Use of Grounds Policy
Activities/events taking place on University of Louisville outdoor areas of campus must be sponsored by members of the University Community (recognized student organization, faculty, staff, student and/or department) and must be registered with the department of Student Activities. (Non-University individuals and organizations are governed by the University’s Speech and Distribution of Literature policy.)
Nothing in this policy is intended to impede the members of the University Community in the exercise of their rights to free speech. The Use of Grounds registration policy allows for the University to receive sufficient notification of activities/events on the grounds of the University and ensure that individuals, student organizations and departments are aware of appropriate University policies.
The University may limit the number of activities/events taking place in order to provide the appropriate support for all activities and events. If the University becomes aware of unregistered activities/events being planned or conducted by individual students, student organizations, or departments, the planners or participants will be asked to comply with the registration policy. An activity/event which disrupts or interferes with normal operations of the University may be canceled at any time, before or during the activity/event, by the Director of Student Activities, the Dean of Students, the UofL Police Department, and/or their designees.
Individual students, organizations, or departments will be granted permission for activities/events if the proposed activity/event is conducted in accordance with the permit, time, place, and manner regulations established below. When necessary, Student Activities will notify Physical Plant, the UofL Police Department, the Office of Risk Management, and other offices pertinent to the request.
PERMIT: To request use of the grounds for an activity/event, an individual, student organization or department must submit a completed event registration form to the Office of Student Activities including: the identity of the host or sponsoring group; the proposed location, date, and time for the activity/event; and a full description of planned equipment, props, and displays to be used. An event registration form must be completed and approved by the Office of Student Activities and the Physical Plant prior to the activity/event.
A sign identifying the host or sponsor of the activity/event must be displayed at the activity/event. The written registration approval must be available at the activity/event and presented upon request to any University official.
TIME: On the event registration form, an individual, student organization or department must submit a request for the preferred date and time of its planned activity or event. Activities and events may occur at any date and time as approved in advance by the Student Activities Office. Prior notice is necessary in order to allow for coordination with public safety. The University will consider each request in light of other requests and campus activities and priorities, and will work with the applicant to identify a suitable date and time for the planned activity or event.
PLACE: On the event registration form, an individual, student organization or department must submit a request for the preferred location of its planned activity or event. The University will consider each request in light of other requests and campus activities and priorities, and will work with the applicant to identify a suitable location for the planned activity or event.
Even after a request has been granted, grounds use may be restricted due to weather or ground conditions. Groups or individuals should plan for an alternate, indoor, location in the case of inclement weather or poor ground condition.
MANNER: Any structures (tents, stages, etc.) must be fully described in the registration form, and will be approved only if they comply with all Metro Louisville and University requirements with respect to health code, building code, fire code, etc. Structures must be open to allow the inside area of the structure to be viewed from the outside to ensure the safety of all individuals. The location of all structures shall be approved by a member of the Physical Plant and/or Student Activities.
Activity that may damage or deface university property (including without limitation stapling posters to trees or taping posters to street lamp posts) is not permitted.
Trucks, automobiles, vans, ATVs, or trailers are not permitted on lawn areas. Barbeque grills, soda dispensers, and beverage containers must be located on a paved surface.
All tables, chairs, equipment, tents, trash, and debris must be removed from the lawn area immediately following the activity/event.
Repair of any damage to the lawn or irrigation system (including without limit ruts, large holes, or missing sod) caused by an activity/event is the financial responsibility of the group/individual hosting or sponsoring the activity/event.
COMPLIANCE: If violation of one of the time, place, or manner conditions is essential for the proposed activity/event, Student Activities and Physical Plant have the discretion to provide an exemption upon request by the host or sponsoring individual, student organization, or department.
Without prior approval for an exemption, any individuals or groups utilizing the grounds at the University of Louisville must comply with these guidelines set forth by the Student Activities Office and the Physical Plant. Failure to abide by these guidelines may result in the loss of privileges to utilize grounds on campus for future events.
Approved: This policy was approved by the Vice President for Student Affairs and the Vice President for Business affairs on October 2012