UND ballroom

Scheduling & Event Services

Reserve event spaces, services, equipment and technology at the Memorial Union.

The Memorial Union Scheduling & Event Services will follow UND campus rules and regulations regarding event guidelines. Requests for use of MU managed facilities shall be submitted by online request. Once a confirmation is received by a customer, change requests must be submitted in writing or via email.

SPACE REQUEST PROCESS

Reserve event Space

event space Pricing

General Facility Use Policies

UND Memorial Union Space Reservation Policy

The UND Memorial Union (MU) provides access to space for meetings and special events sponsored by UND campus community groups and non-UND groups or third-party entities. The MU is committed to providing a quality customer event planning experience for every client for every event.

The reservation policy and procedures outlined below are intended to provide equitable access to space while also focusing on the priorities of space usage maximization and a consistent streamlined event planning process that aligns with the MU mission.

UND Departments/Academic Colleges and Recognized Student Organizations

Space may be requested and reserved for meetings or special events provided the primary audience for the event is the UND campus community and the event is not co-sponsored with a non-UND group or third-party entity.

UND Recognized Student Organizations

  • Space requests for large-scale special events up to two years in advance.
  • Space requests for meetings and multi-date recurring meetings for the fall and spring semesters can be submitted no earlier than the first business day of May of each year.
  • Future space bookings will remain intact if a group renews their recognition by the fall semester deadline set by Student Involvement.

Requirements

  • 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.
  • RSOs will be assessed charges associated with extending building hours, special services, special staff or labor.

Reservation Cancellations and No-Shows

  • 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 Shows,” 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.

UND Departments/Academic Colleges

  • Space requests for large-scale, annual special events up to four years in advance.
  • Space requests for regular meetings up to one year in advance.

Requirements

  • 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.

Reservation Cancellations and No-Shows

  • 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 canceled.

UND Affiliates or Event Co-Sponsorships

  • UND affiliates and departments/academic colleges or recognized student organizations co-sponsoring/partnering with a non-university group or third-party entity.
  • Space requests can be made for meetings or special event dates up to one year in advance.

Event Sponsorship

  • 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:
    1. The sponsoring group must actively participate in the event by assuming responsibility for all reservation arrangements and charges assessed.
    2. All communications with the MU Service Center must be coordinated by the sponsoring group representative.
    3. A member of the sponsoring group must be present throughout the entire event.
    4. All accumulated charges will be billed to the sponsoring group.
  • RSOs or University departments sponsoring an event will be charged to the Sponsored rate.

Non-UND Groups/Third-Party Entities or Individuals

  • Space requests can be made for meetings or special events up to one year in advance.
  • For groups limited to requesting space (1) year in advance, approval may be granted for special events with related contractual agreements up to (2) two years in advance for dates falling within a non-peak period of an academic or summer semester. Requires completion of a MU Policy Waiver Request Form.

Requirements

  • 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.

Reservation Cancellations and No-Shows

  • 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.

Reservation Requests for Spaces with Special Features & Conditions

Social Stair Programming Venue on First Floor & the Lower Level

  • UND Recognized Student Organizations and University Departments may schedule the Social Stair Programming Venue for organized events during normal building operating hours as follows:
    • Reservation requests will be processed on a first-come, first serve basis.
    • Scheduled events for weekdays from 7 a.m. to 4:30 p.m. will be limited to (1) two-hour event time block per group.
    • Scheduled events for weekday evenings from 4:30 p.m. to normal building hours closing time and during weekends are not subject to event time block limits.
  • Scheduled events within this venue are also subject to the Events, Demonstrations, Fixed Exhibits, and Short-Term Rentals policy with reference to time, place & manner.
  • Scheduled events held within this venue must abide by the MU Amplified Sound Policy and also require an approved UND Event Approval Form.
  • Audio-visual sound, lighting and other specialty equipment options may vary depending on space infrastructure and consideration of event scope needs. Advance coordination with MU Scheduling & Event Services staff through the reservation request and event planning process is required.
  • Content displayed through the venue video board during scheduled events must abide by the Public Performance (Film/Video) Policy.
  • Anticipated attendee capacity and traffic egress paths may impact space use feasibility. Portable equipment or furniture must not block the Lower Level fire accordion doors. MU Scheduling & Event Services staff will work with customers if event scope adjustments or alternative space arrangements need to be considered.
  • Scheduled or drop-in use of this venue may not impede the regular flow of vertical traffic between the Lower Level and 1st floor.
  • This venue is available for informal drop-in seating on a first-come, first-serve basis when events are not scheduled.
  • Accessible seating options are located at the top of the Social Stair on 1st floor and on the Lower Level.
  • By default, the Memorial Union will display rotating UND sponsored marketing or broadcast content on the venue video board.

Gaming Pods with Digital Displays, Adjacent Lounges, and Games Area on the Lower Level

  • These (4) small group open gathering spaces are available for informal drop-in use on a first-come, first-serve basis during normal building operating hours.
  • HDMI cables can be checked out from the MU Information Desk, Room 105.
  • UND Recognized Student Organizations and University Departments may request use of these spaces for organized events during normal building operating hours.
  • A standard reservation request and an exception request through a MU Policy Waiver Request Form is required along with an approved UND Event Approval Form. Contact MU Scheduling & Event Services staff for additional information and assistance.
  • If an event reservation request overlaps or conflicts with a request for the Social Stair Programming Venue, MU Scheduling & Event Services staff will review the date/time stamp, event scope & equipment needs of each request to accommodate event needs and space preferences as feasible while maximizing usage of available event spaces. Staff will work with customers if alternative arrangements need to be considered.

Main Lounge with Fireplace and Grand Piano on First Floor

  • This lounge is defined as a public common space.
  • The grand piano is available for informal drop-in use on a first-come, first-serve basis.
  • The main lounge can only be scheduled for organized events through the reservation request process along with an exception request through a MU Policy Waiver Request Form. An approved UND Event Approval Form is also required. Contact MU Scheduling & Event Services staff for additional information and assistance.

Reflection Room 339

  • This room is a quiet, informal space for drop-in use on a first-come, first-serve basis.
  • This room may be scheduled for organized events through the reservation request process for weekdays after 5:00pm and on weekends during normal building operating hours. Time exceptions require completion of a MU Policy Waiver Request Form. Contact MU Scheduling & Event Services staff for additional information and assistance.
  • This room offers minimal furnishings and audio-visual equipment. Additional equipment usage may be limited by event size and scope needs.

Additional Building or Public Common Spaces

  • These spaces may only be requested through the standard reservation request process along with a MU Policy Waiver Request Form.
  • Event times, scope, anticipated attendee capacity, equipment needs & space infrastructure may impact space use feasibility. Contact MU Scheduling & Event Services staff for additional information and assistance.
  • Space footprints are defined by the MU building space management program provided by Facilities Management.

Small Group Meeting Rooms

202, 203, 234B, 234C, 234D, 236, 238, 317, 319, 323, 325

  • These (11) small group collaboration meeting rooms are available to UND students for informal drop-in use on a first-come, first-serve basis during normal building operating hours.
  • HDMI cables for use with the digital displays are provided in each of these rooms. They can also be checked out from the MU Information Desk, Room 105.
  • These drop-in spaces are not reservable for scheduled organized events. Contact MU Scheduling & Event Services staff for other event space options.

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.

Northeast Circle Loop Drive

  • The circle loop drive is designated as a fire lane for emergency response and therefore cannot be reserved for scheduled organized events.
  • Short-term loading and unloading only is allowed in the circle loop drive.

Amplified Sound Policy for Memorial Union Reservable Event Venues & Spaces

The Memorial Union reserves the right to monitor and adjust sound amplification levels within all spaces both indoor and outdoor to ensure that events, demonstrations, and fixed exhibits must in no way disrupt the normal conduct and operation of University affairs or endanger University property.

  • Amplified sound is defined as the use of any loudspeaker, loudspeaker system, sound amplifier or any other machine or device which produces, reproduces, or amplifies sound.
    • Amplified sound is only permitted within MU reservable indoor or outdoor spaces as part of a scheduled organized event.
    • Sound amplification options may vary by space type and size.
    • Sound levels for both indoor and outdoor reserved spaces will be measured in reference to a maximum allowable volume of 80 decibels.
  • Amplified sound measurements for reservable indoor spaces will be measured from outside of the reservable space perimeters with closed doors.
  • For reserved spaces without walls, measurements will be made at the edge of the event space and/or other public common space.
  • Amplified sound for reservable outdoor spaces will be measured at a distance of 30 feet from the event space perimeters or at the edge of surrounding buildings, whichever is closer in distance.
  • Space footprints are defined by the MU building space management program provided by Facilities Management.
  • Memorial Union staff may set a maximum amplification level that is lower than 80 decibels for specific events based upon adjacent scheduled events and activities. (I.e. adjoining spaces)
  • A representative of the group with a scheduled event reservation is responsible for communicating with event attendees and assisting in enforcing Memorial Union facility use policies regarding amplified sound.

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. Applicable 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-serve basis. For more information on what the Memorial Union can provide for your event, please contact our team.
  • Refer to the advanced technical specifications sheet for more information on MU event services equipment.
  • 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.
  • For production services or specialty equipment that the MU is not able to provide, we can provide referral information for external vendors.

Related Services Links

Related UND Policies

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