Event Policies

Many spaces on campus have their own policies that must be followed. Please review all documentation received when booking to familiarize yourself with the policies of the space that you are booking.

In the absence of specific space policies, the general event policies of the university are in place:

Baylor University takes event planning very seriously and has established a set of guidelines to ensure that all events held on campus are managed efficiently and effectively. These guidelines cover a wide range of topics, from catering and use of space to parking and safety regulations. Below are the key policies to help you plan your event at Baylor University.

• Catering: Catering in certain spaces on campus, such as McMullen Faculty Center is exclusive with Chartwells/Baylor Dining Services. For all other events, the use of a Baylor Approved Caterer is required and must be communicated to Baylor Institutional Events prior to the event. Utilizing external caterers who do not offer full-service catering (which would include clean-up) will result in the host being required to remove all food/beverage-related trash from the reserved venue. Food and drinks are not allowed in Baylor classrooms, except bottled water. 
• Use of Space: Events must take place within the hours reserved on the specific dates and all property must be removed immediately following the event. Access to other areas not reserved for your program by the department of Institutional Events is prohibited. Furniture and equipment may not be removed, and room setups must be confirmed two weeks prior to the event.
• Decorations: Decorations must be approved by Institutional Events and no candles are permitted in any facility on campus.
• Audio/Visual and Equipment: All Audio/Visual equipment and services must be communicated to Institutional Events at least two weeks prior to your event.
• Cancellations: Institutional Events requires a cancellation notification at least ten business days prior to the event, which must be received in writing. If a written notification is not received, a cancellation fee may be assessed.
• Parking: Parking for non-Baylor faculty, staff, and students on weekdays between 8 a.m. and 5 p.m. requires registration through the Parking Services web site - failure to register may result in parking tickets. is limited to designated "visitor" spots, unless other arrangements are made with Baylor Parking Services. Weekend and after-hours parking are on a first come, first-serve basis only.
• Event Capacity: Planned event attendance numbers must be communicated to Institutional Events prior to your event and any significant changes should be communicated 24 hours prior to your event. If the event does not meet fire code regulations, it may be cancelled or moved.
• Post-Event Billing: Any event may be post-billed for housekeeping, and any damage to the facility may result in additional charges.
• Prohibited Items: Alcohol, tobacco, drugs, and firearms are not allowed on Baylor property at any time.
• Cancellation and Compliance: Institutional Events reserves the right to cancel any event that does not comply with Baylor policies and procedures. Additionally, it is the responsibility of the event host to offer attendees the opportunity to register for the Baylor Alert System if there are non-Baylor attendees at the event.

By following these guidelines, you can ensure that your event at Baylor University is well-organized, safe, and enjoyable for all attendees. If you have any questions or need further information, please contact the department of Institutional Events at (254) 710.4105.

If you are a non-Baylor entity hoping to utilize Baylor facilities for events, you should review the Special Events Policies prior to submitting your request for space.

Other event policies on campus:

• McMullen-Connally Faculty Center Policy (coming soon)
• Baylor Student Union Building
• Baylor Business School
• BRIC Building Guidelines
• General Student Organization Event Guidance