Facility Use Policies
The Memorial Union department manages space associated with two facilities, the Memorial Union and Swanson Hall Lower Level.
The Memorial Union partners with customers and groups annually to provide meeting and event space, including assisting with the planning and coordination of these meetings and events. The Memorial Union is committed to providing a quality customer experience for every client for every event. The policies and procedures outlined below are intended to streamline the event planning process, ensure a consistent event experience, create efficiencies to maximize space usage and maintain the integrity of the facilities. Additional resources and website links may be found at the bottom of the document within the Appendix.
General Facilities Policies
Memorial Union patrons are expected to respect the facilities and the rights of other individuals.
- Patrons of the Memorial Union facilities must abide by University regulations as well as Federal, State, Local laws, and Executive Orders.
- All groups using University space are expected to adhere to University of North Dakota policies and procedures.
- All students using the facility are expected to abide by the University’s code of student life.
- Discrimination in the use of the Memorial Union facility on the basis of race, color, national origin, religion, sexual orientation, gender identity, genetic information (GINA), sex, age, creed, marital status, veteran's status, political belief or affiliation, or physical, mental, or medical disability is prohibited.
- Academic classes are scheduled through the Office of the Registrar.
- Animals are strictly prohibited inside the Memorial Union, with the exception of service animals (whether in service or in training) or assistance/emotional support animals- if they are a necessary disability accommodation.
- The Memorial Union’s operating hours are available on its website.
- The Memorial Union may close or have adjusted operating hours over breaks and during inclement weather. Times are subject to change based on the University holiday calendar, as well as special circumstances as determined by UND or the Director of the Memorial Union. Up to date hours will be posted on the Memorial Union website and/or on building entrance doors.
- Use of a space for any reason other than the purpose stated on the space reservation request is not permitted. Reservations are not transferable. All changes to reservations must be submitted in writing or via email by an authorized representative of a group, and approved by MU Scheduling and Events Services.
- Open flame (candles, burning of sweet grass or sage, oil lamps, etc.) use must be preapproved. Limited access will be provided for open flame within a campus facility and it must be approved by both the MU Administrative Office and the Office of Public Safety.
- Special effects equipment, such as smoke, fog and fire machines are prohibited within the Memorial Union. Contact staff for additional information or clarifications.
- Leaving the facility in a condition that requires additional cleaning or damaging facilities and/or equipment may result in additional charges.
- The MU Scheduling and Events Services reserves the right to cancel existing reservations and deny approval of future requests of groups not following the Memorial Union’s Facilities Use Policy, procedures or other applicable University policies.
- The Memorial Union reserves the right to change, modify, add or remove portions of these terms at any time without notice at our sole discretion, and, unless otherwise indicated, such changes will become effective immediately.
Terms and Definitions
As used in the MU Facilities Use Policy document, unless the context otherwise requires:
- “MU” – refers to the Memorial Union facility.
- “MU Scheduling and Events Services”, refers to the entity responsible for managing space associated with two facilities, the Memorial Union and Swanson Hall Lower Level. Staff can be contacted through the MU Information Desk located on the 1st floor, Room 105.
- “Recognized Student Organizations” (RSO) – refers to organizations that are currently recognized with the Student Involvement and Parent Programs Department at the University of North Dakota.
- “University Department” – refers to any University of North Dakota administrative or academic department.
- “Sponsored” – refers to a joint event between an off-campus group and a student organization or a university department.
- “Off-Campus Group” – refers to a group or individual requesting space for a non-University affiliated meeting or event.
- “Group” – refers to a student organization, university department, academic college, or any non-University individual or entity.
- “Third-party entity” – refers to a non-University person or group.
- “Authorized Representative” – refers to a group’s contact person who is the responsible party for a reservation.
- “Reservation” – refers to any unique use or planned use of facilities.
- “Regularly Scheduled” – refers to a series of reservations involving the same group for the same purpose at regular intervals over the course of a semester/year.
- “No Show” – refers to an absence from a scheduled facility by a group without prior notification.
- “Admission Fee” – refers to any charge or contribution associated with an event, regardless of label, which is either required or voluntary in nature. Some examples of an admission fee are a registration fee, entry fee, vendor fee, cost recovery fee, or a donation being collected.
- “Business Day” – refers to weekdays (Monday through Friday) in which the University is officially open for business.
- “Fronting” – an RSO or university department using their rate structure to benefit an outside group.
- “Fiscal Year” – The fiscal year is defined at the University of North Dakota as beginning on July 1st of any given year and ending on June 30th of the following year.
- Requests for use of MU managed facilities shall be submitted by online request. Reservations are not guaranteed until a confirmation has been issued. Once a confirmation is received by a customer, change requests must be submitted in writing or via email.
- Reservation requests are processed in the order in which they are received through the online request process. Specific space requests will be assigned with consideration given to anticipated attendance, type of set-up required, and space availability at the time of the request. The MU Scheduling and Events Services reserves the right to assign and, if necessary, reassign facilities to ensure the maximum and most efficient use of MU facilities.
- Reservation requests for regular meetings received less than two (2) business days before the event may be declined based on the availability of space and staffing.
- Dates may be held around specific annual traditional campus-wide events.
- If applicable, an Office of Safety Event Approval Form must be completed and approved by the Office of Safety prior to the event. If an event is denied by the Office of Safety, the MU Scheduling and Events Services will cancel the reservation.
- Space may be not be held for a rain location unless a Policy Waiver Request Form has been completed and submitted for review and consideration. Contact MU staff for additional information regarding the waiver request form.
- Groups in need of last-minute event setup adjustments are required to contact the MU Scheduling and Events Services during regular business hours or a MU Building Manager (BM) on Duty after hours or on weekends for support.
- Groups desiring to decorate their individual spaces for an event must work with MU staff or the MU Building Manager (BM) on Duty to ensure damage does not occur within the space. Any damages done to spaces will be charged back to the group making the reservation. The repairs will be completed by Facility Management and costs will be passed directly to the group.
- The MU Scheduling and Events Services reserves the right to cancel and/or reschedule reservations due to situations beyond the control of the University (i.e. adverse weather conditions/acts of nature, loss of utilities, facility maintenance or repairs, etc.).
- Memorial Union Facilities may be reserved outside of regular operating hours listed on the website. It is recommended that requests for these exceptions be made at the time of the original reservation request and approval will be based on staff availability. Additional personnel charges may apply pending requested services.
- Authorized representatives assume full responsibility for information included on the reservation request. Inaccurate/false information may result in event cancellation.
Banners and Signage
- Banners and signage may be displayed immediately outside of a reserved space for an associated event with coordination or assistance of the Memorial Union staff.
- Requests for banners and signage to be displayed prior to the date of the event or in locations other than directly outside of a reserved space for associated events may be allowed with an MU equipment reservation or with customer provided equipment. In some instances a Policy Waiver Request form may be requested by the MU. Contact MU staff for additional information and coordination.
- A Sponsorship is defined as a joint programming venture between a Recognized Student Organization (RSO) and/or a university department and an off-campus group and/or individual(s).
- RSOs or university departments shall not serve as fronts for off-campus groups or individual(s) for the purpose of reserving space at reduced facility use rental rates. Events sponsored by RSOs or university departments discovered to be fronts for any entity will be adjusted to the appropriate facility use rental rate.
- In order for an event to be eligible for a sponsored rate the following requirements
must be met:
- The sponsoring group must actively participate in the event by assuming responsibility for all reservation arrangements and charges assessed.
- All communications with the MU Service Center must be coordinated by the sponsoring group representative.
- A member of the sponsoring group must be present throughout the entire event.
- All accumulated charges will be billed to the sponsoring group
- RSOs or University departments sponsoring an event will be charged to the Sponsored rate.
Events with Admissions Fees
New MU room rental, personnel & service fees are currently pending review & approval prior to implementation.
Admission Fee refers to any charge or contribution associated with an event, regardless of label, which is either required or voluntary in nature. Some examples of an admission fee are a registration fee, entry fee, vendor fee, cost recovery fee, or a donation being collected.
- RSOs holding events with an admission fee* that benefits the RSO membership directly will be assigned to the RSO/Department rate schedule for space usage.
- RSOs holding events with an admission fee* that benefits a third party entity will be charged the RSO Fundraising rate.
- University departments holding events with an admission fee*will be charged the UND Department Billable rate.
Requirements by Group Type
Recognized Student Organizations
- Only organizational representative(s) recognized with the Department of Student Involvement and Parent Programs are authorized to make or cancel reservations on behalf of their student organization.
- Reservation requests for regularly scheduled meetings may be made in advance for an entire semester. Contact MU staff for additional information or refer to the MU Scheduling & Event Services website.
- RSOs will be assessed charges associated with extending building hours, special services, special staff or labor.
- University Departments will be assessed charges associated with extending building hours, special services, special staff or labor.
- Space requested for regularly scheduled academic courses will be referred to the Office of the Registrar.
- Off-Campus Groups will be assessed charges associated with room fees, extending building hours, special services, special staff or labor.
- Off-Campus Groups may be required to provide a Certificate of Insurance for Bodily Injury and Property Damage. The certificate must name the University of North Dakota as additionally insured. Subrogation against the University must be waived.
Event Planning Services & Specialized Staff
MU Scheduling and Events Services staff are able to provide and arrange for special services (electrician, piano tuning, additional equipment, etc.) for your event. Fees will be determined by the MU Scheduling and Events Services and confirmed with the group in advance.
Audio-Visual, Special Event Setups and Equipment Services
- MU Scheduling and Events Services staff are available for assistance with planning your room diagram/layout.
- Audio-visual equipment is confirmed on a first-come, first-served basis. The MU Scheduling and Events Services has the ability to rent additional equipment from various vendors. The fees associated with any additional rented equipment will be passed on to the reserving group. The group will be notified of costs prior to ordering.
- The group is responsible for the securing and maintaining the condition of all the audio-visual equipment during the scheduled meeting time. If equipment is lost, stolen, or removed from its original location or displays damage beyond normal use, the reserving group will be charged a repair or replacement fee. If the event/meeting concludes before the scheduled time, it is the responsibility of the group to inform the MU Scheduling and Events Services and/or the MU Building Manager on duty to ensure audio-equipment is secured.
Possession, sale, dispensation, use or consumption of alcoholic beverages in the Memorial Union is prohibited in accordance with State Board of Higher Education Policy Section 918. The University President may waive this policy on a case-by-case basis. Groups are responsible for obtaining their own waiver from the President’s Office.
The request must describe the nature of the event and the date, time and place where consumption of alcoholic beverages is planned. Confirmation of the President’s approval must be received by the Memorial Union Administrative Office prior to the event.
Tobacco Free Policy
UND is a tobacco free campus. The use of tobacco is prohibited within university buildings, parking structures, walkways, arenas, in university or state fleet vehicles, and on all university-owned and controlled property. This policy applies to all faculty, staff, students, contractors, vendors, and visitors.
All parking arrangements for conferences/meetings participants and vendors are the responsibility of the User.
University parking policies will be strictly enforced. Visit the UND Parking & Transportation website for more information on visitor and event parking.
The Memorial Union follows the Solicitation Policy outlined in the Code of Student Life.
Food and Beverage
The Memorial Union Director or his/her designee may establish guidelines regarding food service as it relates to those portions of the building used for meetings or special functions/events (to include Swanson Hall meeting space). These guidelines will be coordinated with the Memorial Union, UND Dining Services, and the Office of Safety and will be designed to protect the health of students, the campus community and the general public using the facility.
- Food/beverages offered at meetings or events that are advertised/open to the general campus population must be provided by UND University Catering or obtained from a licensed food service provider.
- Special arrangements for the use of food/beverages not obtained from UND Dining Services must be coordinated with the Memorial Union’s Administrative Office prior to the event.
- The Memorial Union’s Administrative Office will coordinate with UND Dining Services to validate the food’s origin and the sponsoring entities ability to comply with proper sanitary guidelines.
- If compliance with safety and sanitary guidelines are in doubt, the request for the food/beverage activity may be denied.
- Off-campus groups or organizations not affiliated with the University wishing to reserve/use space or vendor tables at the Memorial Union must arrange their food/beverage service activity through UND University Catering regardless of whether or not they are sponsored by a UND recognized student organization or University department.
- Off-campus groups or individuals may not reserve/use space or vendor tables at the Memorial Union for the purpose of selling food/beverages.
- The Memorial Union’s Administrative Office may approve the sale of commercially-packaged food items in the Memorial Union for certain instances such as (to include but not limited to) fundraising activities by UND recognized student organizations, sale of Girl Scout cookies, etc.
- Bake sales or giveaways of home-baked items are prohibited in the Memorial Union.
Reservation Cancellations and No-Shows
Recognized Student Organizations
- Cancellations must be received in writing or by email a minimum of one (1) business day in advance of the event by an authorized representative. If the reservation is categorized as a Sponsored event with an off-campus group, and the cancellation is requested less than one business day in advance of the event, the Sponsored rental rate will apply.
- If a student organization fails to show up for a reserved event or “No Show”s, they will be issued an initial warning notification. After a second “No Show”, they will be issued a second warning notification. After a third “No Show” in the same fiscal year, the student organization’s reservations privileges may be suspended for the rest of the fiscal year and all remaining reservations for the rest of the fiscal year will be canceled.
- Cancellations must be received in writing or by email a minimum of one (1) business day in advance of the event by an authorized representative. If the reservation is categorized as a “Sponsored” event, with an off-campus group, the Sponsored rental rate will apply.
- If a University department fails to show up for a reserved event or “No Show”s, they will be issued an initial warning notification. After a second “No Show”, they will be issued a second warning notification. After a third “No Show” in the same fiscal year, the University department’s reservations privileges may be suspended for the rest of the fiscal year and all remaining reservations for the rest of the fiscal year will be cancelled.
- Reservation cancellations must be received in writing or by email a minimum of five (5) business days in advance of the event by an authorized representative. If cancellation is made less than five (5) calendar days prior to the first scheduled date of the event, the off-campus group and/or individual will be responsible for the full room rental rate and other service charges that have been applied.
- If an off-campus group or individual fails to show up for a reserved meeting room/facility, they will be issued a warning notification and will be charged the full room rental rate and other service charges. After a second “No Show”, they will be issued a second warning notification, they will be charged the full room rental rate and other service charges and charged an additional thirty-five ($35) service fee. After a third “No Show” in the same fiscal year, the off-campus group’s and/or individual’s reservations privileges will be suspended for the rest of the fiscal year and all remaining reservations for that fiscal year will be canceled.
Policy and UND Resources
Memorial Union Staff
MU Scheduling and Events Services is located via the Information Desk, Room 105 of the Memorial Union.
Department Phone: 701.777.4321 | Manager on Duty Cell: 701.330.4365