The Gatton College building is an academic space serving the needs of Gatton College students, faculty and staff. As staff capacity permits, the college also allows the UK community some access to selected building facilities on a case by case basis.
Events held by official Gatton College affiliated departments, groups or organizations must adhere to the following standards and procedures.
The Gatton events director will assist you and the University’s Events Office in scheduling space, and provide expertise regarding required standards for all events hosted by Gatton College constituents, what works well in the building, and how the Gatton events crew can assist with planning and coordinating your event. We ask that you plan your event early and come ready to be flexible.
Employees may schedule facilities and equipment resources to carry out events related to their responsibilities at the college. Student representatives of official UK student organizations may schedule facilities for their activities with the guidance and approval of the Gatton events director.
An event is distinguished from a meeting, and has different requirements and standards for space scheduling. Please review the definition of an event from the University Events (UE) Office. Any reservation which includes participants external to the university is considered an event.
The Gatton building is closed for all academic holidays and university breaks.
Gatton Staff Business Hours – M-F, 8:00 am-5:00 pm
Event Requests: meetatbigblue.uky.eduFor space reservations, choose “Create a Request” then choose the template B&E College Event Spaces and select "Book Now."
Gatton Facilities: gatton.uky.edu/facilities
SCHEDULE EARLY! Gatton space is in extremely high demand from both our college and the university, and not all Gatton spaces are reservable. Gatton spaces, especially Woodward Hall, may not be available even if they appear to be open. For events in Woodward Hall, we recommend you reserve the space a minimum of six months in advance. You may schedule your event no earlier than 364 days prior, and no later than seven business days prior to the event.
Prior to logging in to EMS to request space, be sure to review the standards below and the University Events questions, and determine your needs (e.g., catering, IT support, setup support, custodial needs, security needs, etc.) You will be asked to enter this information into the EMS system as part of your space request. Determine the expected size of your audience, review and answer the required EMS questions, then log in to the EMS system with your LinkBlue account to request space in the building.
In order for the Gatton events director to review your request and schedule space, you must fill out all fields in the EMS form (required by the UE office). If you do not have answers to all the questions, the events director may still place the space on hold for you, but your event will not be approved by the university until all relevant fields are complete. If you have trouble answering any of the questions, contact the events director for assistance. The space is not reserved until you have received a confirmation from the Gatton Events Director and the UE Office.
Because of the significant demand on Gatton spaces, especially Woodward Hall, your first choice of space may not be available. The events director will work with you to accommodate your needs in alternate space, and finding equivalent space that will still work for your event. The Gatton Atrium and Group Study Rooms are not available for reservation.
Read the Gatton College events standards to determine the scope of your event (see below). The audience, scale and complexity of your event will determine which of the Gatton events standards will be expected. The Gatton events director will work with you to make sure the University of Kentucky/Gatton College standards for all events is met by directing you in the planning process to coincide with the branding (and service) your event requires that is applicable to your audience & budget.
On the day of the event, the individual/department/organization in whose name the reservation is held (responsible party) must arrive at least 30 minutes before the event start time, and remain after the event for cleanup of the room or rooms used. Rooms are to be left in the same arrangement and condition they were found in.
The responsible party will be responsible for coordinating with the events director to ensure your room is set up AND is returned to the standard setup after the event is over. After the event, the responsible party must work with the Gatton Events Crew to ensure all technology in the room is turned off, furniture is returned to its proper alignment, lights are turned off, and the doors to the room(s) are securely shut and locked.
If food has been served, the responsible party will be required and charged for Custodial Services through PPD to ensure all service items and food trash is bagged and removed. If event participants have used other communal parts of the building (e.g., the Atrium) the responsible party will ensure that space is also cleaned up and trash removed. If after hours, confirm that all event attendees have left the building. An official representative of the responsible party (Gatton faculty or staff member) must remain on site throughout the event and cleanup time.
Outside of operating hours, professional security for the Gatton building is present. For events outside operating hours, additional security may be required for both Gatton sponsored and student organization sponsored events. These internal events may use a designated representative to serve in the role of the 2nd security guard for all events.
Logistics planning for events involving food, external visitors, or more than 25 attendees must begin at least 6 weeks in advance (conferences, multi-day events, etc. must begin planning at least 4-6 months out). Coordinate with the events director as soon as you are ready to move forward with your event to plan the logistics for the event space. (See attached checklist for details.) The director will determine the needs for the event, including setup, custodial services, security service, etc. and work with you to coordinate the Gatton events crew, your volunteers, or PPD (if necessary). Depending on the size, scope and timing of your event, fees may apply for setup, custodial, security, IT and other services.
Food and beverages are only allowed in Woodward Hall, Venture Studio and conference rooms. When food is served during any event or meeting, the responsible party will be charged for custodial services through PPD. The responsible party must have caterers clean up their service and have return the kitchen, refrigerators, appliances and other related service spaces to their original state. For events held after normal business hours or on weekends, the responsible party must ensure that all vendors and attendees have left the building at the end of the event.
ALCOHOL REQUIREMENT for ALL events: Alcohol may only be served at events in Woodward Hall. Alcohol is not permitted in any other Gatton building space without written approval from the UE office. If alcohol is to be served, full service catering is required with a licensed bartender, and the event must be approved by the University Events office. This may take extra time, so these events must be scheduled a minimum of 21 days in advance. Student groups (undergraduate or graduate) are not allowed to have alcohol at the Gatton College. Official university events with faculty/staff that also include students may serve alcohol, but must arrange with the licensed bartender for a system to check identification, and receive additional approval for this piece from the Events Management office.
Most rooms contain computer access with projection screens and a clicker (room specifics below). Classrooms and Kincaid Auditorium also offer Echo 360 video recording capability (this is NOT available in Woodward Hall.)
Podiums and some tables in all spaces are NOT movable due to attached technology. Please do not attempt to move the podiums or tables. Charges for any damage will be assessed to the responsible party, and may result in future refusal of services.
Onsite IT support is required for all events in Woodward Hall and Kincaid Auditorium. You must enter this AV/IT information as part of your space request in EMS. This will let the Gatton Technology Center know your event is happening, and ensure the technology you need is present.
Technical Services provided for the standard events: For events during Gatton staff regular business hours, basic assistance with AV/IT setup and on call standard Gatton IT support (ex. support for using the room PC and presentation system) is provided. Support will be in facility but not present at event for the duration of the event. If you will need technical support actively present at your event, or specialized equipment, you must specifically request a staff member when you make your space request.
Note: Onsite Gatton IT Support present at the event is required for all Friday evening (after 4pm) and weekend events in Kincaid Auditorium and Woodward Hall when any technology will be used, and may be required under certain circumstances for events in other spaces.
Table linens are required for all food-service events in Woodward Hall. Meetings, classes and “non-food” events do not require linens. Departments may use college-owned stretch tablecloths for their events; but the college does not provide linen service. The department holding the event will be responsible for laundering them after each use, and returning them to the events closet. Linens are also available from your caterer (cost is approximately $18 for full linen service).
Depending on the scope of your event, the audience, and scale, different standards will be required. All events held on weekends require Gatton events crew support throughout the event.
These include Dean’s office or donor-centric events, all-college formal events, receptions or other events where the business community is invited, and others as determined by the events director. For formal events:
These include lectures, student-focused ceremonies (e.g. induction ceremonies for societies) with donors and/or parents attending, student events with a donor speaker or a small number of donors invited, department graduation/commencement ceremonial events, particularly with parents, academic conferences with external faculty attending, and others as determined by the events director. For semi- formal events:
These include student-only, staff-only and/or faculty only events of an informal nature, such as staff meetings, game watching parties, faculty receptions, and others as determined by the events director. For informal events:
Additional items are available:
For events outside operating hours, professional security is required. All events outside operating hours must use the main college entrance on the top of Administration Drive (2nd floor) only. All other exterior doors will be locked and must not be propped open.
Security must be scheduled by the responsible party a minimum of two weeks in advance. Internal events may use a designated Gatton faculty or staff representative to serve in the role of the 2nd security guard for all events. The Director of Events and Facilities Director will assist you in contacting Securitas to set up security. Security costs will be billed directly by the security company to the responsible party. You must provide written proof (email is acceptable) that Securitas has been hired or who the designated Gatton representative is for the time required or your reservation will be cancelled.
The security guard or representative is required to be present 30 minutes before the first person enters the building, including the responsible party and any catering services, and until 60 minutes after the breakdown of the event and the exit of guests, including the responsible party. The security guard will use this time to clear the building of occupants and secure the external doors.
Security may also be required for other events as determined by the Gatton College. For large events or high-profile guest/speakers, the university may require security from UK’s Police Services, which must be scheduled at least two weeks in advance. The events director and University EMO will work with you to assess if this is necessary and determine cost.
Nothing is to be taped, tacked or otherwise adhered to any walls, doors, windows, trim, countertops or any other surface in the building in any manner. Directional signage is limited to the Gatton branded signs provided with space to insert your own printed 8.5”x11” sheet, and the digital screens at each entrance. Screens are also available outside Woodward Hall and Kincaid Auditorium. Confetti, glitter, streamers and any open flame candles are prohibited. (LED candles are permitted).
Photographs, room capacities, and room setup information are available at Gatton.uky.edu/facilities
Woodward Hall’s standard set up is 8 round tables that hold 8 chairs each, a count of 64. Table linens are required for all “food-related” events in Woodward Hall. Plastic tablecloths are not permitted.
All events in Woodward Hall which include meals or other food require events crew support. For events with fewer than 50 attendees, one worker is required; events with more than 50 require additional workers.
Alternative room setups may require additional workers for setup and breakdown. Crew members will work with the responsible party to ensure the space(s) are set up prior to the event, cleaned and reset after the event, ensure the caterers have completed cleanup, have not left anything in the kitchen refrigerator or other appliances, and all vendors and attendees have left the building.
Woodward Hall includes an outdoor Terrace with views of central campus and a Pre-Function Area with lounge furniture and a countertop for appetizers or drinks. If you wish to use either or both spaces as part of your event in Woodward Hall, you must request them in the EMS system when you make your space request.
Technology and audiovisual supportA non-movable podium with microphone, computer access, 2 projectors/screens along with clicker are available in Woodward Hall. (Please see “Technology and Audiovisual Support section above).
KitchenA kitchen is available with a sink, dishwasher, refrigerator and a free standing ice machine. Two 8ft tables are available for use in the kitchen for food prep. Kitchen must be cleaned upon departure with trash being tied up and removed by PPD Custodial Services.
Alternate Room Layout Options for Woodward Hall:
Food is allowed in the Conference Rooms. Cleanup (including trash removal from the room to the trash room) is required either by your department, a designated college representative with trash room access, or coordinated with the Gatton Events Crew. A projector/screen or display monitor, computer with USB port and laptop hookups, are available. Selected tables in the conference rooms are NOT movable due to attached technology. Please do not attempt to move the tables. Charges for any damage will be assessed to the responsible party, and may result in future refusal of services. (Please see “Technology and Audiovisual Support section above.)
Food is not allowed in Gatton classrooms. A non-movable podium and microphones, projector/screen, computer with USB port and laptop hookups, whiteboards and video recording through Echo 360 are available. Podiums in the classrooms are NOT movable due to attached technology. Please do not attempt to move the podiums. Charges for any damage will be assessed to the responsible party, and may result in future refusal of services. (Please see “Technology and Audiovisual Support section above.)
Outdoor events in the Dicken Garden Plaza are controlled through the UE office, not the Gatton College. You may request this space through the EMS system (choose the “Outdoor Space Request” option). These events, once approved by UE office, are subject to the same procedures as indoor events, but because of their public nature there are additional considerations. When planning an outdoor activity, alternative indoor facilities must also be reserved in the event of inclement weather (if the activity can be moved indoors) or a “rain date” should be considered. Events reserved without a rain location may result in cancellation if inclement weather exists.
Caterers pre-approved by the Gatton College are below. These caterers know our setup and all university regulations. Using caterers outside this list is possible with permission from the events director. You must choose a caterer to complete your request for space in EMS; however, menus change often, so will be determined in consultation with the events director no more than four weeks prior to your event. Any alcohol service must be provided by a licensed caterer with a licensed bartender. (Please see Alcohol Requirement above)
Our suggested caterers for our building:
You may purchase passes to parking structure 5 through UK Parking & Transportation to hand to guests. Blue Line parking is available for VIP guests, but must be approved through President’s Office via Megan Kidd. Directions and parking information available at gatton.uky.edu/visit-us.
Once you have determined your event standard category, the Marketing & Communications office will be contacted on publicizing your event. The events director will work with you to contact them at least four weeks prior to an internal/determined audience event and six to eight weeks prior to a public event, to determine what materials you may need and what they can help you produce.
ALL EVENTS MUST: Be entered into the Gatton College website calendar. Other materials they will help you consider include:
