Memorial Union Space Request Process

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.

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.).
• 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.

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).

Reserve Event Space