General Event and Tour Guidelines
1. Who can book space at the Knight Campus?
- Knight Campus (faculty, staff, students)
- UO/non-Knight Campus Units
NOTE: The Knight Campus is not accepting requests from outside community members (non-UO affiliates) at this time.
2. How do I book an event space?
All event requests must be submitted through the Knight Campus online Event Request Form at least two weeks prior to the desired date. Note that there are parameters for how early you may submit a request depending on your campus unit. See the “How far ahead can I book my event?” section for more information on when to submit your request. When completing the request form, be as thorough as possible in providing your event details so that our event staff has the full scope of your group needs. Once submitted, we will then review your request and respond with availability within 1-3 business days.
3. How do I book a tour?
The Knight Campus first, second and basement floors are all available for public access. Floors 3 and 4 are restricted badge access only. Requests for self-guided or student-led tours of the Knight Campus must be submitted directly through our online Tour Request Form. Complete all required sections within form at least one week prior to your desired tour date. Knight Campus event staff will be in touch with you within 1-3 business days to confirm the tour details. Helpful self-guided tour and informational brochures are freely available at the front desk.
4. What type of events are allowed at the Knight Campus?
Priority will be given to events that are directly related to the research focal areas of the Knight Campus and adjacent science and engineering activities. Lectures/presentations, seminars, meetings, networking receptions or informal/formal gatherings with any of the following focuses are allowed: science/research/DEI-focused gatherings; UO departmental/community-based gatherings with a focus on entrepreneurship, innovation, or societal impact through research.
5. What spaces can I reserve?
- Outdoor Covered Terrace, 2nd Floor
- Millrace Patio, 1st Floor
- Beetham Family Seminar Room, 1st Floor
- Basement Atrium, Basement Floor
NOTE: The Knight Campus does not have conference rooms available for rent. Classrooms may be available to non-Knight Campus UO units only for breakouts related to a seminar rental, and on a very limited basis throughout the year.
6. Can I reserve more than one space on my event date?
Yes, clients are allowed to request use of multiple spaces on their event date.
7. How far ahead of time can I book my event?
- Knight Campus employees may request space no more than six months in advance
- Innovation Center occupants and non-Knight Campus UO units may request access for an event no more than three months in advance
- Events booked by Innovation Center or non-Knight Campus UO units may last no longer than one day in total and may not be booked with a routine/regular schedule in consecutive weeks or months. The Knight Campus is unable to accommodate multi-day events at this time.
8. What are your building hours?
- Main floor entrance doors: Monday through Friday, 7:00 am – 5:00 pm
- Sky Bridge (2nd floor): Monday through Friday, 7:00 am – 7:00 pm
- Outdoor Terrace (2nd floor): Monday through Friday, 7:00 am – 8:00 pm
NOTE: Badge access for after-hours entry is provided by application based on business purposes, and may involve additional fees for the requestor.
9. What hours are available for scheduling event rentals?
Knight Campus spaces may be reserved on weekdays only, Monday through Friday, 7:00 am – 5:00 pm (not including cleanup). The client’s event timing needs to be between the hours of 8:00 am - 5:00 pm; setup and cleanup times are to be pre-arranged with Knight Campus event staff. For events involving IT, catering, or other specialized setup needs, 30 minutes to one hour will be added prior to and following the client’s event reservation to allow for adequate preparation.
NOTE: The Knight Campus is not available to host events after hours or over the weekend due to staffing, custodial cleanup and other internal access logistics. Any exceptions to this event timing must be pre-approved by the Knight Campus events team, will require additional fees, and the client will need to have staffing in place to accommodate the programming of the event and security of the building.
Booking Your Event Space
10. Am I allowed to place a hold on an event space?
Yes. Pending an approved request and on a case-by-case basis, the Knight Campus may be able to place a one-week hold on the approved event space(s). All holds must be discussed directly with Knight Campus event staff by emailing kcevents@uoregon.edu.
11. What does a Knight Campus event rental entail?
Knight Campus Responsibilities
- Providing the approved space for your event needs, as well as in-house equipment and furniture. See the ‘Rental Space Breakdown’ section for all available room amenities.
- Leading a space walk-through pre-event, as requested by the client’s primary point of contact (POC).
- Setting up your space rental(s) according to the agreed upon configuration (at least one week in advance). Reserved signage and/or stanchions will be placed according to space needs in order to block off the event space per the agreed rental terms.
- Knight Campus custodial staff will be responsible for emptying nearby in-house trash receptacles following the event.
- Sending a post-billing email to the client POC 1-2 business days following the event conclusion.
Client Responsibilities
- Client must name a single party responsible for their event engagement (includes but not limited to: remaining on-site during the entire rental duration, communicating with the client’s audience, questions from vendors, Knight Campus facilities personnel coordination, billing, etc.).
- For audio/visual needs or requests, clients must submit a general IT help ticket through the UO Service Portal at least 2 weeks prior to the event date for on-site support that day. Failure to do so, the client could encounter technical difficulties. Knight Campus staff are not available to assist.
- Requesting space arrangement needs (tables, chairs) to kcevents@uoregon.edu for any space rental(s) at least one week prior to the event date. NOTE: Failure to do so within this timeframe may result in the client encountering inadequate setup needs. Knight Campus events/facilities staff will not be able to accommodate requests submitted outside the indicated timeframe.
- All client vendor coordination (catering, rentals, etc.). The client is responsible for submitting all UO catering/alcohol waivers (as needed) and coordinating with all catering staff before, during and after the event. All vendor arrival/departure timing must be communicated with kcevents@uoregon.edu to appropriately coordinate loading dock parking instructions.
- Pre-event setup (décor, special signage, guest directions, coordinating vendors, etc.).
- Full event staffing (greeting guests, opening doors, monitoring all event activities, etc.).
- Full event cleanup (all décor cleanup, trash placed into in-house receptacles, tidy furniture, etc.).
NOTE: Clients will accrue additional fees for large, last-minute or intricate table arrangement requests, or extensive trash or food cleanup following an event. Fees are up to the discretion of Knight Campus event staff.
12. Is catering or alcohol allowed at our event
Yes, both catering and alcoholic beverages are allowed within most Knight Campus space rentals. Clients must submit a UO catering request or waiver and/or a UO Permission to Serve Alcoholic Beverages form if an external vendor(s) other than UO Catering will be serving catered food or alcohol at the event. Knight Campus events must be looped in by the client’s primary contact prior to any vendor drop-offs in order to facilitate proper loading dock arrivals/departures. The client’s primary contact must be present for all vendor drop-offs/pick-ups at the Knight Campus.
13. Does the Knight Campus provide on-site audio/visual(A/V) assistance?
No, the Knight Campus does not provide audio/visual support for our space rentals. For audio/visual needs or requests, clients must submit a general IT help ticket through the UO Service Portal at least 2 weeks prior to the event date for on-site support that day. Failure to do so, the client could encounter technical difficulties. Knight Campus staff are not available to assist.
Vendors and Parking
14. Any suggestions on vendors for catering or rentals?
While we can’t make specific recommendations, there are many local vendors to choose from, including UO Catering, Parties To Go (PTG), or Market Catering/Venue 252. UO Catering is granted the exclusive right to operate and provide daily and catered food services to the Knight Campus. Outside catering vendors requested by the client must be approved through UO Catering. Food and drink (other than water) are only allowed in approved spaces within the Knight Campus, and the client will confirm all expectations for event food and drink with event staff at the time of booking.
If renting equipment for your event, you must indicate this in your event request form so that Knight Campus event staff are aware of any potential deliveries/pick-ups on your event date.
15. Where is our caterer/rental vendor supposed to park for deliveries?
Pending approval from Knight Campus event or facilities staff, client event vendor(s) may park in the loading dock. All loading dock parking must be coordinated ahead of time with Knight Campus event staff. Vendors are limited to parking two vehicles in the loading dock at all times (Stalls 1 and 2 only). All other personal vehicles must use the millrace drive parking garage. Any vehicles that exceed the two-car max within the loading dock will be ticketed or towed at the owner’s expense. Request a copy of the Knight Campus Event Vendor Parking Policies and Instructions document for more information by emailing kcevents@uoregon.edu.
The delivery, set-up and removal of catering, furniture or equipment must be coordinated with the Knight Campus and the outside vendor during the approved space reservation period. Further coordination with vendor rental(s) will be communicated to clients upon approval by the Knight Campus Events team. The Knight Campus reserves the right to determine whether an outside provider is acceptable.
16. What guest parking is available?
The University Millrace Drive Garage, located next to the Knight Campus, is the closest guest parking option for your event. Visit the UO Transportation Services webpage for more information on UO parking permits, and daily/hourly garage parking options and fees.
NOTE: Through 2025, please anticipate intermittent road closures due to construction for Knight Campus building 2, as they may cause further delay or detours for your event parking. Knight Campus event staff will communicate any known road closures on your reservation date during booking.
Payments and Cancellations
17. How much do event space rentals cost at the Knight Campus?
- Fees are waived for full-time employees of the Knight Campus requesting the space if the request is part of their university duties.
- Rental fees for Campus-recognized student organizations (ASUO or departmental) are also waived; however, individuals or their departments will be charged labor fees for extensive table setups or IT/Audio Visual support, based on various event needs.
- Non-Knight Campus UO units will be charged based on an established rate structure.
The updated fee structure is available on the Knight Campus website. This fee structure is based on an annual review of comparable spaces on the UO campus, and changes to pricing will commence at the beginning of any given academic year. The Knight Campus is fully responsible for all utility, maintenance, IT infrastructure and labor costs related to physical spaces. Event fees reflect some portion of those costs and support high-quality maintenance of those spaces.
18. When do I have to pay and what payment options are accepted?
The client’s payment index is required for all approved UO unit event requests. Approved event rental clients will be contacted by kcevents@uoregon.edu 1-2 business days following the conclusion of their event to finalize payment of the rented space. Knight Campus events staff will reach out to the client’s primary contact at this time to connect them with an internal Knight Campus billing administrator for payment.
19. What is your cancellation policy, or what if I have changes to my event?
For any changes or cancellations to your event reservation, email kcevents@uoregon.edu at least more than 7 business days prior to your event date. Cancellations received 7 to 2 business days prior to the scheduled event date will be charged 50% of the agreed upon rental fee. Cancellations received 1 business day or less (no show/no response) prior to the reservation date will be charged 100% of the rental fee.
In the event of unforeseen closure of the Knight Campus or the University for inclement weather, security emergencies or other reasons, the Knight Campus reserves the right to cancel events scheduled during such period. In the event of an unforeseen closure, the Client will have the option to either reschedule the event to a later date or cancel the date. Pending such a cancellation, the Knight Campus will not charge the client for use of the approved space. All other costs associated with the event, including UO support services (UOPD, Parking and Transportation, UO Catering, etc.) and third-party external vendor rentals are the sole responsibility of the Client. Facilities are subject to the UO Policy on the Closure of Facilities and Operations.
General Building Policies
20. What is your policy on sound?
Amplified Music: Live music (whether acoustic or amplified), recorded music and/or any amplified sound will be considered on a case-by-case basis. The Knight Campus reserves the right to determine appropriate equipment and sound level for various spaces. Events are required to reduce sound level if directed to do so by Knight Campus personnel. Sound levels of events scheduled indoors may be restricted at any time if a potential conflict exists with a previously-scheduled event, classes, or other academic uses of UO facilities.
General Sound: The Knight Campus cannot guarantee the absence of disruptive noise from nearby outdoor activities—including, but not limited to, fairs, rallies, construction, or outdoor concerts. Weekdays (Monday-Friday) between 7:00 am and 5:00 pm during the academic term, outdoor amplified sound (including microphones, amps and bullhorns) must be scheduled by the Knight Campus. All outdoor amplified sound during the school week must be provided and/or monitored by the Knight Campus. Amplified sound is never permitted at outdoor information tables. Outdoor amplified sound may not exceed a maximum of 83dbs as measured from 40 feet in any direction. The Knight Campus reserves the right to require events to lower the volume of outdoor amplified sound.
21. Can we move any permanent fixtures in the building?
No. All Knight Campus non-portable furniture, built-in AV, and artwork are permanent fixtures of the meeting rooms in which they reside and may not be moved, removed, obscured or taken down for any event or any other non-sanctioned purpose.
22. What is your damage policy?
All clients using the Knight Campus for meetings/events are responsible for the proper use of the facility, furnishings, and equipment. Willful and careless damage to any Knight Campus property will be billed to the unit responsible.
23. What are your rules on event setup and decorations?
Clients may arrange access to decorate and otherwise prepare for the event at the time determined as the pre-event time on the event’s reservation. The Knight Campus property (i.e. ladders, carts, etc.) may not be used unless previous arrangements have been made with Knight Campus personnel. The Knight Campus may consider advance requests of materials to be placed on walls, floors and other building surfaces. Hand-out materials may not be left on public furniture, taped to doors or walls, or left in public spaces outside the event space or venue. All decorations must be approved by the Knight Campus prior to the event and removed and properly disposed of by the end of the event time on the Event’s Confirmation. No taping, pinning or securing items to walls or columns.
24. Are there any types of decor that aren't allowed?
Prohibited decorations: Unless specifically approved in advance, the following items are prohibited in spaces scheduled by the Knight Campus:
- Helium balloons
- Candles (or open flames or any flame-producing devices) for events in any UO building, except approved wick-fuel/gel pan heating devices (Sterno fuel) for use by catering services. Battery-operated lights are allowed provided they are not hung on any Knight Campus structure or furniture.
- Glitter or confetti
- Straw, grass, or hay
- Pools, tubs, aquariums, or other water containers holding more than 5 gallons of water.
- Fog/smoke machines
Permanent Fixtures: All Knight Campus non-portable furniture, built-in AV, and artwork are permanent fixtures of the meeting rooms in which they reside and may not be moved, removed, obscured or taken down for any event or any other non-sanctioned purpose.
Event-related machinery: Appliances and machines which affect air quality, visibility and/or pose a damage risk to floors and walls (i.e. pyrotechnics, gas or propane-powered engines) are not allowed in the Knight Campus.
25. What is your risk assessment policy?
Some events may be considered higher risk than others and may require a security and safety meeting or risk assessment. Events that meet one of the following criteria, as determined by the Knight Campus, may require a meeting with Safety and Risk Services and UOPD: attendees are expected to exceed 100 people; there is a likelihood of violence or civil unrest; the complexity of the event requires the involvement of multiple campus administrative partners; or unique events that require additional risk assessment and action to protect the health and safety of the campus community. Security and safety meetings are held, or a risk assessment is conducted, to determine whether the nature and scope of an event is likely to require the presence of UO Police Department (UOPD), the presence of UO Fire Marshal, or other public safety measures and/or plans. Security meetings will typically involve the unit’s building contact, the client’s event organizer, a representative from the Knight Campus, and representatives from UOPD and Safety and Risk Services. Together, they can help coordinate this assessment and develop a safety protocol for the event. The priority use of the Knight Campus building is for science and discovery and those priorities will guide approval of any event request.
26. What is your policy on hazardous objects and conduct?
All participants, in any event, are required to follow the UO Policy on the prescribed conduct. Consistent with that policy, participants are not allowed to carry or use weapons or dangerous objects, including sticks or sign poles that are larger than 1” x 2” or open flames larger than a standard candle. In addition, there are various obstacles, barriers, and landscape around the Knight Campus that may pose an unknown hazard (e.g. boardwalk, water features, landscape features, etc.). The Knight Campus shall be held harmless in the event of any injury during an outdoor event as a result of these hazards.
NOTE: All clients are expected to abide by Knight Campus policies (risk assessment, hazardous objects and conduct, and event related machinery policy).
Contact
27. My question wasn't addressed. Who do I reach out to for help?
Contact the Knight Campus events team at kcevents@uoregon.edu.