External Events

External Events

External event clients are subject to the standard room rental fees and rates. Prices reflect current applicable taxes and are subject to change. Total charges (not including catering) are estimated prior to the event and a $250 non-refundable deposit is required in advance. Additional charges include rental items, technical equipment and support. Other miscellaneous charges may be calculated after the event and added to the final invoice.

Scheduling Timeline: External clients and events, including weddings, can be confirmed no later than six months from the set event date. Reservations can be made prior to that date, however, confirmation will be given no sooner than six months in advance. Requests for meeting space are accepted by email to charitydeel@upike.edu, by phone at (606) 218-5271.

Dance Floor: The Conference and Event Services department does not own a dance floor. If you wish to have a dance floor in your reception space please inquire about special event equipment rentals through the department’s approved vendors.

Event Contract: All external clients must sign an event contract prior to their event. The event contract cannot be altered and edited by the client. Please see your booking representative and/or your event coordinator for more information.

Event Liability Insurance: All external clients must carry a general liability insurance policy with a minimum coverage of $1,000,000 and name UPIKE as an additional insured. A copy of the certificate of coverage will be required.

Option for Purchasing Insurance: If you are an individual and do not have event insurance coverage, you can purchase the required insurance through this event helper website www.theeventhelper.com.

Non-Profit Organizations: UPIKE fully complies with Kentucky tax statutes regarding private colleges and universities. Because of this, certain programs may be prohibited from campus or a booking organization may be required to be a registered 501(c)(3) charitable institution. A copy of the exemption letter from the Internal Revenue Service proving 501(c)(3) status may be required. Programs sponsored or hosted by the University of Pikeville, such as athletic programs and summer orientations, generally allow for third party use of facilities. Please ask an event coordinator for clarification on events involving off-campus entities.

All organizations holding events at UPIKE must respect the mission and values of the university. Policies regarding external groups include the following:

• The university does not rent facilities for fundraising activities.
• An external group is required to pay UPIKE a room rental fee in addition to other event-associated costs (i.e., catering, equipment rental, etc).
• External clients are defined as individuals or entities who have no affiliation with the university. The client is expected to pay all charges associated with room rental, AV, computer, catering or other significant charges and support services needed for a successful event. The client must be involved in the overall planning and organization of the event. If media is expected, UPIKE’s Office of Public Affairs must be consulted. Contact Kelly Rowe Jones, Director of Public Affairs, KellyRowe@upike.edu or (606) 218-5273
• UPIKE events will take precedence over all external events.
• The university reserves the right to relocate an event if the need arises, however, the client will be notified ahead of time.

For more information, please contact: