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.

Reserve Space

Pricing

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.

General Facility Use Policies

Space Request Process & Procedures

  • Space requests will be accepted and processed on a first-come, first-serve basis per the date and time stamp of the reservation request submittal. Once a confirmation is received by a customer, change requests must be submitted in writing via email at MU.EventScheduling@UND.edu.
  • Authorized representatives assume full responsibility for information included on the reservation request. Inaccurate/false information may result in event cancellation.
  • Scheduling Services hours are Monday through Friday from 8 a.m. to 4:30 p.m. 
  • Requests will be responded to within three business days.
  • 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.
  • Space reservations are not guaranteed or confirmed until a written confirmation has been issued to the requesting representative and all other applicable UND event approvals have been granted.
  • While specific spaces may be requested, the MU may place events in alternate spaces that best fit event needs based on space availability, anticipated event size, room set-up type, features and equipment capabilities.
  • The MU reserves the right to assign or reassign spaces to ensure maximum space optimization and facility usage efficiencies. Space reassignments may also occur in the event of a facility or maintenance emergency. The MU will work with the requesting representative on alternate space options as necessary.
  • The MU 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.).
  • 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.
  • Requests for MU outdoor spaces located within the immediate exterior perimeter should be noted in the MU recommendation field within the event request form. Contact the UND Office of Safety for potential alternate outdoor event locations.
  • 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.
  • Space may 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.
  • Space Requests for academic classes will be referred to the Registrar’s Office.
  • 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 will apply.
  • The MU may block or limit selected dates for no space reservations around designated UND annual or special events in consideration of campus personnel and support service capacities.
  • 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. 
  • Please note advance date scheduling options outlined below for each University group or third-party entity.

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 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.  

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 semester can be submitted no earlier than the first business day of May. 
  • Space requests for meetings and multi-date recurring meetings for the spring semester can be submitted no earlier than the first business day of December.  

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.  

Non-UND Groups/Third-Party Entities or Individuals 

  • Space requests can be made for meetings or special events up to one year in advance.  

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

University Departments

  • 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

  • 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.

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. 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.

  1. 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.
  2. 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.
  3. 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.
  4. If compliance with safety and sanitary guidelines are in doubt, the request for the food/beverage activity may be denied.
  5. 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.
  6. Off-campus groups or individuals may not reserve/use space or vendor tables at the Memorial Union for the purpose of selling food/beverages.
  7. 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.
  8. Bake sales or giveaways of home-baked items are prohibited in the Memorial Union.

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.

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. 

ALCOHOL EXCEPTION FORM

Memorial Union Alcohol Service Policy

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 7:00am to 4:30pm will be limited to (1) two-hour event time block per group.
    • Scheduled events for weekday evenings from 4:30pm 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.

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.

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. 

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.

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.

Events with Admissions Fees

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.

  1. 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.
  2. RSOs holding events with an admission fee that benefits a third party entity will be charged the RSO Fundraising rate.
  3. University departments holding events with an admission fee will be charged the UND Department Billable rate.

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.

University Departments

  • 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.

Off-Campus Groups

  • 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.

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. 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. 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.

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