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 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.
- “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.
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.
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.
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 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.