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General Guidelines for Campus Events

  1. About AUC
  2. Events Planning
  3. General Guidelines for Campus Events
Last Updated : Nov 06, 2024
  • Stick-on signs or similar promotional items on the walls may not be used inside the venues or around campus except on designated surfaces.
  • Floor stickers may be used only on the day of the event for directional purposes and need to be removed by the organizer during the tear-down time of the event.
  • Any violation of the above will be charged for the amount of EGP 150 to the concerned department/office.
  • Umbrellas should only be used for shading purposes or protection against rain.
  • Internal banners can be suspended in some locations inside the event space; however, this must be done in the safest possible way as approved by the Office of Environmental Health and Safety and the Office of Maintenance.
  • The use of candles indoors is not permitted; for outdoor events, it will be decided on a case-by-case basis in coordination with the Office of Environmental Health and Safety.
  • It is the responsibility of the event organizer to remove all materials brought to a room for an event, such as posters, hand-outs, flower arrangements and so on.
  • Individuals/groups will be charged for any additional cleaning/waste disposal costs caused by the event.
  • No food or beverages are permitted in Bassily Auditorium and lecture halls on the AUC New Cairo campus and Ewart Memorial Hall in AUC Tahrir Square campus.
  • Large-scale events, which may lead to direct costs incurred by support offices, will be evaluated on a case-by-case basis.

Outdoor Events

  • Amplified sound in outdoor spaces for events is permitted only if it will not disrupt classroom instruction, use of the library, student residences, performances in the AUC Center for the Arts, or the ordinary activities of the University.
  • Any erected structures or items, such as metal structures for lighting/sound systems, tents, booths, carpets, tables, chairs, and so on, should preferably be placed on the tiles and paved areas.
  • If placed on the lawns (carpets are prohibited), gravel or sand, they should not exceed 50 kg and should not remain for more than three hours at any time in order not to destroy the turf or interrupt the natural metabolic process of the plants.
  • Any damage to the landscape, including plants or irrigation equipment such as satellite lobs, drippers, laterals, and risers, will result in a charge for the replacement, repair, and overheads.
  • No disturbance of the plants and planted areas. This means no attachments to trees, such as no signs, ropes, nailing, or gluing on the trees. People or vehicles should not enter the planted areas along the pathways and pavements.                                                                                                                                             
  • The lawn’s irrigation shifts automatically activate daily, 8 - 10 am.
  • In coordination with the Landscaping and Irrigation Unit, the Office of Events Management will block lawn reservations during soil fertilizing for two to three weeks twice yearly.
  • No blockage of pedestrian walkways.
  • Stage or any other construction works should be carried out under the supervision of the Office of Environmental Health and Safety within the permitted timings of 7 – 12 am.
  • Tents, if used, must be of fire-retardant material.
  • The outdoor venue should be reserved if the set-up or tear-down of an event is scheduled on any other day other than on the day of the event.
  • For electrical equipment, if any, there should be a simulation at the assigned location with cables laying and wiring by a minimum of three working days before the event to enable assessment by public safety and service providers of the cable length need.
  • Outdoor recreational games are restricted to paved areas and lawns.

  • Bartlett Plaza

  • Bartlett Plaza is restricted to academic-related booths for student clubs during the academic year. Any games/selling of food should take place only during assembly hour or be located beyond the arch in the dining hall area or in the University garden.
  • Large outdoor events in Bartlett Plaza during the academic year are restricted to weekends and public holidays. Setup and tear-down need to take place without disruption to campus activities.
  • Henkel Egypt Platform in Bartlett Plaza can be reserved at all times; however, sound amplification is restricted to assembly hour or after all classes are over, and the library has closed.
  • Sponsor booths can be located in the activity/display spaces listed below. Reservation of such spaces is mandatory through the Office of Events Management's central reservation system through his link.
  • Sponsor booth locations for student activities need to be coordinated via the Office of Student Life.
  • Events in the Sports Complex need to be coordinated through the Office of Athletics.