General Guidelines for Campus Events
Purpose
This guide is designed to help AUC community members plan events efficiently and responsibly, covering all logistical, safety, and environmental considerations.
Planning Overview
Events can be planned up to one year in advance
Book your venue, request setup, AV, signage, and catering through a single consolidated form on the ADASTRA platform
Automated reminders will be shared 20 and 10 days before your event date
Early notification is required for high-profile or large-scale events
General Guidelines
Use only designated areas for signage. Stickers or signs on walls, trees, or non-approved surfaces are not allowed
Floor stickers may be used only on the day of the event and must be removed during teardown
Post-event cleanup is the responsibility of the organizer. Charges may apply for extra cleaning or damages
No food or drinks in Bassily Auditorium, lecture halls or Ewart Memorial Hall
For safety, all electrical setups must be tested 3 days prior
Events should stagger end times to reduce traffic and disruption
Outdoor Event Requirements
Amplified sound is permitted outdoors only if it does not disrupt academic or library activities
Structures over 50 kg must be placed on tiled/paved areas. No carpets are allowed on lawns
Avoid placing items directly on grass or landscaped areas; no attachment to trees (e.g., ropes, signs, nails)
Irrigation runs 8 - 10 am daily. Lawn use may be restricted during soil fertilization periods (twice a year, 2–3 weeks)
Tents must be fire-retardant, and construction activities must occur 7 am to 12 pm under EHS supervision
Reserve the venue for setup/teardown days if they differ from the event day
Games and heavy traffic are restricted to paved/lawn-approved areas only
Important Reminders
No candles, fireworks, or lasers unless explicitly approved by the Office of Environmental Health and Safety
For any electrical work, on-site simulations with cabling must occur at least 3 working days in advance
Space-Specific Guidelines
Bartlett Plaza:
Reserved for student clubs' academic-related booths during the semester
Food/games permitted only during assembly hour or outside the arch (dining hall/garden)
Large events only allowed on weekends/public holidays
Henkel Egypt Platform: Sound amplification allowed only after classes/library hours
Sponsor Booths: Must be pre-approved through the Office of Events Management
Sports Complex: Coordinate all event activities via the Office of Athletics
Catering Guidelines
- Check approved vendors on the AUC Dining page (updated in January and August)
- Request quotes directly from vendors – Make sure to cc: [email protected]
- Vendor confirms availability and shares quote
- Secure internal approvals and reserve budget in SAP
- Share vendor team names and equipment list with security
- Keep stakeholders informed (security, safety, facilities)
- Vendor delivers, serves, and submits invoice – Make sure to copy [email protected]
For grants: share PI approval, attendees list and agenda.
Promotions and Signage
- Designs must be pre-approved by Marketing Communications (or Student Life for students)
- Submit reservation requests via ADASTRA for banners, stands, and boards
- Provide material two working days in advance. Max duration: 10 days per activity
- Promotional specs: Banner (2x2 m), Tripod (0.92x1.9 m), Stand board (1x1.2 m)
Signage and Maintenance Services
Scope of services includes:
- Bridge banner
- Bus terminal signage
- Memorial wall
- Office name tag
- No Smoking signage
- Parking signage
- Plexiglass shield
- Signage removal
- Stands (114x60 cm)
- Restroom signage
- Trash can labels
- Tree name tags
- Tripod stands
- Wayfinding signs
Contact and Support
For help with planning, guidelines or vendor coordination, contact the Office of Events Management and Food Services: