Certain events require the assistance of University Grounds staff. When hosting an event in a Student Centers outdoor spaces, Student Centers staff will discuss your event with you during your reservation process and coordinate the request for grounds support if necessary.
The following event parameters require that grounds support be requested:
- Outdoor Events with anticipated attendance above 100 and which include the serving food or beverages.
- Outdoor Events the require an electrical outlet(s)
- Outdoor Events that require access to water
Event organizers are prohibited from bringing in or arranging for the service of any private or independent grounds support services.
Student Centers reserves the right to require grounds support to be present at any event deemed necessary.
For detailed information about the fees associated with grounds support, please visit:
Food Trucks can make an event really stand out. However, certain accommodations
Event Organizers looking to bring a food truck(s) to campus should review the requirements for Food Trucks to be allowed.
Student OrganizationsMay have a food truck if all forms are submitted to the Assistant Director of Engagement and Event Services one (1) month prior to the reservation date.
Departments
As a general rule, may not use food trucks.
Please contact Mary Luberger and Rachel Hritz for any potential exceptions.
This must be done at least two (2) months in advance of the reservation date.
Non-Profit or External Groups
External groups may have a food truck if notified in writing a month prior to having it on CWRU Campus property. All forms must be submitted, no less than four (4) weeks in advance.
External groups using a food truck on a public street will require no forms, but must comply with city location laws.
Food Truck Forms
- Mobile Food License (Expires march 1st every year)
- Liability Insurance- Form must have the following marked - Liability, car/truck/vehicles present, umbrella insurance. Located at the bottom of the form: Add Insured for Case Western Reserve University with the university’s address MUST BE TYPED IN FORM
- Worker’s Comp, needed for any one who will be working in the food truck- only exception is the owner of he company
- Serv-Safe
- Assessment License
All forms are required and must be valid for date of event*
- NRV Firepit must be reserved no less than 72 hours prior to intended time of use.
- No food may be grilled, heated, or cooked on the fire pit.
- No events involving alcohol may be held at the fire pit.
- Sitting is not permitted on the edge of the fire pit.
- No interior furniture may be brought out to the fire pit area.
- All trash must be removed from the fire pit area at the completion of the reservation and disposed of properly in outdoor bins.
- All university event policies and procedures must be followed.
When hosting an outdoor event there is always a threat of inclement weather. As such, Student Centers spaces may be reserved as a rain site location for outdoor events scheduled on campus. The following policies apply when reserving a Student Centers managed space as a rain site:
- Group must provide location of a primary outdoor reservation at the time of booking and indicate that the reservation request is specifically for a rain site location
- Should inclement weather occur and space is used, group will be charged at the normal usage rate when using a Student Centers space as a rain site.
- The Recognized Student Discount cannot be utilized for rainsite reservations, even if the event is being held at an outdoor Student Centers space.
- If the event proceeds outdoors as anticipated, as a courtesy, if Student Centers Staff is notified in writing at studentcenters@case.edu at least 48 hours prior to the event that the organization does not intend to use the rain site, the group will only be charged 50% of the normal usage rate.
- If the event proceeds outdoors as anticipated, but the rainsite is cancelled in less than 48 hours, a 100% fee will apply. This fee covers costs associated with lost revenue, event staff, and event set-up.
- If an event (and thus the rainsite) is canceled, the regular cancellation policy applies up to 50% of the normal usage rate.