Use of Facilities

Events at Pikes Peak State College

Pikes Peak State College offers facility rentals for meetings, conferences, community events, trainings, and other gatherings across our Colorado Springs campuses. Learn about available event spaces, rental rates, policies, and the steps to request a reservation.

External Use of Facilities Procedure & Rental Rates

The primary purpose of the facilities at Pikes Peak State College (PPSC) is to carry out the educational mission of the college. As a public institution, PPSC also seeks to reach out and be accessible to the larger community. Community members may request the use of college facilities.

How to Request PPSC Space

1. Submit a request form.
You will need to know your contact information, information about your event (type, title, estimated attendance), and the type of space you're requesting. If you need help determining what space would be best for your event, we will help you decide!

Once we receive your form, our team will be in touch via email to work out the details of your request and recommend space for you.

If we cannot accommodate your request, we will inform you via email that your request has been denied.

We recommend that you review the rental pricing below before submitting the form.

Submit facilities use request form

2. Submit required documents.
After we've verified that we can accommodate your request, the space will be held while we wait for you to submit the required documents. We will ask you to:

Confirm contact information for the Facilities Use Agreement and Invoice
Provide proof of insurance. This will likely need to be requested from your insurance agency, and it will look something like this. If you are unable to provide proof of insurance, you will be required to sign and return the Release of Liability form.
If you have a 501(c)(3) designation, please submit your Non-Profit Affirmation letter showing the classification. Non-Profit Organizations with a 501(c)(3) will have their space fees waived, but support from our Facilities and ITSS departments will still be charged if needed. Please review our Facility Rates document for pricing.

3. Sign agreement & pay invoice
After you provide the required insurance documentation, we will send you a Facilities Use Agreement and invoice. Events Management will reach out to departments to get approval for use of spaces, work with AV and Facilities for setup and support before a cost projection can be made.

You will be required to sign and return the Agreement before your reservation is finalized.

Payment is due within 30 days of the invoice date.

4. See you on campus!
Once we've received the signed Agreement, your reservation will be confirmed!

You can download and share campus maps from our Maps & Locations webpage. Free parking is available on each campus.

Resources

Internal Requests

For PPSC faculty and staff wanting to book space on campus, Events Management should be your starting point for all event-related requests. This includes not only reserving spaces, but also coordinating resources and support from areas such as Facilities and ITSS.

How to Request Space

To request space, start by submitting the form.

Submit Event Request Form

Be sure to include any resources needed from ITSS or Facilities. Include all anticipated event needs in your request, including tables, chairs, room setup, technology, or other resources and support that you might need.
Do not submit separate Facilities or ITSS requests. Events Management will coordinate those requests with the appropriate teams. These teams manage their resources through AdAstra, so this helps ensure that all resources are accounted for across all events on all campuses. If you submit Jira or SchoolDude requests to ITSS or Facilities, they will be closed, and you will be directed to submit an AdAstra request.

Here's an idea of a general timeline so you can better plan for your event:

Up to 180 days before your event: Submit your request

Rooms are reserved on a first-submitted, first-reserved basis, so the earlier you can submit the more likely you are to get your desired space(s).

Keep in mind: Academic classroom space always takes first priority. Class space reservations are typically finalized in early October for January - May, and in March for June - December. So if you are planning a January event in September, we will not fully approve spaces until the academic schedule and room reservations are finalized.
4-6 weeks before your event: Processing

Events Management will review your event request, reach out to you with any questions, notify campus partners of any resource requests and work on getting spaces and resources approved.
2 weeks before your event: Final Approvals

Resources and spaces should be approved. If you have any changes, they must be submitted by now to ensure the best chance for everything to be accommodated. This includes finalizing the room (make sure it's big enough for the expected attendance), and resources (number of tables, chairs, mics, etc.). If you have changes to make at this point, please email eventsmanagement@pikespeak.edu.

Some conference room spaces, like C-200 on the Centennial Campus, are completely self-service. You can book those spaces yourself through the Outlook Calendar.

Since those rooms are self-service conference rooms by design, they are intended to be booked for events and meetings that do not require event service, including ITSS. The rooms are set up so that you can pull up the Zoom meeting in the space and use the projectors/screens/speakers/mics as needed on your own.

Self-Service rooms:

PCE A110e
PCE A140
PCE A200V
PCE A210
PCE A228
PCE A229a
PCE A309
PCE A324h
PCEA351
PCE B229
PCE C200
PCE F201
PHEC 107
PHEC 192
PHEC 204a
PHEC 218
PDQ S208
PRR E213a
PRR N201c
PRR N201d
PRR N201e
PRR N201f
PRR N201g
PRR N202
PRR S202a
PRR S205/S206
PRR W119r

Tips for Submitting

Be sure to include any resources needed from ITSS or Facilities.

This process applies even when you are using a space that your department manages directly or that does not require a reservation through AdAstra. Routing event needs through Events Management allows us to see the full picture of what is happening across the college, account for shared resources, avoid scheduling conflicts, and give Facilities, ITSS, and other teams enough time to coordinate support.

Email the resources needed to EventsManagement@pikespeak.edu if you are unable to get them on the request.

Events Management will reach out to the division that oversees the rooms to get approval for the use of the spaces.

If you are requesting your own division’s space, that will be approved when the request is processed.

If you need to cancel or update an existing request, please email EventsManagement@pikespeak.edu so we can let departments know about rooms and notify IT or Facilities of changes to their scheduled events.

Event requesters will receive an email when spaces are approved, resources are approved, and when your event is fully scheduled in the system. Email EventsManagement@pikespeak.edu if you have any questions about the status of your request.

A how-to video on submitting event requests will be coming soon!

In the meantime, review this PowerPoint presentation for a walk-through on requesting events, tips on submitting, what happens after you submit, and more:

View Presentation

PPSC Students

PPSC Students should not submit the Event Request Form for internal events. This helps keep confusion down and provides more clarity between departments.

Is this event for a PPSC club or organization?

Have your club/organization advisor submit the Event Request Form. Internal events need to come from a PPSC employee. Internal event requests from students will not be approved.

Is this event for an outside organization?

Submit the Facilities Use Request Form, and we will be in touch! Please refer to the External Guidelines for events not sponsored through PPSC, as there are more documents to complete for the event to be approved.

Contact Us

PPSC Events Management

If you have questions or need assistance, please connect with our events management team:

eventsmanagement@pikespeak.edu

719-502-2330

Email Events Management