Reservable Spaces Website

You are at:

Permits

Help, Policies, & Permits

You are responsible for complying with the Events and Conferences Department Policies which governs all activity in our facilities.

Downloadable forms require free Adobe Acrobat Reader to be displayed and printed.

Reservations
General Information
Weekly Reservations
Conferences
Public Space
Outdoor Space
Event Types
Contact Tables
Job Recruitment
Display Cases
Dances and Concerts
Food/Book/Toy Drive
Rehearsals
Weddings
Planning
Room Set Up
Package/Materials Delivery
Movies and Gaming
Sales at Events
Hold Policy
Rain Backup
Services
Audio / Visual Needs
Event Security
Decorations
Pianos
Payment
Payment Schedule
Cancellation Fees
Damage / Cleaning Fees
Co-Sponsorships
Publicity and Promotion
Display Cases
Banners
Easels
Posters and Flyers
Catering
Catering / Food Permits
Alcohol
Prep Kitchens
Other
Additional Building Hours
Annual Events
Contracts and Insurance
Contact Us

Reservations

General Information

The use of SUA facilities must be in accord with SUA House Policies.

General facility use:

  1. Union facilities are available for reservation by:

    1. Registered Student Groups
    2. University Departments
    3. University Guests (including non-University groups, non-University individuals and individual student, faculty, staff, alumni).

    For further information see "Users" section.

  2. Facilities available for reservation are listed online.
  3. All requests for the reservation of SUA facilities and services must be filed with the SUA Events and Conferences Office.
  4. The Director or his or her designee has the authority to deny the proposed use of Unions facilities at any time, or to impose, at any time, limits on the scope, conduct or audience size of any event in order to carry out the provisions of these policies. The Director may also require, as a condition of use, the services of additional maintenance, technical, or security personnel.

  5. Failure of an organization or individual to meet financial responsibility for damages incurred in a facility during the terms of occupancy, failure of such an organization or individual to reimburse the Unions for stipulated and required service, misrepresentation by an authorized representative in regard to a facility reservation request, or failure of officers, members or their guests to observe provisions of these Events and Conferences Policies and/or the Student Unions & Activities House Policies, may subject an organization and its officers as individuals to a denial of further use of facilities, services and programs within SUA.

    Registered Student Groups and University Departments may not reserve space for other organizations for the purpose of lower rates or to extend limitations for reservations as outlined in this document. The organization or individual who holds the reservation must be primarily responsible for planning, implementing, and financing the event. SUA reserves the right to evaluate and make final determination of appropriate rates. If intentional misrepresentation has occurred, this may result in suspension of reservation privileges in SUA for the organization who holds the reservation, in addition to being charged the higher of the two rate structures.

  6. Department graduation ceremonies or other University Department events can not receive reduced rates by having a student group sponsor the graduation.
  7. Any unfulfilled financial obligation to SUA may result in loss of reservation privileges, collection agency action, charge to University CUFS account (department only) and loss of registered student group status (student group only).
  8. Collaborative or co-sponsorship efforts by groups may not be used in order to extend reservation limitations

The customer, not SUA or the University, is responsible for loss of or damage to any personal property of the customer, its guests, agents, employees or invitees, located within the Facility or on University property, before, during or after the term of the event.

Exceptions to any of the guidelines, policies, or fees mentioned in this document require the approval of the SUA Director or designee.

Users

Student Groups currently registered with the SAO are eligible to reserve space and receive a subsidized rate for use of the space in acknowledgment of the department's receipt of student service fees. Only officers of registered student groups are permitted to make reservations for SUA venues.

University departments and federal, state or local government agencies are eligible to reserve space and pay a rate that is estimated on actual costs. To receive the departmental rate, a University CUFS number must be provided. Government agencies must pay in advance with an agency check or provide an agency purchase order and are also required to have a contract and appropriate insurance coverage.

Individuals, without University affiliation, and non-University groups are eligible to reserve space, however they must sign a contract, obtain insurance, and are also subject to the guidelines in this manual and pay a guest rate for use of the facilities. Individual students, faculty, staff, and alumni are eligible for a 10% discount off of the University Guest rate on room rental fees only with a valid U-card and/or UMAA ID. This discount is limited to personal and private events only (e.g. wedding receptions, graduation parties, birthday parties, etc)

SUA reserves the right to deny groups or individuals the use of facilities or services based upon any conduct of a harassing, intimidating, or otherwise inappropriate nature, as determined by SUA management.

Persons who are guests at a function in the facilities may be limited in their use of the Unions to the venue accommodating the function, to which they have been invited, and other general public facilities and service areas.

Weekly Reservations / Conferences

  1. General Reservations

    1. In order to avoid a monopoly on space use by any customer reservations may not be made to exceed more than five events per semester in the larger venues which include: CMU's Great Hall, Theater, and Mississippi Room.
    2. Reservations for events occurring during the academic year may be made up to one year advance, with the exception of annual event reservations.
    3. Reservations for events during the summer and academic break periods may be made up to two years in advance.

  2. Weekly Reservations (Series Reservations)

    Series reservations are for one conference room only, once per week during the semester, and for a five hour maximum reservation.

    1. Student groups are permitted to make a series reservation that includes more than one conference room, once per week. However, the group will be charged the department rate for each additional conference room(s) that is requested.
    2. All groups are only allowed one series reservation per semester.
    3. Series reservations are only valid for one academic semester.
    4. Series reservations abide by the priority system for series/contact table reservations.

  3. Conference or Multiple Room Requests (Non-Series Reservations)

    For information regarding conference spaces and meeting rooms (for break-out sessions), please see our room information. For information regarding A/V pricing, package or materials delivery, please see the Planning section of this document.

    Registered Student Groups may reserve several conference rooms simultaneously for events such as a convention or conference once per calendar or academic year (excluding summer) without charge for the rental of the conference rooms.

Public Space

Events in the Student Unions & Activities public spaces such as Coffman Union's Cube, Corridor, and Dining Area are allowed on a case by case basis. The Events and Conferences Director will make approval determination based on the following criteria: the nature of the event, the event's anticipated sound, attendance, furniture set-up and anticipated building traffic.

Outdoor Space

Outdoor Space Website

  1. CMU's Fountain Terrace, and St. Paul Student Center's Garden Terrace may be reserved during all building hours. However, the customer must comply with the amplified sound restriction policy.

    Use of outdoor loudspeakers and amplified sound is not allowed on campus except from noon - 1pm on weekdays, 5-10pm on Fridays, and noon-10pm on Saturdays and Sundays. During such approved instances, the sound level should not exceed 97 decibels.

  2. With the exception of contact tables, SUA outdoor spaces are reservable for events only. Reserving SUA outdoor space to promote other events, products and /or services is not allowed.
  3. All grilling locations must be approved from the Events and Conferences office and the Department of Environmental Health and Safety.
  4. An approved outdoor space application is required for all University of Minnesota outdoor spaces including CMU Front and Riverbend Plaza events.
  5. An outdoor space permit is not required for CMU Fountain Terrace and SPSC Garden Terrace.
  6. University Guests must have an event in CMU's Great Hall, Mississippi Room, Theater, and or the Whole in order to be permitted to have an event at Coffman Union's Front and/or Riverbend Plazas.

Back to Top

Event Types

Contact Tables

  1. General Information

    Contact tables are provided so that groups may make contact with students for the dissemination of information. Personnel from non-University vendors or companies are not allowed at the contact tables for sales-related, fund raising, or commercial activity.

    Contact table usage shall follow these terms and conditions:

    • There are seven contact tables at Coffman Memorial Union and four contact tables at the St. Paul Student Center. Upon request, two outdoor contact tables on the Front Plaza of Coffman Memorial Union and one outdoor contact table on the Garden Terrace of the St. Paul Student Center.
    • Tables are free for registered student groups. All other organizations will be charged a fee.
    • The use of outdoor contact tables requires an approved outdoor space application (with the exception of SPSC's Garden Terrace contact table).
    • Only one contact table reservation is permitted each day by the same group
    • Reserved tables must display the name of the organization and be staffed at all times by the members of the organization which have reserved space
    • The set-up of the table includes a maximum of one six-foot table, two chairs and a portable panel (portable panels are available only upon request at the SPSC). For Coffman Union: Groups must check in with the Information Desk, located on the First Floor of Coffman, prior to staffing their tables.
    • All materials used at the contact tables must be placed on the table, easel or portable panel provided by SUA. Groups may provide their own easel. Tables, groups, and/or distribution of printed material must not obstruct normal traffic flow. In Coffman Memorial Union, distribution to patrons using escalators is prohibited
    • All literature distribution must be in compliance with the University of Minnesota Board of Regents Policy 3.10.3-Distributing Publications and Installing Banners at the University
    • Personnel must remain seated behind or standing to the side of the contact table. Solicitation in the hallways or active distribution to patrons in the hallways is prohibited.
    • Groups are only permitted one bake sale per semester. Food sales must not interfere with SUA tenant operations.
    • Student groups must have an approved sales/fundraising permit from the SAO and an approved food permit. For Coffman Union, bake / food sales are only permitted at Contact Tables 4-7.
    • Food and sales permits must be completed and on file with Events and Conferences Office 10 U of M business days prior to the reservation
    • At CMU food can only be served at Contact Tables 4 through 7, near the Delaware Street entrance. Group must have an approved food permit on display at their contact table
    • Personnel from non-University vendors or companies are not allowed at the contact tables for sales-related, fund raising or commercial activity.
    • Sound amplification at a reasonable volume is permitted at the contact tables. SUA reserves the right to adjust the sound level
    • SUA reserves the right to relocate or rearrange contact table locations where there is a conflict with other events or SUA tenant services.
    • Groups not staffing their tables within the first hour of their reservation will forfeit their reservation. A contact table that becomes available as a result of a forfeited reservation is available to all users including groups that have reached their reservation limit.
    • SUA will not store any materials related to contact tables. Any materials left after the reservation will be discarded.
    • Tables are not to be used for distributing credit card information.
    • Failure to abide by the contact table guidelines may result in the removal of your materials from the premises and/or being ineligible for future contact table reservations.
    1. Reservations conditions for contact tables:

      To allow all student groups opportunities for access and to prevent a monopoly on table use the following limits are placed on reservations:

    2. Student Groups:
      • Must be registered with the Student Activities Office (SAO) for the current academic year. Re-registration through SAO begins in April, and student groups must fully re-register by July in order to reserve space for fall semester. Only officers listed with the SAO may make reservations.
      • Student groups may make reservations for twelve days per semester, with no more than three days in a week. Individual reservations shall be within a Monday-Friday week. Break periods are excluded from this regulation.
    3. University Departments and Government Agencies:
      • University Departments and Government agencies may make reservations up to six days per semester, with no more than three days in a week.
      • Reservations by government agencies will not be confirmed until payment is received.
      • Only University Departments are permitted to conduct sales at contact table locations.
    4. Exceptions:

      Any unreserved tables are available on a first-come, first-served basis to registered student groups for information dissemination only, including student groups which have reached their reservation limit. Arrangements for non-reserved contact tables may be made within the Event and Conference Office only on the day of table use.

  2. Priority System for Series and Contact Table Reservations

    A priority system has been established for contact table and series reservations. Registered student groups shall receive Priority One and University Departments, UMAA, and government agencies Priority Two. All other reservations can be made up to one year in advance and are on a first-come, first-served basis, subject to the limits described in this document. The reservations priority system attempts to balance the need to provide access to student groups with the need to raise revenue. Listed below is the department's timelines for making reservations. The timeline indicates how far in advance of the academic semester the priority level may make reservations.

    Priority One Priority Two
    Registered Student Groups University Departments/Govt. Agencies
    6 weeks prior to 1st day of semester 4 weeks prior to 1st day of semester

Job Recruitment

There are seven contact tables at Coffman Memorial Union and four contact tables at the St. Paul Student Center. Personnel must remain seated behind or standing to the side of the contact table. Solicitation in the hallways or active distribution to patrons in the hallways is prohibited.

Non-University companies or organizations may make reservations up to six days per semester, with no more than three days in a week; for the sole purpose of providing employment information directed at University students.

A contract must be completed and on file with the Events and Conferences Office and full payment must be received 10 business days prior to the event date or the reservation may be canceled.

  • Tables are not to be used for distributing credit card information or selling products.
  • Job interviews may not be conducted at contact tables.
  • Please see General Information for additional contact table guidelines.
  • SUA has various meeting spaces that work well for Information Sessions. Please see our conference rooms and audio/visual sections for additional information.

Display Cases

Coffman Memorial Union display cases 2-5 on the Ground floor of Coffman may only be reserved by registered student groups and University departments. St. Paul Student Center display cases 1-3 may only be reserved by Registered Student Groups and University Departments.

  • Each group may reserve a display case for two one week periods per academic year (Summer session excluded).
  • Cases may only be used to promote upcoming events or promote registered student groups or University Departments.
  • Display cases reservations run from 1pm Monday to Noon the following Monday
  • Departments that have not utilized their space by Noon on Wednesday on the week of their reservation automatically forfeit their reservation and pay of the rental rate ($5/day). The first group requesting to utilize the display case may do so for the remainder of the week without it counting as one of their two one week academic year reservations and pay of the rental rate.
  • The name of the organization, the date, time and location of the upcoming event (when applicable), and a contact person's name and phone number must be prominently displayed.

Each display case will be inspected after it has been set up to ensure compliance with these guidelines. In the event that these conditions are not met, the display will be removed. Groups requesting reservations are responsible for removing their display by noon on Monday. Displays not removed will be taken down on Monday and stored for one day at the Events and Conferences office. Items not retrieved by the end of building hours on Monday at CMU and Tuesday at SPSC will be recycled or discarded. The SUA are not responsible for the contents of display cases.

Dances and Concerts

  1. General Information

    The Student Unions & Activities (SUA) at the University of Minnesota (U of MN) provides facilities to accommodate events including Dance/Concert events. These events must be either sponsored by registered student group or sponsored by a University department as specified in A2 below. Dance/Concert events as defined by this policy are not allowed if sponsored by a non-university guest. This policy is predicated on the reality that events open to the public present a measure of risk for those in attendance.

    This policy applies to Dance/Concerts that are open to the public, as well as those events that qualify as closed to the public. Dance/Concert events may only be scheduled in St Paul Student Center's North Star Ballroom, Coffman Union's Great Hall and Whole. This policy does not apply to wedding receptions. The following definitions are offered to define events that fall into these categories:

    1. A "Dance" is an event where dancing is the primary focus of the event.
    2. A "Dance/Concert" is an event where dancing is an integral part of watching of the entertainment.
    3. An "Open" event is defined as an event that the general public is invited to attend and for which there is no comprehensive guest list requirement.
    4. A "Closed" event is defined as an event that has a comprehensive guest list or RSVP list provided by the sponsor and no marketing or ticket pre-sale will occur.
    5. In the case of a "Closed" event, no exceptions or additions will be permitted to the guest list or RSVP list at the time of the event.

    1. Dance/Concert Sponsors

      1. Student Groups
        1. Only registered student groups and their approved officers may sponsor a Dance/Concert event in the SUA facilities.
        2. The sponsoring group must make the initial reservation, be involved with the event planning, and be present at the event.
      2. University Departments
        1. University departments co-sponsoring a Dance/Concert event with student groups will be held to the policy under section I-A.
        2. University departments sponsoring a Dance/Concert event designed for students as the primary participants will be held to this policy under section I-A.
        3. University departments sponsoring a Dance/Concert event other than described in sections I-B-1 and I-B-2 must obtain an exemption from the Events & Conferences Director.

    2. Open Dance/Concert Events

      1. Definition: "Open" events are events which are intended to be available to all interested persons complying with the admittance policy.
      2. Besides paying the admittance fee, if any, an individual may only gain entry to an "Open" event as follows:
        1. Identification. All persons attending the event, without exception, must show a valid picture ID and be 18 years of age or older (a current U of MN ID card is acceptable).
        2. Metal Detector. All persons attending the event, without exception, must comply with a metal detector search. All bags will also be searched before admission will be granted.

    3. Closed Dance/Concert Events

      1. Definition: "Closed" events are events which are intended to be available to a specific group of participants, clearly stated in an RSVP or official invite list.
      2. The sponsoring organization will provide a typed alphabetical list of individuals invited to attend. This list must be submitted before the end of the business hours on the date of the event (note: groups having Saturday or Sunday events must submit the guest list before the end of business hours on the Friday before the event).
      3. Besides paying the admittance fee, if any, an individual may only gain entry to a "Closed" event as follows:
        1. Identification. All persons attending the event, without exception, must show a valid picture ID and be 18 years of age or older (a current U of MN ID card is acceptable).
        2. RSVP List. Each individual must be on the official invite list.
        3. Metal Detector. All persons attending the event, without exception, must comply with a metal detector search. All bags will also be searched before admission will be granted.
      4. Unannounced guests can not be accommodated at "Closed" events as defined in this policy. All participants of the event must be included in the sponsoring organization's invite list.

    4. Publicity/Ticket Pre-sale

      1. "Open" Dance/Concerts are the only types of events under this policy that can accommodate ticket pre-sale or publicity.
      2. The sponsoring organization will submit all publicity and potential pre-sale tickets for review by SUA staff prior to its printing or distribution. At a minimum, submissions should be made 10 days before the event. The SUA review will be limited to information related to the Dance/Concert policy.
      3. The sponsoring organization's name must be included in all public notice of the event (including print media, broadcast, etc.).

      4. The following statement regarding the admittance policy for "Open" Dance/Concert events must be included on ALL pre-sale tickets and publicity (posters, radio ads, etc.)

        "18+ with valid picture ID or U of MN UCard required for entry"

      5. All publicity must comply with the U of MN Equal Opportunity Statement: "The University of Minnesota is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, or sexual orientation."
      6. Sponsoring organizations are encouraged to provide publicity in alternative formats.

    5. Security and Event Support

      1. All Dance/Concert events under this policy must provide the following security and event support.
        1. All individuals entering a Dance/Concert event must be willing to submit to having their ID checked. A SUA employee(s) in the role of ID Checker is required to insure that all participants have provided proper identification for access to the event. All events under this policy must have a minimum of one (1) ID Checker. The sponsoring organization will be responsible for the cost of the ID Checker(s).
        2. All Dance/Concert events included in this policy are required to use a metal detector. Operating the metal detector is the sole responsibility of the SUA security staff. All events under this policy must have a minimum of one (1) metal detector operator. The sponsoring organization will be responsible for the cost of the security staff member(s).
        3. U of MN Police Officer(s) must be employed for any Dance/Concert included in this policy. The number of officers will be determined by the U of MN Police Department in conjunction with SUA staff based upon projected attendance figures and the history of previous events held by the sponsoring organization. The U of MN Police Department requires a minimum of two (2) weeks notice for personnel requests. All events under this policy must have a minimum of two (2) UMPD Officers. Exceptions to the minimum for events taking place in the Whole can be directed to the SUA Security & Operations Director. The sponsoring organization will be responsible for the cost of the U of MN Police Officer(s). (If attendance exceeds projections, crowd control concerns develop, patron safety issues arise, or suspicious behavior is observed, the SUA security staff and the U of MN Police Department reserve the right to call in additional officers at an additional cost to the sponsoring organization)
      2. The sponsoring organization will provide a minimum of four (4) volunteers, who may or may not be student members of the organization, to serve as hosts and assist SUA staff with the management of the event and its attendees. These volunteers must be distinguishable from others attending the event (nametag, hat, button, etc.).

    6. Advance Arrangements

      1. All Dance/Concert events under this policy must comply with the following advanced arrangements.
      2. No later than fifteen (15) business days prior to an event, a planning meeting must be held between the sponsoring organization and SUA staff. It is the responsibility of the sponsoring organization to arrange the meeting with the SUA staff.
        1. All reservations for Dance/Concert events included in this policy will be considered tentative until authorized representatives of the sponsoring organization meet with authorized SUA staff to review all event arrangements required by this policy.
        2. Planning meetings must be scheduled within the timeframe of 4:00p - 9:00p, Tuesday - Saturday. If this meeting is not arranged fifteen (15) business days prior to the event, the event in question will be automatically canceled.
        3. The "Dance/Concert Planning Guide and Checklist" document should be used by the sponsoring organization to prepare for the meeting.
      3. All arrangements for the event must be finalized ten (10) business days prior to the event.
      4. The closing statement of the Dance/Concert Policy must be read and signed by the sponsoring organization as well as an authorized SUA staff member.

    7. Administrative Procedures

      1. Each facility included in this policy will establish fees for services that reflect the individual facilities costs. Examples of fees include, but are not limited to: room rental costs, audio/visual charges, equipment set up fees, late fees, security costs, etc.
      2. Under this policy SUA will provide any forms needed to allow the sponsoring organization and the facility to demonstrate compliance with policy

    8. Cancellation

      1. The SUA staff and U of MN Police reserve the right to take action if there is a failure by the sponsoring organization to comply with the Dance/Concert policy, any applicable SUA policy, U of MN policy, Minnesota State Law, or Federal Law. Under such circumstances the event may be canceled or halted prior to the scheduled conclusion. The sponsoring organization may be assessed a late cancellation fee or be assessed the complete room rate charge in such cases. Disciplinary action may be taken with the individual or sponsoring organization based upon the nature of the violated policy.
      2. In the unlikely event that the SUA or U of MN Police cannot provide adequate staffing for a Dance/Concert event covered in this policy, the event may need to be rescheduled or canceled. No cancellation fees will be assessed to the sponsoring organization in such a case.

    9. Evaluation

      1. Within ten (10) business days of the event an evaluation will be completed using a standard format and sent out to the sponsoring organization. The evaluation will include written remarks, when applicable, by a SUA representative, a representative of the sponsoring organization, and a representative from the U of MN Police Department.
      2. The results of an event evaluation may influence decisions regarding the specified sponsoring organization's future use of all SUA facilities for a period of up to three (3) years. In addition, the results of an event evaluation may determine the level of security required for future events or denial of future use of SUA facilities.

Food/Book/Toy Drive

Registered student groups and University departments may apply to have a food, book or toy drive bin at SUA’s Information Desks. Each location must be approved in advance by the Information Desk Manager. SUA will not store any of the items or the bin itself at any time. SUA is not responsible for items in the bin. It is the sponsoring party’s responsibility to remove the items on a regular basis. If the bin fills up prior to the end of reservation time, a SUA staff member will contact the sponsoring party to empty the bin as soon as possible. A storage fee of $5.00 per day will be charged to the sponsoring party if any items or the bin are not removed on the final date of reservation. All registered student groups must obtain an approved Sales and Fundraising permit from the Student Activities Office for any food, book or toy drives conducted in the SUA facilities before approval will be given by the Information Desk Manager. Due to space limitations, only one bin can be approved at a time for each location, and each bin reservation is allowed for a maximum of two weeks (ten business days). The contact to request space for a food, book or toy drive bin at the Info Desk is the Information Desk Manager.

CMU Rehearsals

Groups are eligible for a 50% room rental discount if the rehearsal booking is made within 10 business days of the group's full price SUA reservation. All discounted rehearsal bookings must be approved by the Events and Conferences Director before the booking can be confirmed and the discount granted.

SPSC Rehearsals/Performance Package

Groups that book a performance at the full rental rate at the SPSC Theater receive all preceding rehearsals, as well as audio/visual equipment, at half the regular rental rate. The SPSC Rehearsal policy also allows groups to reserve one free conference room for the date of their performance. Requests for the complimentary conference room must be made prior to the event date.

Weddings

Weddings Website

Wedding receptions are only allowed at the St. Paul Student Center. Wedding reception reservations are not allowed during University holidays or the Minnesota State Fair. Wedding reception fees include insurance and additional building hours until midnight.

Back to Top

Planning

Room Set Up

Most of the venues can be set up in a variety of ways. All room setups will be done by SUA staff members. Customers must communicate event set-up needs to the Events and Conferences Staff at least 10 business days prior to the event date. Late requests may not be able to be accommodated and/or may result in additional charges.

There is no additional charge for use of furniture, table skirting or easels. SUA does not provide table linens or place setting, however most caterers provide these items.

Package/Materials Delivery

Any packages or materials that need to be shipped to a SUA facility for an event cannot be sent more than 24 hours prior to the event date. Due to storage and space restrictions, SUA cannot store packages or materials longer than 24 hours post-event. The client will be charged $25.00 per day for any packages or materials that are stored in the SUA facilities outside of the aforementioned time-frames. Any packages or materials that are not picked up within two weeks (10 business days) post-event date will be discarded. The client is responsible for making all delivery and pick-up arrangements ahead of their event. Please contact the Events and Conferences Office and ask to speak with an Event Coordinator if you are planning on shipping any packages or materials.

Movies and Gaming

In compliance with the Federal Copyright Act (Title 17 of the United State Code) regarding film and video piracy anyone wishing to show a film or a video game in any SUA venue must first obtain a public performance license agreement. Neither the rental nor the purchase of a videocassette, video game, or DVD carries the right to show it outside the home.

Customers requesting to show a film or play a copyrighted video game in a SUA venue must return a completed Film/Gaming Public Performance application to the Events and Conferences office ten days prior to the event date. The application must include a copy of the public performance license agreement that allows the applicant to show the copyrighted material in a public setting. If this application and license agreement is not received the copyrighted material will not be permitted and or the event may be canceled at the customer's expense. Reservations for film or gaming events will not receive a confirmed status unless the Film/Gaming Public Performance Application has been approved.

Sales at Events

  1. Sales at events are permitted if items sold are directly related to the event.
  2. Sales are limited to the venue in which the event occurs.
  3. Sales must comply with the provisions of any exclusive contract between University and a beverage provider.
  4. A sales/fundraising permit must be approved through the SAO for student group events.
  5. University Guests must complete a sales permit as part of an exhibit to their contract.
  6. The approved permit must be displayed at the site of the sale.

Hold Policy

A two week hold on a venue may be placed no later than 20 U of M business days prior to the event. No group can have more than two active holds at any given time. All cancellation fees apply to the hold policy.

Rain Backup

Inclement weather/rain backup sites must be reserved in advance, and the reserving group must give notice to the Events and Conference office as to the desired program location. If the rain backup site is used, the customer will be charged the full room rental rate and will not be charged for the outdoor space. If the rain back up is not used, the customer will be charged half of the room rental rate for the rain back-up and the full fee for the outdoor space. SUA reserves the right to mandate the time in which rain calls must be made.

Back to Top

Services

Audio/Visual Needs

Requests for tech/media services must be made 10 business days prior to the event date. Late requests may not be able to be accommodated and/or may result in additional charges. Any requests for use of outside sound or other equipment must be approved by the Events & Conferences Director. SUA reserves the right, at its discretion, to require an AV tech at the customer's expense if the event necessitates one. Setup of all stage sets and program support equipment will be accomplished by or be under direct supervision of the Union staff. When requests cannot be accommodated by the Audio Visual Staff, the Events & Conferences office will coordinate with University Media Resources to provide needed equipment and services.

Event Security

Security for events will be determined by SUA personnel. Dance/Concert security is subject to the Dance/Concert policy.

Decorations

Clients who wish to hang decorations in any SUA event space should contact the Events and Conferences Office and ask to speak with an Event Coordinator to review their request. Any requests regarding decorations must be discussed with an Event Coordinator no later than 20 business days prior to an event date.

  1. All decorations must comply with local, state, and national fire regulations and may be subject to approval by local fire authorities
  2. All decorations must be approved in advance by the Events and Conferences Office.
  3. All organizations are responsible for setting up their own free standing decorations as well as removing them at the end of the event.
  4. The use of glitter or confetti is prohibited.
  5. Open flames will not be permitted. Only materials which are treated with flame retardant may be used for decorations.
  6. Tape is not allowed on any surface in the Student Unions unless approved by the Events and Conferences Office.
  7. Tacks, push pins, or staples are not allowed except on bulletin boards or portable panels.
  8. SUA Staff reserves the right to remove postings in violation of the House Policy.
  9. The St. Paul Student Center can provide ceiling decorations for weddings and North Star Ballroom events. Please see our wedding decorations page for information.

Pianos

Rooms with pianos may be used by students, faculty, and staff for free. However, the rooms cannot be reserved in advance. Those wishing to practice piano must contact the reservations office on the day they wish to practice. If a room is available and the sound will not affect other meeting or events, the room will be made available.

There is a piano located on the first floor of Coffman. This piano is not reservable but is available free of charge on a first come, first served basis.

SUA will tune all pianos once per semester. Any additional tunings will be charged to the customer. If pianos need to be moved, the customer will be charged. A professional piano mover must be hired to move pianos between floors.

Back to Top

Payment

Payment Schedule

Student Groups:Invoiced following event
University Departments:Rental fees charged to CUFS account 2 weeks post-event
University Guests:Payment required 10 U of M business days prior to the event
Government Agencies:Payment required 10 U of M business days prior to the event

Cancellation Fees

Cancellation fees are a percentage of the original price quote based on the number of business days in advance of the event date that the event is canceled. Technicians must be canceled ten U of M business days in advance or groups will be charged full technician rental costs.

16-20 U of M business days25%0- 5 U of M business days100%
11-15 U of M business days50%Failure to cancel100%
6-10 U of M business days75%No show100%

Customers are charged cancellations fees for events that are rescheduled, in accordance with the preceding structure.

Damage/Cleaning Fees

Customers shall surrender possession of the SUA venue to SUA at the conclusion of the Event in good condition and repair. Customer shall reimburse SUA for any and all costs SUA incurs to repair any damage to the SUA venue or other SUA property or equipment arising out of or connected with the Customer's use of the SUA venue, unless such damage is caused solely by University, its officers, employees, agents or representatives. Customers will also be charged a custodial fee for any post event cleaning that goes above and beyond the standard cleaning time. Special custodial fees are $22.00 per hour outside of normal cleaning time.

Co-Sponsorships

  1. Co-sponsorships may exist between Registered Student Groups and Registered Student Groups, Registered Student Groups and University Departments, or University Departments and University Departments.
  2. The organization or department making the initial reservation is to be held as the responsible organization. If a balance is not paid, the responsible organization will be required to pay costs
  3. Registered Student Groups and University Departments may not reserve space for other organizations for the purpose of lower rates or to extend limitations for reservations as outlined in the Events and Conferences Guidelines. The organization or individual who holds the reservation must be primarily responsible for planning, implementing, and financing the event. SUA reserves the right to evaluate and make final determination of appropriate rates for the reservation based on the above as well as whether misrepresentation has occurred. If intentional misrepresentation has occurred, this may result in the organization that holds the reservation being charged the higher of the two rate structures. This also may result in suspension of reservation privileges in SUA.

Back to Top

Publicity and Promotion

Publicity and Promotional Guidelines

The following promotional materials are allowed in the SUA facilities subject to the following:

Display Cases

Coffman Memorial Union display cases 2-5 on the Ground floor of Coffman may only be reserved by registered student groups and University departments. St. Paul Student Center display cases 1-3 may only be reserved by Registered Student Groups and University Departments.

  • Each group may reserve a display case for two one week periods per academic year (Summer session excluded).
  • Cases may only be used to promote upcoming events or promote registered student groups or University Departments.
  • Display cases reservations run from 1pm Monday to Noon the following Monday
  • Departments that have not utilized their space by Noon on Wednesday on the week of their reservation automatically forfeit their reservation and pay of the rental rate ($5/day). The first group requesting to utilize the display case may do so for the remainder of the week without it counting as one of their two one week academic year reservations and pay of the rental rate.
  • The name of the organization, the date, time and location of the upcoming event (when applicable), and a contact person's name and phone number must be prominently displayed.

Each display case will be inspected after it has been set up to ensure compliance with these guidelines. In the event that these conditions are not met, the display will be removed. Groups requesting reservations are responsible for removing their display by noon on Monday. Displays not removed will be taken down on Monday and stored for one day at the Events and Conferences office. Items not retrieved by the end of building hours on Monday at CMU and Tuesday at SPSC will be recycled or discarded. The SUA are not responsible for the contents of display cases.

Banners

Banners are not allowed on exterior spaces managed by SUA. This includes, but is not limited to, exterior surfaces on SUA facilities, light poles, columns, and sidewalks. Banners may be allowed inside reservable interior spaces, subject to approval by SUA Director or their designee. Arrangements for hanging a banner in a reserved space must be made with a representative from the Events and Conferences Office.

Easels

Easels are allowed in designated areas of the building and must be approved in advance by the Events and Conferences Office. See below for easel locations. Easels will be provided on a first come, first serve basis and may advertise and/or direct patrons to an event within the building. Signs are to be displayed on the day of the event only. If an easel sign is placed without prior approval, it will be removed and discarded. If signs are not picked up by the customer at the end of the event, they will be removed and discarded upon closing of the building.

Floor Directories:

Posters and Flyers

Posting of posters and flyers must be done in accordance with the House Policy on Posting and Decorations as well as the Events and Conferences policies on decorations. All posters must get approval from the SUA Info Desk and will be posted and removed by staff. Please see http://www.coffman.umn.edu/info/postingpolicies.php for additional information.

Back to Top

Catering

Catering/Food Permits

SUA allows any licensed caterer that our customers choose. SUA does not provide catering services, nor table linens or place settings - these will need to be rented from an external source.

Food permits are required for any groups bringing food into the building for meeting or events. All food permits must be submitted to the Events and Conferences office ten (10) days in advance if the Department of Environmental Health and Safety approval is required. Catered events and potluck events require the approval of the Department of Environmental Health and Safety.

Alcohol

Customers that want to serve alcoholic beverages at their Event must submit to the Events and Conference Office a completed alcohol permit, "Application to Serve Alcoholic Beverages at an On-Campus Event" (an exception to the Regents' Policy on Alcohol). The University may grant or withhold its consent to the serving of alcoholic beverages at the Event in its sole discretion. The sale of alcoholic beverages in the Facility is strictly prohibited.

Prep Kitchens

There are two prep kitchens in Coffman Memorial Union, one within the Great Hall the other within the third floor adjacent to the Mississippi Room. The St. Paul Student Center has one prep kitchen located within the North Star Ballroom. The kitchens are not licensed and therefore can not be utilized for cooking or baking food for public consumption. The kitchens are preparation rooms designed to keep cooked food warm, thus there are no ovens in the prep kitchens. The rooms do not contain freezers, silverware, or utensils for use. Cleaning instructions are posted in the prep kitchens on how to operate and clean the equipment.

The Events and Conferences Office must be notified if you plan on using the prep kitchen facilities. Visit the Events and Conferences Office in Room 309 CMU or Room 42 SPSC Mon. - Fri. 8:30am - 5pm to have the prep kitchen unlocked -OR- visit the Information Desk to contact a building manager, who can assist with your prep kitchen use.

Trash cans and liners are the only items provided by the SUA. Before you leave please remove all items you brought into the kitchen along with all trash & recycling. You are responsible for cleaning what you use. Trash and recycling is located in the East Loading Dock of CMU and by the Terrace North entrance/exit of the SPSC. For assistance in removing your trash from the prep space, please contact a building manager at the Events and Conferences office or by going to the Information Desk. A fee of $22.00 per hour will be charged to your event if extra cleanup is required.

Back to Top

Other

Additional Building Hours

Requests for use of SUA facilities beyond normal building hours require the approval of the SUA Director. A special building hour request form is available through the Events and Conferences office and must be submitted to the Events and Conferences office no later than twenty (20) U of M business days prior to the requested event date.

Annual Events

In March of each year the Events and Conferences office will begin accepting annual event reservations for events taking place more than a year in advance. For example, in March 2005 Events and Conferences accepted annual event reservations for events that occurred between July 2006 and June 2007. Annual event reservations will be received on a priority basis before taking general reservations.

The order of priority is as follows:

  1. University-Wide Annual Events (Convocation, Orientation, GradFest, Campus Preview Days, etc.)
  2. MPAC/BOG/SUA
  3. Registered Student Groups (large annual events only e.g., Chinese New Year)
  4. University Departments
  5. University Guests

Contracts and Insurance

Contracts and insurance are required for various types of events. Please see the Events and Conferences office for details.

All University Guest reservations need to provide a certificate of insurance (1,000,000 General Liability and MUST name the Regents of the University of Minnesota as additionally insured) or purchase special event coverage through the University of Minnesota.

Back to Top

Departmental Relationships

Return to:
Student Unions & Activities
Office for Student Affairs
U of M Home

University of Minnesota Resources

Student Unions & Activities Resources

Page Details

Online Privacy Statement

©2006-2008 Regents of the University of Minnesota. All rights reserved.

Last modified on Apr 7, 2008.

The University of Minnesota is an equal opportunity educator and employer.