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.

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.
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.

Personal Recreational Transport Equipment

Bicycles* and scooters may only be parked outdoors in designated racks located within the exterior perimeter of the Memorial Union.
Personal recreational transport equipment may not obstruct or be attached to structures other than a bicycle rack (e.g., walkways, railings, doorways, light poles, flag poles, garbage cans, pergolas, patio furniture, bollards, signs, trees, or ramps).
Bicycles, scooters, roller skates, skateboards, hover boards, roller blades, or other personal recreational transport equipment may not be ridden or used within indoor spaces of the Memorial Union.
Bicycles*, scooters or other personal recreational transport equipment considered a public safety hazard may be removed and impounded by UND Public Safety or Facilities Management without notice and at their owners' risk and expense. Improperly parked or secured bicycles may be removed and impounded. Owners will be assessed a fee to retrieve their bicycle.
Bike Share and Scooter Greater Grand Forks Program Information can be located at the Bike Share Program.
On-Campus Bicycle Parking and Storage policy

Lost, Stolen, or Damaged Property

The Memorial Union is not responsible for lost, stolen, or damaged personal property of building users.
MU staff recommends that personal items are not left unattended in unsecured event spaces or other public retail or common spaces.
The MU Information Desk, Room 105 receives, collects and temporarily stores lost and found items. Depending on available information at the time of receipt or collection, items will be returned to the owner.
Items of high value or those containing sensitive personal information are transferred to the University Police Department (UPD) if it is not feasible to return to the owner.
U Cards are transferred to the U Card Office, Room 304 within the One-Stop Services Suite 300 during business hours.

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.

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

Parking

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.

Solicitation

The Memorial Union follows the Solicitation Policy outlined in the Code of Student Life.

Memorial Union Digital Display Monitors for Marketing Communications

Social Stair Programming Venue Video Board

The video board is managed onsite by Memorial Union staff for scheduled special events.
UND calendar events are displayed throughout the MU and other campus buildings. Information on the UND Marketing & Communications Digital Signage Request Process.

Building-Wide Landscape Marketing Displays

Electronic digital displays for marketing communications are located on each level of the MU and are managed onsite by Memorial Union staff.
UND calendar events are displayed throughout the MU and other campus buildings. Information on the UND Marketing & Communications Digital Signage Request Process.

Event Schedule Displays

Electronic digital displays that provide daily MU scheduled event information are located on each level of the MU and are managed onsite by Memorial Union staff.

Social Media Feed

Content is fed though a social media aggregator and broadcast on three displays located on the first floor behind the grand staircase. Use #UNDproud on Facebook, Instagram, or Twitter to see your content on the social stair board.

Cities Area Transit (CAT) Bus Display Within the First Floor North Tower Corridor

This display’s content is managed remotely by Grand Forks Cities Area Transit.
CAT bus information is also accessible through the CAT Prowler Mobile Application. Download the app in Google Play or iOS App to plan trips, track buses, and stay up to date on travel alerts.
For more information on route schedules, check the Campus Shuttles schedule.

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.

Memorial Union Information Desk

Memorial Union staff can be reached at the Information Desk, Room 105 of the Memorial Union, or by calling 701.777.4321.

Building Manager on Duty Cell: 701.330.4365