Memorial Union Space Request Process
Space Request Process & Procedures
- Please note advance date scheduling options outlined below for each University group or third-party entity.
- 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.
- 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.
- 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.
- 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.