Policies

Last updated May 25, 2016

Commercial Users

Scheduling Policies

The entire University of Michigan campus is SMOKE FREE.

Commercial groups may schedule 18 months in advance.

Saturday reservations for the Michigan Union and Michigan League Ballrooms must fall within the following timeframes:

  • Daytime events must end by 3pm.
  • Evening events may begin no earlier than 4:30pm.

To confirm the facilities, Commercial groups must submit an advance deposit equivalent to room rent. Receipt of advance deposit indicates acceptance of this policy.

Commercial events require a minimum food and beverage expenditure (tax and gratuity not included) based on venue, day of week and time of day. Please see an Event Service Representative for specifics.

Two weeks prior to the event, funds to adequately cover the balance of all estimated charges including catering and audio/visual services must be paid in the form of:

  • a check or money order payable to “University of Michigan” or
  • a Visa, Master Card, American Express or Discover credit card payment (via Nelnet) All refunds will be distributed in the same form as payment method after accounting is complete.

 

Events hosted by commercial users with an expected attendance of 125 or more that are serving alcohol and end after midnight, must provide to the University a certificate of insurance evidencing general liability insurance ($1 million per occurrence/$2 million annual aggregate) and naming the Regents of the University of Michigan as additional insured. Renters must give the University thirty (30) days prior written notice of any reduction in limits or cancellation of insurance.

Cancellation Policy

Cancellations for primary rooms are non-refundable. Secondary room cancellations must be received with 180 days’ notice for refunds. Standard rooms cancellations must be received with 90 days’ notice for refunds.

Changes to event date within the cancellation deadline will result in a cancellation fee. Changes to event venue within the cancellation deadline will be assessed the greater room rental rate.

UM Department

Scheduling Policies

To confirm all services including facilities, catering and audio/visual services, University departments must provide the appropriate short code.

University departments may schedule events up to two years in advance.

Cancellation Policy

If a University department fails to cancel a room reservation at least 14 days prior to their event (90 days for Secondary rooms and 180 days Primary rooms), the group shall be assessed the current room rental fee as well as any costs incurred by the facility.

Changes to event date within the cancellation deadline will result in a cancellation fee. Changes to event venue within the cancellation deadline will be assessed the greater room rental rate.

Other Policies

Sales, Solicitations and Promotions

All sales and solicitations must be approved by University Unions. During the academic year only sales co- sponsored by the Center for Campus Involvement, other University departments or sponsored student organization or will be considered. All advertising for sales sponsored by departments or student organizations must prominently display the name of the sponsoring organization or department.

Student organizations and University departments may schedule lobby space under the following conditions:

  • The sale of any product or service offered as a fundraiser must be directly provided by the department or student organization. No sponsorship of commercial groups or solicitors is permitted. The sale of food as well as the sale or promotion of cellular devices and credit cards are specifically prohibited.
  • Lobby tables must be staffed by U of M students from the student organization or department staff with University identification.
  • Approaching passersby or other active solicitation is strictly forbidden.
  • Lobby users must remain behind their table.
  • Event Services must approve goods and services that are to be sold or distributed from lobbyspace. No product or service may be sold or distributed which duplicates or is similar to those sold by any on-site University Unions business operation.
  • The use of sound amplification equipment is not permitted.
  • Lobby spaces are limited to one (6′ to 8′) table with two chairs.

Gaming Events

For all gaming events, the group hosting the event must take full responsibility for gaming coordination, the license application procedure and qualification materials, any equipment vendors involved and enforcing all applicable state laws and directives. Additionally, all advertising must be pre-approved by University Unions prior to distribution.

Bingo and Casino Events

If the event is charging an admission fee or prizes are awarded to competitors based on their performance, a state license must be secured from the Charitable Gaming Division of the Michigan State Lottery.

Most “Casino Night” type events will require a “Millionaire Party” license. Only those groups which are 501(c)(3) non-profit organizations are eligible. Allow a minimum of six weeks for the qualification process. If the license is not received by the event date, all admission charges will need to be refunded to participants.

For additional guidelines, including the application and procedures, please visit the Michigan Charitable Gaming Division website.

Card Tournaments

All card games are considered gambling under state law and require a casino-type license if prizes of financial value are awarded or admission charges are involved.

Raffles

Any prize awarded by chance, if entrants must pay an entry fee, participate in some event, or be present to win, are raffles which require a state license.

Other Games of Skill

It is acceptable to award prizes without the need for a state license for other types of “games of skill” (e.g., trivia, chess, billiards).