Requests for Outdoor Events Must Follow The

Outdoor Event Request Form Requests for outdoor events must follow the “GUIDELINES FOR USE OF THE UNIVERSITY OF MICHIGAN GROUNDS” http://www.fo.umich.edu/guidelines.php

*Application MUST be submitted 10 days PRIOR to event and no more than 1 year in advance. City property approvals will need to be granted by the City of Ann Arbor; therefore the application must be submitted 60 working days in advance of the proposed event. CONTACT INFORMATION

Name of Requestor (Onsite Contact): UofM Uniquename/ Guest Email:

Affiliation- School, Department, MSA-registered or volunteer student group, alumni (graduation year) or other:

Short Code Number: Phone:

Title of the Event:

Date of the event(ex: Friday, September 4, 2017): Has your event occurred annually or in the past (outdoors)? ☐ Yes ☐ No

EVENT LOCATION/AUDIENCE INFORMATION/DATES/TIMES Location Requested (include the name & attachment of the event layout): Layout should include placement of all items included for your event including quantity and size of each (tents, tables, stages, vehicles, etc.).

 ANNUAL OR PAST EVENTS: Include the event layouts that have been approved for annual or past events.  PEDESTRIAN FLOW: Pedestrian flow through the area cannot be interrupted. No trip hazards of any kind.  ROAD CLOSURES: Road closures are not recommended due to traffic flow issues and the disruption to reroute UM & City buses (last resort for UM events). City owned roads can only be closed by the City of Ann Arbor (most roads on Central and South campus are owned by the City). All of North Campus roads are university-owned. You will need ADDITIONAL APPROVAL by the City of Ann Arbor to close roads (http://www.a2gov.org/services/Pages/SpecialEventscommunityservice.aspx).  FENCING/BARRICADES: Indicate placement fencing/barricades for your event. The UM Fire Marshall and UM Police must review the layout before approval can be granted and an onsite inspection will be required.  RUNS/WALKS/RACES OF ANY KIND: ALL routes MUST include road closure, volunteers and/or security placements, signage and refreshment stands along route.  VEHICLE TRAFFIC: All vehicles MUST park in designated parking areas (denied on university grounds and sidewalks). Vehicles cannot park in a fire lane or on the grass areas for ANY reason. Handicap access cannot be blocked for any reason. Damage to the grounds, trees, or property will result in charges for damages and/or repairs. Any vehicles not following these rules/restrictions will be ticketed.  INSPECTIONS: Inspections and approvals by specific university department(s) for certain requested item(s) may be required prior to the approval of your layout. Keep in mind:  The nature of your event may determine specific requirements or additional fees.  Understand that misrepresenting the nature of the activity or failure to fully disclose pertinent details regarding this event, may result in additional charges or denial of future outside facility use.  Understand the University retains the right to cancel, deny, postpone, or alter arrangements for any event if necessary.  ANY and ALL changes must be approved by the University of Michigan AVPFO Office for your layout to be valid. Will road or parking lot closure be needed? ☐ Yes ☐ No If so, list roads/parking lots:

Estimated amount of attendees at this event:

Will guests be by invitation only?

☐ Yes ☐ No

What type of crowd will be at this event? ☐ University faculty, staff & students ☐ Alumni ☐ General public

Dates & Times of Event:

Set-up Date: Set-up Time: Start Date: Start Time: End Date: End Time: Clean-up Date: Clean-up Time:

Will there be a rain date?

☐ Yes ☐ No Set-up Date: Set-up Time: Start Date: Start Time: End Date: End Time: Clean-up Date: Clean-up Time: Describe and summarize your event:

EVENT DETAILS *Please check all that apply* U of M’s preferred vendors: http://procurement.umich.edu/product-service-category/eventsequipment-rental

Select Below Event Items Details of event item type(Describe) Notes (Guidelines & : *Information below is required prior to approval. Policies) Amplified Sound Include time frame of sound, vendor information and names/list of people *Amplified sound is allowed from ☐ performing. 12:00pm-1:00pm daily (no permit necessary) during this hour. Amplified sound permits may be granted by AVPFO:  Mondays-Fridays 5:00pm- 11:00pm  Saturdays-Sundays 8:00am- 11:00pm  Additional ability for amplified sound may also be allowed on days that UM classes are not in session (holidays, academic breaks, Welcome Week, etc.).  Amplified sound requests are normally limited to four (4) hour blocks. Art Displays Include the quantity and what will be pictured or displayed. *This request must go to “EEDR” ☐ and “President Advisory Art Committee” for approval if displays are more than 7 days. Your art installation cannot be approved through the Outdoor Events process. EEDR (http://www.umaec.umich.edu/wp- content/uploads/2013/08/EEDR- Comittee-guidelines.pdf) President Advisory Art Committee (http://www.public- art.umich.edu/applications.html) *All structures must meet and cannot exceed the height restriction of 8 feet tall. Animals Include the purpose for animals, type(s), quantity per animal, and vendor *Insurance information may be ☐ information. needed.

Balloons Include quantity and vendor information. *Sustainability Initiatives are ☐ required:  Biodegradable latex  Hand tied (avoiding plastic clips)  Limit use and avoid strings as much as possible  NO balloons can be released into the air

*Insurance information may be required. Cooking Include type of power source (propane, electricity, or charcoal, quantity of fire * Whenever grilling onsite for the extinguishers and quantity of FMS metal trash cans. ☐ public, a temporary hand wash station is required.

*Proper coal disposal: at termination of use, embers and ashes shall be thoroughly soaked with water and disposed of in FMS provided metal trash cans. Flammable liquids to start the charcoal are not permitted.

*Fire extinguishers may be required and approved by the Fire Marshall. You can purchase one from a Home Improvement store or F&O can provide extinguishers for a charge.

*FMS metal trashcan may be required by the Fire Marshall. You can purchase one from a Home Improvement store.

Drones *Drones cannot be approved ☐ through this process. You must directly with the Autonomous Systems Committee http://research.umich.edu/unmann ed-aircraft-systems Electrical Needs Include list of items needing electricity, quantity, amp, voltage, size of generator, *Power sources are not available ☐ vendor name, cord length and quantity, cable ramps, etc. at all outdoor venues. If power is available, there may be a service charge for connection.

*Generators: Requestor may elect to bring generators for power, however, additional Fire Safety requirements are required:  Placement of 50 feet from the building and structures  Fire extinguisher on site  Larger generators (3K and above) require inspections  Fencing/barricades to enclose generator

*Cable ramps/covers are required for any event that is laying cable, wire and water hoses across pedestrian or vehicular pathways. Cable ramps/covers are used to minimize the risk of tripping or damage to the cable. Fencing/Barricades Include placement on the layout submitted. *”Type 3 Traffic Barricades” are ☐ the required barricades for UM events.

*Monitors/volunteers will be needed.

*Authorized signer of the short code: https://ltp.umich.edu/internal/speci al-event/ Filming/Photography *Once approved by the UofM ☐ Film Office you will receive a permit and work directly with the facilities managers of the indoor locations requested. Outdoor filming locations will be issued by AVPFO Office. https://filmoffice.vpcomm.umich.ed u/applications-and-forms/ Food/Beverages Include whether this event is public or private, who is serving the food, vendor ☐ information and food description.

Games Include the types, quantity, who will be monitoring, placement on layout and *All structures must meet and ☐ picture of games. cannot exceed the height restriction of 8 feet tall.

Items into the ground Include the height, quantity, what type of item will be inserted into ground (wood, *Objects cannot be sunk into the ☐ plastic, metal, etc.), and picture of item or similar item. turf/ground any more than 2.5-3 inches due to their damaging affect to our sprinkler systems.

*All structures must meet and cannot exceed the height restriction of 8 feet tall.

☐ Lighting Include what will be displayed, specific color and purpose. Open Flames Include quantity of fire extinguishers you will have onsite, temporary hand wash *The Fire Marshall will review ☐ station layout with grills, type of power source (propane, electric, charcoal, etc.), before approval and an and whether you have a FMS metal trash can. onsite inspection will be required.

*Fireworks and open flames are normally denied everywhere on outside grounds. The only rare exceptions can be made by the U of M Fire Marshall.

*Fire extinguishers must be approved by the Fire Marshall. You can purchase one from a Home Improvement store or F&O can provide extinguishers for a charge.

Parking Include the quantity of vehicles parking (regular, accessible-handicap, etc.), start *Special Event Parking Request ☐ and end time, where parking, signage (what information will be posted), vendor may need to have the authorized information, who will provide the payment information and short code number for signer of the short code complete any fees. the following form: https://ltp.umich.edu/internal/speci al-event/

*Parking Lot closures will need to complete the following form: https://ltp.umich.edu/internal/close- park/ ☐ Police/Security

Raffles *The Executive Vice ☐ President and Chief Financial Officer’s (EVPCFO) Office (734-764-7272) must be contacted for approval. The EVPCFO is the only person that can sign a raffle license within the University of Michigan. However, it is rarely approved at outdoor venues. Restrooms Include vendor information and date/time of delivery & pick-up. *Event may require renting ☐ Portable Toilets based on estimated amount of people attending (5% portable toilets must be ADA units):  If beverages or alcohol will be served add 15% to 20% more restrooms.  If there is higher ratio of women- to-men attending, add 15% to 20%  Add one handicap restroom per standard 20 restrooms, or a minimum of one for events open to the public *Adequate hand-washing should also be provided with restrooms in all food service areas. Runs/ Walks/ Races/ Marches Include if the event is competitive or non-competitive, private or public, sidewalks *Any Race/Walk/March with more ☐ or streets, any road closures, quantity of attendees, quantity of volunteers, than 200 people must have HVA medical assistance plan, and route. on notice: http://hva.org/our-operation/event- coverage

*Waivers may be required.

Sales/Donations & Solicitation Include commercial or non-commercial vendor information and reasoning for sales *As a norm, all requests for ☐ (donations) and/or solicitation. sales and solicitation on outdoor grounds are denied. However, if you would like an exception, please provide in detail why sales/donations and solicitation is required at this event. Signage Include what will be displayed, size and placement on the layout. *Wire/lawn signs are not allowed ☐ on campus due to their damaging effect to our sprinkler systems.

*Signage requests more than 7 days must go to “EEDR” and “President Advisory Art Committee” for approval. More than 7 day signage cannot be approved through the Outdoor Events process.  EEDR: http://www.umaec.umich.edu /wp- content/uploads/2013/08/EE DR-Comittee-guidelines.pdf  President Advisory Art Committee: http://www.public- art.umich.edu/applications.ht ml Sprinklers * Sprinklers only run from ☐ 12:00am-7:00am across campus. Unless any part of your event is during those hours, turning off the sprinklers are an unnecessary cost and not recommended. Staging Include quantity, dimensions of each, the maximum number of people on the *EHS will have to inspect the ☐ stage at one time, what equipment will be on the size and vendor information. following structures:  Covered System  Mobile Stages  Structures  Scaffolding  Truss  Other Tables/Chairs Include in layout, quantity, size, and vendor information. *The university does not provide ☐ any source to rent tables/chairs. An outside vendor will be needed for all rental items. Staff/student referred to our preferred vendors for outside services/rentals: http://procurement.umich.edu/buyi ng/find-products-services Tents Include quantity, size(s), how tent(s) will be held down, and vendor information. * Stake driven into the ground will ☐ break irrigation system and result in repair costs for the university. There are limits for sizing of the tent based on width of tent (60’wide or smaller MUST be weighted down). Vehicles On-Site Include picture of vehicle, quantity, and reasoning. *Special Event Parking Request ☐ may need to have the authorized signer of the short code complete the following form: https://ltp.umich.edu/internal/speci al-event/

*Parking Lot closures will need to complete the following form: https://ltp.umich.edu/internal/close- park/ Waste/Recycling Include the quantity and delivery/pick-up dates. *Are you interested in a “Zero ☐ Waste Event?” http://sustainability.umich.edu/ssi/z ero-waste to learn more information.

☐ Water

Alcohol *Please contact April Fielek ☐ at (734)764-6652 before completing form. Alcohol at outdoor venues must be approved by this office. However, it is rarely approved at outdoor venues. ☐ Other items (catapults, chemicals, segway tours, raffles, etc.):

EMAIL FORM AND ANY ATTACHMENT TO: [email protected] If you have any questions, please contact Marissa Killian at the AVPFO Office (734) 615-9075

This form applies to all designated outdoor common areas on the UofM-Ann Arbor Campus with the following exceptions: Central Campus Diag, Eda U. Gerstacker Grove (North Campus Diag), Nicholas Arboretum, Matthaei Botanical Gardens, Rec Sports facilities and the Stephen M. Ross Athletic Campus. NOTE: these are governed by their own guidelines. Central Campus Diag- https://campusinvolvement.umich.edu/article/central-campus-diagnorth-campus-gerstacker-grove Duderstadt Portico- http://www.dc.umich.edu/scheduling Eda U. Gerstacker Grove (North Campus Diag)- https://campusinvolvement.umich.edu/article/central-campus-diagnorth-campus-gerstacker-grove Michigan Conference & Event Services- http://conferences.umich.edu/ Nichols Arboretum & Matthaei Botanical Gardens- http://lsa.umich.edu/mbg/plan/rental-contact.asp Rec Sports Facilities- https://recsports.umich.edu/facilityrentals/spaces/ Stephen M. Ross Athletic Campus- [email protected]