Policies

Last updated February 13, 2018

Terminology

BOOKING:

a reservation for a space

COMMERCIAL:

any group or user that is not a University department or voluntary or sponsored student organization.

GENERAL USE AREAS:

Michigan Union:

Study Lounge, Michigan Union Grill, Tap Room, Ground Floor Mall, and Willis Ward Lounge.

Michigan League:

Beansters, Underground

Pierpont Commons:

Piano Lounge, Leonardos and the Commons Corner (Rec Space).

PRIMARY ROOMS:

League Ballroom, Rogel Ballroom, Fireside Cafe

SECONDARY ROOMS:

Pendleton, Vandenberg, Hussey, Concourse

STANDARD MEETING ROOMS:

All meeting rooms with the exception of primary and secondary rooms

STANDARD SET:

The set-up where furniture of room is stationary.

STUDENT ORGANIZATION:

a University recognized voluntary (VSO) or sponsored student organization (SSO). Non-affiliated student organizations (NSO’s) are considered as commercial users for the purpose of this policy.

UNIVERSITY UNIONS:

Michigan League, Michigan Union and Pierpont Commons


General Policies

Groups are not permitted to bring their own food or beverage into University Unions facilities. This includes sealed bottles of alcohol intended for gifts, auction items or off-site consumption. All catering in University Unions facilities is provided exclusively by Michigan Catering. Pickup orders can be accommodated by in-house retail vendors.

University Unions is not responsible for any lost, stolen or damaged property belonging to users of the facilities.

No use of candles, adhesives, glitter, sand weights, confetti, confetti cannons, rice, dance wax, powder or similar materials is permitted.

Decorations and/or displays must not compromise public safety or increase the risk of property damage.

  • Stay within posted fire capacities.
  • Maintain access to fire exits.
  • No candles or special effects equipment such as smoke, fog and fire machines, sparklers, etc. are permitted.

The group scheduling University Unions facilities is financially responsible for any special clean-up or damages resulting from the event or the activity.

Due to the nature of our facilities and proximity to other events, noise levels must be minimized.

A room may be put on tentative hold for up to one week pending no other requests. In the event of a competing request, the group tentatively holding the room must either confirm or release the room.

Although we endeavor to honor all room reservations as made, University Unions reserves the right to change rooms at any time to maximize usage for the University community.

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.

Student Organizations

Scheduling Policies

Student organization reservations must be made by an authorized signer. To confirm facilities, student organizations must have an active SOAS account with adequate funds to cover the rental rate of the rooms. If the necessary funds are not deposited by the cancellation deadline for the rooms, the rooms will be released.

One week prior to the event date, funds adequate to cover the balance of all charges including catering and audio/visual services must be secured in the group’s SOAS account. If the necessary funds are not deposited, the event will be subject to cancellation.

If a group changes the set of a standard set room and does not return it to its original configuration, they will be assessed a $25.00 reset fee. Rooms without a standard set that are scheduled with less than 24 hours’ notice will be assessed a minimum $25.00 late-add fee.

Events hosted by VSO’s 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.

These booking rules apply to all events except those during Fall & Winter semesters 9/4/18 – 12/20/19:For events with no revenue or associated fees, one meeting room per day, per building, for a maximum of five hours, is available to student organizations at no charge. All additional rooms will be charged the Category B rate. For events with revenue or associated fees, please see the rate schedule.

Student organizations may schedule 12 events for each semester of the academic year. Provided rooms are available, student organizations may book additional rooms as long as they do not exceed 12 active reservations within the semester at any given time. Events may be scheduled up to 18 months in advance.

In an effort to maximize usage during the Union renovation, these booking rules apply to all during Fall and Winter semesters between 9/4/18 – 12/20/19.

Between Pierpont Commons and the Michigan League, each registered student organization may schedule:

  • Up to 30 hours per semester in free meeting rooms (min. 1 hr. event)
  • Up to 50 hours per semester in charged meeting rooms (min. 2 hr. event)

If space is available, additional meetings can be scheduled:

  • within 30 days of the event date at the Michigan League
  • within 60 days of the event date at Pierpont Commons

Exception requests must be submitted a minimum of four weeks prior to desired event date to uueventservices@umich.edu.
[Associate Director Conference & Event Services & UU Building Director will review requests]

Cancellation Policy

If a student organization fails to cancel a room reservation at least 7 days prior to their event (90 days for a Primary and Secondary rooms), the group shall be assessed the applicable room rental fee.
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.

Sanctions

If a student organization violates any part of this policy, they may be sanctioned up to and including loss of scheduling privileges

Dance Party Events

Definition

An event is considered to be a dance/party if it includes all of the following:

  • The use of music (i.e. DJ, band, Ipod, computer) and an open area for active, non-seated attendees.
  • Expected attendance of more than 125, with at least 2/3 of the attendees being U-M students.
  • Scheduled ending time for the event is later than 11:00 p.m.

Scheduling

Dance/Party events may be held on Fridays and Saturdays during fall and winter semesters with the following exceptions:

  • Study or Exam days.
  • Home football game weekends unless specifically approved by the facility management in consultation with DPS.

For full dance party policy, view the Dance Party Policies Document

Date Auctions

Date auctions may only occur under the following conditions:

  • A pre-event meeting with the host facility, in consultation with the Dance/Party Program Advisor must be scheduled by the student organization event coordinator a minimum of two weeks prior to the event.
  • Advertising must be pre-approved by University Unions prior to distribution
  • The auction must be for a specific item, event or lawful activity with a specific individual

Charity Drives

University Unions does not allow money collections and will not assume liability for items stolen from drop boxes. Use of the drop sites is subject to the following requirements:

  • Drop boxes must be neat in appearance with their function and the sponsoring organization clearly stated.
  • Pick-ups occur regularly so as to minimize theft and prevent overflow.
  • Charity Drives may last a maximum of two weeks.