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University Facilities & Literature Distribution

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Registered Student Groups cannot reserve meeting rooms, event venues, contact tables, or any other spaces on campus for use by other student groups, University departments, outside groups or individuals to provide access or reduced costs in using University facilities, services or staff. Providing this inappropriate access to University space may result in disciplinary action against your group.

Guidelines

Activities conducted by student groups using University facilities must not interfere with orderly University operation. Student groups have the responsibility to preserve conditions favorable to orderly and rational discussion. This includes, but is not limited to, the following:

1. Students who participate in any activity (e.g. meetings, programs, seminars) sponsored by a student group shall: 1. Conduct themselves in a manner that will not interfere with those activities, and 2. Attempt to restore an atmosphere conducive to free expression and cooperate with other individuals who are making such attempts if disruption occurs. 2. Student groups are urged to adopt a meeting format that allows time for questions and public discussion.

While University facilities cannot be used for private commercial gain, student groups may use University facilities for profits that accrue to the group as a whole.

Any events using University facilities where Alcohol, Sales and/or Fundraising, or Food are present will need an approved Alcohol, Sales and/or Fundraising, or Food Permit. Visit www.sua.umn.edu/groups/forms/ for permit applications.

Procedures for Facilities Use

1. Student groups desiring to use University facilities under the control of a University department must arrange for such use with that department. These include, but are not limited to: Coffman Memorial Union or (612- 624-9954), St. Paul Student Center or (612-624-8145), Classroom Space or concert and lecture halls, and sports facilities. 2. Outdoor space, other than that specifically under the control of another University department, must be reserved through Student Unions & Activities. 3. Student groups that use University facilities must abide by University safety regulations. 4. The University shall have the authority to assess custodial, maintenance, and/or security fees for events conducted using University facilities. 5. Student groups serving food on University facilities, including outdoor space, shall have food prepared in and/or provided by University of Minnesota Dining Services or a licensed commercial food service, and have sua.umn.edu/groups/…/facilities.php 1/3 4/8/2011 Use of University Facilities & Literature … an approved Food Permit through the University Environmental Hygiene Officer or designated person at least five (5) days before the event. Any exception to the above shall be discussed with and approved by the University Environmental Hygiene Officer a minimum of ten (10) days before the event.

Classroom Reservations

The Classroom Management Scheduling Unit coordinates the event scheduling functions for all general-purpose classrooms. Visit the Office of Classroom Management (OCM) web site at http://www.classroom.umn.edu . Any group that is part of a University department, a student group registered with Student Unions & Activities and certified for using central classrooms, a nonprofit, government, or for-profit organization may request classrooms for use, but must adhere to the guidelines outlined by Classroom Management.

In addition to general-purpose classroom space, alternate venues include the Continuing Education Conference Center, the Student Unions, Weisman Art Museum, Ted Mann Concert Hall, or Northrop Memorial Auditorium.

Student Group Reservations

The OCM Scheduling Unit will accept requests from and schedule reservations 30 days in advance for the following student groups:

University Campus Life Programs (CLP) groups (CLP designation includes insurance eligibility/certification and a University financial account number) Registered Student Organizations (RSOs) who are officially registered with Student Unions & Activities (SUA)

Student Unions & Activities (SUA) is a partner with OCM regarding registered student group use of central classrooms. SUA will provide guidance, oversight, and where necessary, discipline regarding student group use of classrooms. Student groups requesting classroom space should contact OCM directly.

Serving and consumption of food or beverages will result in an excess cleaning fee. Events involving excessive or late hours cleaning will also result in extra charges. If the group is NOT sponsored by a department with a University financial account, then they will need to work with Facilities Management to coordinate any payment due.

OCM will write up and process all use/lease agreements. Violation of the Event Scheduling Policy and Guidelines, Use-lease Agreement, University Policy, or other rules may result in probation or suspension of classroom facilities use. Extraordinary cleanup, or any damages incurred from student group event usage will be charged at cost for first offense. Thereafter a reservation will require a $500 deposit.

Outdoor Space Reservations

The University of Minnesota recognizes that currently registered student groups and University departments may use outdoor space on the Twin Cities campus on a space-available basis for programs and events. The use of contact tables for information dissemination only is also allowed on the Washington Avenue Bridge, Williamson Plaza, St. Paul Student Center Terrace, Coffman Front Plaza, and Coffman Riverbend Plaza.

All outdoor space events require significant planning time. For most events, 10 business days is the required minimum in order for your group to obtain space, however, if your event includes any displays or requires security, 20 business days is required. Your group may be required to have a longer timeline (up to 12 weeks) dependent upon the nature and scale of your event due to the large number of permits and approvals that may be required. For any outdoor event, submit your application as early as possible and work closely with a Student Activities Advisor to ensure successful planning. sua.umn.edu/groups/…/facilities.php 2/3 4/8/2011 Use of University Facilities & Literature … Requests by registered student groups for outdoor space must be submitted to Student Unions & Activities prior to approval by other University Facilities. An outdoor space application and procedures is available online at www.outdoor.umn.edu .

Literature Distribution on Campus

There are specific policies and procedures for the distribution of handouts, indoor postings, outdoor postings, chalking and placing publication bins and racks on campus. Student groups are responsible for knowing and adhering to these policies. See the specific policy under Distributing Publications and Installing Banners at the University .

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