General Facility Use Policies

The Memorial Union department manages space within the Memorial Union.  

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. 

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 the Memorial Union. Staff can be contacted through the MU Information Desk located on the 1^st 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 1^st of any given year and ending on June 30^th of the following year.
• “Amplified sound” – The use of any loudspeaker, loudspeaker system, sound amplifier or any other machine or device which produces, reproduces, or amplifies sound.
• “Decibel” – 1.) a unit used to measure the intensity of a sound or the power level of an electrical signal by comparing it with a given level on a logarithmic scale. 2.) (in general use) a degree of loudness.
• “Event” – An activity or occurrence that requires or has the potential to require campus resources and/or planning. This includes, but is not limited to, large events, multiple-day events, symposiums, workshops, trainings, conferences, concerts, orientations, internships/co-ops, and events that have any known or past problems or potential risks (i.e., security needs, safety issues, parking requirements).

General Facilities Policies

Memorial Union patrons are expected to respect the facilities and the rights of other individuals.

1. Patrons of the Memorial Union facilities must abide by University regulations as well as Federal, State, Local laws, and Executive Orders.
2. All groups using University space are expected to adhere to University of North Dakota policies and procedures.
3. All students using the facility are expected to abide by the University’s code of student life.
4. 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.
5. Academic classes are scheduled through the Office of the Registrar.
6. 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. 
7. The Memorial Union’s operating hours are available on its website. 
8. 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.  
9. 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.
10. 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.
11. Special effects equipment, such as smoke, fog and fire machines are prohibited within the Memorial Union. Contact staff for additional information or clarifications.
12. Leaving the facility in a condition that requires additional cleaning or damaging facilities and/or equipment may result in additional charges.
13. 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.
14. 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.
15. Memorial Union exterior entrance vestibules, tunnel or breezeway connections, interior space doorways, hallways, corridors, staircases, fire accordion door pathways and fire exits cannot be blocked or obstructed at any time.
16. The Memorial Union follows the Solicitation Policy outlined in Part IV, Section B of the Code of Student Life.

Equipment or Furniture Inventory Property

• Memorial Union building equipment, common space, office suite, event space furniture or other inventory property assigned to the MU may not be removed by building users.
• Contact MU staff to report concerns or information related to potential or observed incidents.

Memorial Union Loading Dock & Service Freight Elevator

• The exterior building loading dock and service freight elevator are located on the southeast corner of the building.
• Temporary limited loading and unloading of larger equipment, materials or supplemental technology for scheduled events is by arrangement only.
• Contact MU staff for additional information or assistance as these service areas are restricted-use areas with no general public access.

Alcoholic Beverages

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.

MEMORIAL UNION ALCOHOL SERVICE POLICY

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.

Tobacco Free Policy

Solicitation

The Memorial Union follows the Solicitation Policy outlined in Part IV, Section B of the Code of Student Life:

1. Solicitation is to include the sale or offer for sale of any property or service and/or receipt of or request for any gift or contribution.
2. No solicitation may be conducted in any building or structure on the campus of the University except by the agents or employees of the University acting in the course and scope of their agency or employment, or by recognized student organizations or renters of space within the Memorial Union. Solicitors' actions must be in accordance with this section and University policy.
   1. In the case of the Memorial Union, the director of the Memorial Union or designee may permit on- or off-campus persons, groups or organizations to reserve, lease, and/or use portions of the building for the purpose of selling products and/or services to the campus community.
   2. In the case of requested solicitation outside of the Memorial Union, please refer to the Events, Demonstrations, Fixed Exhibits and Short-Term Rentals process.
3. Solicitation must be conducted in a way that:
   1. Is in keeping with the educational mission of the University and complies with other policies and procedures contained in the Code.
   2. Will not disturb or interfere with the regular academic or institutional programs or other programs being conducted on the campus.
   3. Will not interfere with the free and unimpeded flow of pedestrian or vehicular traffic on sidewalks, streets, or within buildings.
   4. Will not impede entrance to or egress from campus buildings, or into, from, or through common areas of campus buildings.
   5. Will not harass, embarrass, or intimidate the person or persons being solicited.
   6. Will create no conflict with contractual obligations of the University.
   7. When in the Memorial Union, the sale or distribution of food items will comply with Memorial Union facility use policies.
   8. Off-campus persons, groups, or organizations not affiliated with the University must be properly licensed to sell the products and/or services being offered.
   9. Conforms to all applicable state and federal laws and city ordinances, including those related to charitable gaming (raffles, etc.) when applicable.
4. Recognized student organizations may collect membership fees or dues or conduct other solicitation defined in this section at activities of such organizations scheduled in accordance with the facilities-use regulations outlined in this section.
5. Admission fees may be collected for an exhibition, movie, or other program that is sponsored by the University, a recognized faculty group, or a recognized student organization and that is scheduled in accordance with the facilities-use regulations in this section.
6. Regulations for sales:
   1. All activities involving University funds or services are subject to University and state audit and may be subject to city and/or state sales tax.
   2. Cash boxes may be checked out from the Student Involvement Center.

Emergency & Safety Equipment

Automated External Defibrillators (AED)

AED units are installed on all building levels within public corridors of the Memorial Union. All units can be located by looking for AED branded signs installed above each unit. 

Fire Extinguishers

Fire extinguishers are installed on all building levels primarily within public corridors and common spaces. All units can be located by looking for fire equipment branded signs installed above each unit.