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Cornell University

Student & Campus Life

Outdoor Events

Outdoor events often require additional planning and requirements, depending on the nature of the event. Most outdoor events require a minimum of two (2) weeks' notice when submitting your 25Live space reservation request, but larger, more complex events may require four (4) weeks' notice. 

Please review this information and familiarize yourself with these policies and procedures. If you have any questions, please use the links to find additional information, or reach out to the University Events Team (UET) by emailing events@cornell.edu, or call (607) 253-8368.

Events with Amplified Sound

If your event will include a PA system or powered/amplified sound system (i.e. concerts, speakers, music, etc.), detailed information must be included in your 25Live reservation request - this includes Bluetooth speakers. In most cases, a Noise Permit must be submitted through the City of Ithaca (see below for more information). Events with amplified sound may not take place during business hours or near buildings where classes and/or university business is being conducted. 

If your event includes noise, but not from a powered source (i.e. chanting, musical instruments, singing, etc.), a noise permit may not be necessary, but this information must be included in your 25Live request.

Noise Permits

The City of Ithaca's Noise Ordinance requires that a Noise Permit be issued for the following conditions:

  • Where a sound source is planned, installed, or intended to be installed, or modified by any person in a manner that such source will create or is likely to create unreasonable noise.
  • Where any person uses or plans to use any sound-amplifying equipment in such a way that such equipment is or will be heard outside of any building or vehicle between 10:00 p.m. of any day and 7:30 a.m. of the next day.
  • Where any person uses or plans to use a public-address system that will make sound outside of a building.
  • Applications shall be submitted at least 72 hours in advance of an event.

You can apply for your noise permit here.

In addition to applying for the noise permit through the City of Ithaca, be sure to include all of your detailed plans in your 25Live request.

Tabling

Tabling on campus is a great way to promote your club or event. However, Cornell does have policies and procedures when it comes to tabling, including limiting where groups may table. Tables must be reserved using the 25Live scheduling system. Be sure to include all details, as additional approvals may be required if you are fundraising and/or distributing food items. Remember that outside vendors may not reserve tables or promote their business on campus.

Stages, Tents, Structures

Stages, tents and other structures (including outdoor art installations) often require prior approval and/or permits. This process could take several weeks to confirm, so planning ahead is important. Event Planners should work with members of the University Events Team (UET) and Facilities staff to secure these permits. Any time these structures require penetration of the ground (i.e. tent stakes), an underground utility check may be required (through Facilities/Grounds Department). Note that additional time and information may be required, so be sure to plan ahead!

Carnivals/Fairs and Athletic Events

Many activities, including athletic events, will require waivers to be signed by each participant. Be sure to plan in advance. Any activity that may require carnival games, inflatables, or other carnival-like activities will have additional requirements, including proof of insurance from the vendor. Be sure to familiarize yourself with Risk Management & Insurance's policies and procedures regarding athletic events, inflatables, working with vendors (including food trucks), insurance requirements, and other event planning details. 

With the exception of a few traditional events, road races such as 5ks are not permitted to take place on campus roads. UET has set up a small course that may be utilized for fun runs that is approximately 5k, and avoids roads. Please reach out to UET by emailing events@cornell.edu for more information.

Rallies, Protests, Demonstrations

Please see Cornell's Interim Expressive Activity Policy for information about rallies, protests, demonstration and other expressive activity.

Health & Safety

Cornell's Environmental Health & Safety will review all outdoor events to ensure events are safe, and have appropriate measures in place. This includes, but is not limited to, reviewing outdoor setups, inspecting structures, working with outside vendors (including food trucks, production companies, etc.), and providing staffing and equipment as needed (event safety staff, fire extinguishers, etc.).

If your event requires security coverage, please work with Cornell University Police to determine appropriate coverage for your event. Remember that Cornell University will cover security costs for most student organization sponsored events that take place on campus. 

Events with Minors

If your event will include minors (under 18 years of age, excluding current Cornell students) who will be participating in your event, your event must be registered with the Office of Children and Youth Safety at Cornell. This does not include events where minors will be participating as spectators with parents.

Severe Weather Planning

When planning outdoor events, be sure to develop a severe weather plan that includes safe options if severe weather is anticipated or occurs during your event.  This plan may include postponement of the event, an alternate indoor event location, and/or identification of safe indoor shelter locations if severe weather happens unexpectedly.  Weather planning resources can be found at https://emergency.cornell.edu/weather-prep/.  Additional preparedness guidance for other types of emergencies can be found at https://emergency.cornell.edu/. 

Facilities & Equipment Needs

If you need tables, chairs, a small PA system, pop-up tents, parking barricades, radios, or other equipment for your event, reach out to the Facilities Event Support team. Note that some of this equipment is free to use, however rental fees and labor charges may apply to other equipment. Please contact the Facilities team for more information, and plan accordingly when developing your budget.

Meeting with the University Events Team (UET)

The University Events Team (UET) may require your organization to attend a UET meeting to review the details of your event, and to gather more information. UET meets Thursday's at 3:00 pm (as needed) - all meetings are currently held via Zoom. You are also welcome to attend our meeting at your request - simply email events@cornell.edu to request to attend an upcoming meeting. Remember to plan ahead!