Event Lead Times

Please refer to the guides below for minimum lead times by event type. Unfortunately, event requests made with less than the preferred lead time will generally need to be booked on a later date. A $25 late-booking fee may apply in some cases.

Please note that some exceptions may be made to on a case-by-case basis.

Event lead times with a range of days are based on the complexity of the event request.

Business Meeting

Standard Room Setup and no equipment

15 days

Non-Standard Room Setup with equipment

21 days

Function

Any general indoor/outdoor event not covered otherwise, includes Welcome Week and Anteater Involvement Fair tabling:

Any Event Involving Minors Any indoor or outdoor event involving children under the age of 18 will require no less than 30 days

30 days

Indoor Event single space, with standard setup and no equipment needs

15 days

Indoor Event single space, with non-standard setup and/or equipment needs

21 days

Indoor Event 2 – 5 spaces occurring on the same date

30 days

Indoor Event 6 or more spaces occurring on the same date or over multiple consecutive dates

60 – 90 days

Indoor Event with onsite vendors, exhibitors, speakers and/or performers

This is regardless of number of rooms and setup/equipment needs.

21 – 60 days

Speakers and/or performers’ information are required 15 days prior to event date. Performers are required to submit insurance 15 days prior to event date.


Ring Mall Information Tabling with table, chairs, canopy, Greek letters only

11 days

Ring Mall Information Tabling with cooking, sound or a structure

21 days

Ring Mall Vendor Activities

30 days

Outdoor Event with catering-approved food trucks

30 days

Outdoor Event with catering-approved food trucks

30 days

Outdoor Event with 5 or more Ring Mall spaces, a plaza, a field or Aldrich Park

Low-risk activities

45 days

Outdoor Event with 5 or more Ring Mall spaces, a plaza, a field or Aldrich Park

Low risk activities with serving alcohol

45 days

Outdoor Event with 5 or more Ring Mall spaces, a plaza, a field or Aldrich Park

Medium to high risk activities

60 – 90 days

Revenue Generation

Sales (food and dry goods), fundraising

21 days

Special Function

Personal events such as a wedding, birthday, memorial service, or holiday party and Commencement events

60 – 90 days

Film & Photography

Any film or photo shoots

Simple Shoot

21 days

Complex Shoot

60 days