Hosting an event on campus

Thank you for choosing to host an event at UAF. Please review our Events Policy before submitting an event request through our system.

Venue

More than 800 events are held on the Fairbanks campus each year. Venues are limited so it's important to find a location before you finalize the date. Once you've seen what spaces are available, you'll need to reserve space for your event.

Space availability in 25Live
Musicicians perform in the UAF Georgeson Botanical Gardens during the summer
Supreme Court Justice Sotomayor lecture in the UAF Charles Davis Concert Hall

Event details

As an event host, please gather all the information you need before submitting an event form. Be prepared to provide the name of the event, time, dates, sponsoring organization, expected attendance, publishable event description for the UAF Events Calendar and notes or inquiries about your event for the UAF Events Team. Have event flyers or photos ready to upload to the portal. 

Request your event in 25Live

Requirements

In order to confirm an event on campus our teams will need the following documentation for approval:

If your floor plan is adjusted from the regular room format you will need to provide a floor plan of the space.
If you are serving food you will need to create an account with CaterTrax and submit an order through Chartwells or provide a completed Food and Beverage Application for food not prepared by UAF Catering.
If your event will have alcohol you will need a completed UAF Alcohol Beverage Application filled out by a UAF sponsoring organization designating the alcohol service provider (must be a company with a registered Beverage Dispensary License).
If minors are present, you will need an explanation of their involvement at the event or promote the event as: All minors will be accompanied by a parent or legal guardian.
A Certificate of Insurance may be required if you are an external group or are hosting events with event contractors. (DJ, musical groups, etc.)
Rates for space rentals may apply. You will be contacted by the venue for deposits, and rental agreements in order to secure the space. 

Equinox marathon participants run up the hill at the start of the race on the UAF campus

Welcome event at the UAF Engineering Facility

Additional steps

UAF has services that can assist with events. All of these services may incur additional charges based upon event location/needs. 

Fill out an EWORF with our facilities team for any event rentals such as tables, chairs or extra equipment. Include floor plans or detailed event information so they can be as prepared as possible for the delivery of your items. 

Contact Nanook Tech Services for any event that requires technical assistance. 

Work with your designated venue directly on event specific questions that are related to the space. 

University Relations can be a resource for event planning, marketing and communications. Contact Kara Nash with questions, we are here to help!

Questions?

Kara Nash

Kara Nash

Institutional events manager

knash5@alaska.edu | 907-474-6726