Road Closures for Special Events and Races

On rare occasions, the university will consider closing campus roads for a KU office or registered student organization to host an event such as a car show, an art fair, or a 5K race.

Requests for road closures will be facilitated through the Office of University Ceremonies and Special Events in consultation with KU Police, KU Parking, KU Operations and related units.

Because these types of requests require considerable planning, requests should be submitted as far in advance as possible -- ideally at least two months in advance of the requested event date. Additionally, the host organization will be responsible for costs and must adhere to the guidelines listed below.

Groups that wish to apply for a road closure to host an event should read the information below and then submit a Road Closure Request Form.

Guidelines for all events

Road closures will only be considered on Sundays because buses run through campus Monday through Saturday. Road closures will not be considered during weekends when KU is playing a home football game. Additionally, road closures will not be considered for events that could just as easily be held on campus somewhere other than on a campus road.

The university shares control of some sidewalks and roads with the City of Lawrence, including Fambrough Drive and West Campus Road. For events that would impact these areas, event organizers must complete the City of Lawrence's online Street Event Permit Application.

Safety is the top consideration. Thus, any road closure will likely require KU Police to be present and may also require barricades, which must be funded by the host organization.

Additional guidelines for road races

TIME: Road races must be completed before noon.

CHALK: Only short-term, washable chalk may be used to mark race routes. If a race company is contracted, the organizers are responsible to communicate this rule. Paint removal costs will be billed to the sponsoring organization. "Color runs" are not allowed on campus.

ROUTES: The university has developed a menu of potential race routes and associated estimated costs for organizers to consider, listed below. Please note, these routes and costs are all subject to change due to campus construction and other factors.

INSURANCE: Registered student organizations do not need additional liability insurance. If the sponsoring organization is a fraternity or sorority that has assets, they may want to consider investing in a $1M general liability (short term-event specific) policy and requesting the provider add the State of Kansas, Kansas Board of Regents, and the University of Kanas as additional insureds for the event. This is to cover the assets of the sponsoring organization if issues arise.

WAIVERS: Race participants must complete a Waiver and Participation Agreement developed by the KU Office of the General Counsel.  Completed waiver forms must be turned into the Office of University Ceremonies and Special Events following the event. If the sponsoring organization wants any revisions to the waiver; revisions must be approved by the Office of General Counsel.