might damage building surfaces is prohibited. Non-marking tape (such as painters’ tape) may be used to hang decorations with permission from an event manager. Glitter, confetti, or similar materials are not allowed. Balloons are only allowed without helium, and all balloons must be secured within the facility. Crafts or planting activities must have prior approval and include protective covering for surfaces.

Confluence Theater

• All set-up requests and decorations must be discussed in detail with an event manager five (5) working days prior to the event.
• Lighting and sound controls will be regulated by a trained CSU Spur staff member.
• Blinds must be operated by an event manager or trained CSU Spur staff.
• No display materials may be affixed or leaned on the walls, windows, blinds, or piano.
• The use of paint, glue, dyes, or similar spray products is not permitted.
• Exhibits or activations may be assembled without power tools. Sawing, hammering, and other fabrication activities must occur outside of the theater.
• Banners may be hung from designated points on the ceiling. Banners must be dropped off one (1) business day before the event. Staff will hang and remove all banners.
• Food or beverage spills must be cleaned up immediately and assistance can be provided by contacting an event manager.
• All cardboard boxes must be flattened and placed near a recycle bin for pick-up.
• Potted plants or small trees are only allowed with approval and protective coverings.

All rooms must be returned to their original set-up condition after the event. Content from whiteboards should be removed. All decorations must be removed or discarded. CSU Spur assumes no responsibility for any items left behind after an event.

Failure to adhere to any of these policies will result in additional charges which may include extra cleaning or set-up costs, repairs including materials and labor, replacement of equipment, or costs associated with a response from the Denver Fire Department.

Chalking is allowed with permission on outdoor horizontal concrete ground (not on steps, paving stones, buildings, or walls) and must be 15 feet away from any building entrance. To prevent property damage, only washable chalk may be used; no spray chalk, paint, or similar materials may be used on University property. Violators may be charged for the cost of cleanup or repairs.

Each space has a designed occupancy limit to ensure the safety of those attending the event. These occupancy limits may be reduced by the configuration of the room or the items placed inside by event organizers. Room configurations should be requested at the time of a reservation and changes should be made no later than five (5) working days before the event. We will make every effort to honor late requests, but it may not be possible due to equipment, staff, and time limitations. Changes to room configurations may also decrease the room capacity. Event managers will provide notice of capacity limits and approval of changes in room configuration.

Partition divider walls in classrooms and the bleachers in the theater can only be opened and closed by a trained CSU Spur staff member. Please discuss any specific needs with an event manager in advance.

All rooms must be returned to their original set-up condition. If rooms are used for basic meetings, the chairs and tables must be returned to their standard configuration, the whiteboard should be clear, and no items should be left behind. Failure to return the room to the standard configuration may result in loss of privileges to use rooms.

CSU Spur has 24-hour security which can be reached at 1-970-692-6300. This security service can provide non-emergency assistance such as escorts to vehicles, basic medical attention, assistance with lost minors, and other services. If guests need emergency assistance, call 911, and an event manager will work with CSU Security to coordinate emergency services.

Certain events held at CSU Spur may require additional security. Generally, the necessity for security is evaluated based on the nature and purpose of the event, amount of advertising or guest management systems, time of the event, room capacity and expected attendance, alcohol service, amount of staffing needed for the event, history of the event or sponsoring group, and potential for protest. An event manager will evaluate these factors with input from the sponsoring organization and make recommendations to the events director to determine the required security needs and staffing levels. Event organizers will be responsible for the cost of additional security services.

Items found at CSU Spur will be held for 30 days per Colorado law and can be obtained by contacting CSU Spur security at 1-970-692-6300.

Items CSU Spur will not accept in lost and found:

• Damp or wet items,
• Dangerous/hazardous materials,
• Perishables (food, drinks, etc.),
• Weapons will be stored or disposed of on a case-by-case basis.

Storage for materials, displays, exhibits, or other event materials is subject to availability. If storage is provided, items must be delivered no more than two (2) working days before the event and removed no more than two (2) working days after events. Clients are responsible for scheduling pickups with carriers. When shipping items to/from CSU Spur, please list the event name and event manager on the label.

Drones are not allowed to be flown inside CSU Spur buildings. Drones can only be flown outside after filing an FFA flight plan; piloting of drones is not allowed over construction sites. Other flying objects (such as rockets, airplanes, etc.) or airborne objects (such as dropping items for science experiments/demonstrations) are allowed with permission from an event manager or education manager. An appropriate clearance must be designated for these activities.

Individuals under 16 years of age must be accompanied by an adult when visiting CSU Spur. For events and programs with PreK-12 students, minors must be accompanied by a chaperone at all times. Event organizers must ensure adequate supervision of minors during all program activities with a ratio of at least one chaperone for 10 minors.

CSU Spur and its buildings follow the CSU Policy for Free Speech and Peaceful Assembly and the CSU Policy for Special Events, except as otherwise provided and explained in these guidelines.

Importantly, CSU Spur, its three buildings, and the surrounding CSU property (collectively “CSU Spur”) are “non-public areas” as they are not open to the public for purposes of expressive activities or gatherings. CSU Spur is exclusively reserved for use by specific programs and for specific purposes, and CSU Spur limits the types of activities and uses.

Demonstrations, amplified sound, disruptive noisemaking, chalking, posting, and signage without prior approval are prohibited in all CSU Spur areas, as is any activity that interferes with CSU Spur functions. Persons refusing to vacate the CSU Spur premises upon request are subject to arrest under applicable municipal and state laws and may be subject to disciplinary action. Commercial expression is prohibited in all CSU Spur areas.

If event organizers would like to film or take photos during their event, the inclusion of a waiver of release in their event registration is recommended. Organizers should only film within their designated event space and should not film or photograph members of the general public or visiting school groups. Requests to film at CSU Spur for promotional or commercial purposes should be directed to [email protected]. Please notify an event manager when local or national media is invited to cover an event.

Amplified sound is permitted for official University events with prior approval. Generally, outdoor sound amplification should not exceed 55 decibels without prior approval.

CSU Spur Events is committed to creating welcoming and accessible environments for all guests. The following services are available at CSU Spur:

• Eight ADA parking spaces are available in the equestrian lot, the main parking lot north of the Vida building. Closer parking arrangements can be made by contacting an event manager.
• Accessible seating is available in common areas and incorporated into room configurations for events. In the theater, seating is provided at the bottom of the bleaches in lecture configuration. In conference rooms, there is space at the end of the table or the chairs may be removed. For additional accessible seating, please work with an event manager to ensure there is an appropriate amount for your guests.
• Assisted listening devices are available upon request for events in classrooms and the Confluence Theater. Please provide five (5) working days’ notice for use of these devices.
• Lactation rooms/mothers’ spaces are on the second floor of Vida and on the second and third floors of Hydro. A code to access the rooms can be obtained from the front desk.
• Restrooms are ADA accessible. Family restrooms are located on every floor.
• A limited amount of wheelchairs are available upon request for guest use. The wheelchairs may not leave CSU Spur. Guests can request a wheelchair at the front desk.
• A sensory room is located on the first floor of the Hydro building, and sensory backpacks are available for checkout from each building’s front desk.

CSU Spur can provide referrals to resources in the local community for additional services such as high-quality transcription, ASL interpreters, and translation services.

Event organizers are encouraged to make their event as accessible as possible to ensure all participants can fully participate without adaptation or specialized design. For more information on creating accessible events, please consult with an event manager.

Service dogs and service dogs-in-training are welcome at CSU Spur. The service dog must be trained to work or perform a task related to a guest’s disability. They must be harnessed and leashed, unless these devices interfere with the service dog’s work or the guests’ disability prevents these devices. In that case, the guest must maintain control of the dog through voice, signal, or other effective controls. Service dogs must be under the control of their handler and be housebroken. Please refer to the CSU Student Disability Center for more information.

Please visit the CSU Spur visit page for directions to CSU Spur. If arriving by vehicle, parking is available in the larger lot north of the Vida building. There are 294 spots in this lot including eight ADA parking spaces. Parking is first-come, first-served. Please contact an event manager if you need more parking, VIP parking, or closer ADA parking for your event. There are large five-foot metal signs providing wayfinding from the parking lot to buildings at CSU Spur. CSU is not responsible for any loss or damage to vehicles or personal property while parking in these lots.

Loading docks are available in each building for event deliveries, catering, and other needs. Requests to use the loading docks must be made five (5) working days before your event.

Loading zones are available in front of the Vida and Hydro buildings for dropping off guests or other delivery needs. After disembarking shuttles or buses, they must be moved to the designated parking area. Buses should not idle in these spaces. Due to the use of loading zones for school field trips and patient needs, requests to use the loading zones must be made five (5) working days before your event.

No smoking, vaping or tobacco products are allowed on CSU property, including all campuses, to comply with the state of Colorado executive order and to reduce exposure to secondhand smoke and vaping aerosol. The University also supports tobacco users in quitting, reducing use, and never starting. Learn more about CSU’s Tobacco policy.

The adjacent buildings and property of the National Western Center also comprise a smoke-free campus with a no-smoking and vaping policy.

The University recognizes the dangers of drug abuse and, accordingly, strictly prohibits the possession, use, manufacture, or distribution of illicit drugs on University premises or as part of any University activity.

Persons who violate the University’s policies concerning illicit drugs face discipline in accordance with the applicable policies and procedures of the University (including, for faculty, section E.15 of the Academic Faculty and Administrative Professional Manual, for all other employees, as set forth in the Human Resources Manual, and, for students, the Student Code of Conduct). Moreover, all students and employees should be aware that, in addition to University sanctions, they may be subject to criminal prosecution under federal and state laws that specify severe penalties, including fines and imprisonment, for drug-related criminal offenses. Please see CSU’s Policy Library for more information.

Currently, there are no hotels immediately adjacent to CSU Spur. The events team created partnerships with local hotels to provide discounts for external individuals, groups, and CSU employees who may need overnight accommodation.

There is a limited number of guest rooms available on campus for internal use only. To inquire about these rooms, please contact an event manager.