Facilities Use Policies and Procedures

RESERVATION: a confirmed booking for an event space and/or services.

INTERNAL: any group or user that is affiliated with the University of Michigan-Dearborn and their event or reservation is related to the fundamental purpose of their student organization (sponsored or registered student organization) or University department. All charges for these events will be processed through the organization or department’s shortcode.

EXTERNAL: any group or user that is not a University department or University Sponsored or Recognized student organization. Individual faculty, staff, students, and alumni are considered external clients.

General Event and Meeting Spaces 

Indoor Spaces

• Large Event Spaces (200-350 guests): RUC Kochoff Hall ABC. FC Quad E, FC Michigan Room
• Medium Event Spaces (up to 150 guests): UC Kochoff Hall AB, UC Kochoff Hall BC, UC Kochoff Hall A, UC Kochoff Hall B, UC Kochoff Hall C, FC Dining Room D, FC 180
• Standard Meeting Rooms (10-75 guests): UC 1225, 1227, 2190. FC 110/111, FC 120/121

Outdoor Spaces

• RUC Patio
• University Plaza (between RUC and Mardigian Library)
• Others upon request and event needs
   

Individuals may access University buildings to use the spaces and services during published open hours. The use of spaces should contribute to the University of Michigan-Dearborn’s mission.
All spaces are not available for general use due to the educational mission of the University. As a result, reservation policies may vary by building. Your UUE Event Manager is conversant with policies for each building and can assist with identifying the most appropriate locations for your activities. In most cases, events will be directed to buildings with spaces designated as event and meeting spaces outlined above. A reservation for an academic course, event, service, or space, will take precedence over an individual/group wanting to use that space without a reservation.

UUE is committed to making our guest experience enjoyable and comfortable. Please advise your Event Manager of any special considerations 30 days before your event. UUE has a wheelchair that is available upon request at no charge - a valid ID is held while the wheelchair is in use.

With the exception of ADA service animals or ADA service animals-in-training, no animals or pets are permitted in University Unions facilities unless provided an exception by the UUE Director. ADA service animals and ADA service animals-in-training must be supervised at all times.

Manual or electric roller skates/blades, skateboards, scooters, hoverboards, bicycles, and the like are prohibited in University buildings. Bikes and scooters can be stored in the racks outside the campus buildings, not blocking walkways or entrances. Exceptions can be granted by the UUE Director for programs in reserved spaces that involve these items.

To ensure the safety and comfort of all users, clothing and shoes are required at all times in University buildings. Exceptions are permitted for use of the reflection rooms and foot washing stations.

Unmanned aerial vehicles (UAVs), commonly known as drones, are not permitted to operate, take off, or land from, on or over University of Michigan property unless approved in advance, in accordance with university policy. Details about the university's drone policies can be found on the Risk Management's Other Services page.  An application for approval must be submitted at least two weeks in advance.

To ensure the safety of guests and staff, emergency response plans are created for various situations, including medical, fire, tornado, and crowd control.  In an emergency, please notify the University Unions’ staff immediately. Individuals must comply with all directions by University staff and local authorities.

The University of Michigan’s approach to protests, demonstrations, and (potentially) controversial events includes ensuring free speech protections with content-neutral limitations such as time, place, and manner restrictions. We do not limit speech but may provide parameters about where, when, and how it can occur, such as building hours and other space use policies. In the event an individual is lawfully asked to leave a University controlled building or premise by police or security officers or other individuals acting on behalf of the University in their official capacity, they must comply.

Internal organizations and departments should request event space for expressive activities through the regular room reservation process. Two weeks advance registration is encouraged, but the University recognizes that circumstances arise when less advance notice is possible. Internal events may not include tents, amplified sound, or any signage in the ground, without prior approval.

External individuals and/or groups interested in protests, demonstrations, or expressive activities are only permitted in pre-approved areas. Individuals coordinating these types of events must check in and be registered at the University Information Center in the Renick University Center. Failure to register prior to the event will require an on-site signed agreement to avoid being asked to leave campus. External events may not include tents, amplified sound, or any signage in the ground, without prior approval.

Approval for filming and photography in University buildings must be obtained at least seven days in advance. This includes projects for academic, University, and/or professional needs or anything beyond casual use. Please contact your Event Manager or UUE Director to make the request.

It is of critical importance that all fire regulations are followed.

• Decorations and/or displays must not compromise public safety or increase the risk of property damage. 
• Stay within posted fire capacities.
• Maintain access to fire exits.
• No candles or special effects equipment, such as smoke, fog, fire machines, sparklers, etc., are permitted.

If these regulations are not followed, an event can be terminated by University staff immediately.
 

The University of Michigan-Dearborn (UM-Dearborn) has contracted with Picasso Restaurant Group (PRG) to provide exclusive food and beverage service for the campus. This includes catering services and first right of refusal for said service for all university buildings and outdoor spaces. This agreement ensures proper food handling procedures and health code policies are addressed and managed.

While PRG is the exclusive caterer for UM-Dearborn, the University recognizes that groups may occasionally need a specialized option for food & beverage. University Unions and Events (UUE) has worked with PRG to approve limited exceptions while still maintaining exclusivity and health & safety standards for all involved.

For an exception to be approved, the following criteria must be met:

• Any exception for food & beverages must be first requested through PRG.
• Exemption requests should be made as early as possible, as a late-request will not be approved for exemption.

Due to health department regulations, leftover perishable foods may not be removed from any event by anyone except food service staff. This policy addresses public safety concerns and is non-negotiable. (Examples of acceptable items to remove: whole fruit, baked goods, canned sodas).

Catering orders must be received a minimum of seven (7) business days prior to the date of the event to ensure availability of requested menu items.

Accurate counts and meal designations help to optimize service. The final guaranteed count must be provided a minimum of five (5) business days prior to the event.

While reasonable effort will be made to minimize cancellation charges, groups will be held responsible for all charges incurred as a result of any commitments made to facilitate the event.  Events canceled within three (3) business days may be charged up to 100% of the total estimated food and beverage charges.

There are limited circumstances when alcoholic beverages may be served at a reserved event. Please contact UUE Event Services to have a conversation about the University’s alcohol policy and the specific requirements which must be met in order to have alcohol served by Picasso Restaurant Group, the University's food and beverage provider.

For all gaming events, the group hosting the event must take full responsibility for gaming coordination, the license application procedure and qualification materials, any equipment vendors involved and enforcing all applicable state laws and directives. Additionally, all advertising must be pre-approved by University Unions & Events prior to distribution.

Bingo and Casino Events

If the event is charging an admission fee or prizes are awarded to competitors based on their performance, a state license must be secured from the Charitable Gaming Division of the Michigan State Lottery.

Most “Casino Night” type events will require a “Millionaire Party” license.  Only those groups which are 501(c)(3) non-profit organizations are eligible. Allow a minimum of six weeks for the qualification process.  If the license is not received by the event date, all admission charges will need to be refunded to participants.

For additional guidelines, including the application and procedures, please visit the Michigan Charitable Gaming Division website.

Card Tournaments

All card games are considered gambling under state law and require a casino-type license if prizes of financial value are awarded or admission charges are involved.

Raffles

Any prize awarded by chance, if entrants must pay an entry fee, participate in some event, or be present to win, are raffles which require a state license.

Other Games of Skill

It is acceptable to award prizes without the need for a state license for other types of "games of skill" (ex. trivia, chess, billiards).

University Unions is not responsible for any lost, stolen, or damaged property belonging to users of the facilities. Any personal items found in University Unions will be turned into the University Information Center’s lost and found. Items of value (computers, wallets, car keys) will be secured with Campus Safety.

These spaces are meant to be enjoyed by all campus community members. Because of our commitment to make this space available to all members of the University community, activities that inhibit the use of space by the University community are prohibited. These spaces are generally not reserved and are available only to campus community members, except by special arrangement. Please contact UUE Event Services to reserve meeting and event spaces.

If your event is expected to attract media and/or press attention, please advise UUE.

All programs and activities that involve minors (children under 18 years old) fall under SPG 601.34. It is the event sponsor’s responsibility to ensure that all requirements of this SPG are met and followed in order to use university facilities to hold the program and activities. Information on program registration, background checks, and other resources can be on the Children on Campus page.

Due to the nature of our facilities and proximity to academic classes and other events, noise levels must be minimized. No amplified sound is permitted in any building or on campus grounds that has not been confirmed as part of a reserved event through UUE.

Parking options for non-University guests are limited. Parking maps and bus information can be found at UM-Dearborn Visitor Parking page.

Student organizations and University departments are expected to pay with a University Shortcode.

If a student organization or university department is co-sponsoring an event with an external organization, the university shortcode will be billed for all event expenses.

Student organizations must deposit adequate funds to cover all charges in their project/grant account or obtain Office of Student Life/SOAC approval no later than one week prior to the scheduled function.

External clients must submit an advance 10% deposit no less than two weeks in advance of the event. Final payments will be due no less than five (5) business days prior to the event. Any charges incurred on the day of the event will be added to the event and invoiced several days after the event. Any refunds will be distributed in the same form as the payment method after accounting is complete.  

University Unions and Events has updated their billing practices and are now working with UM-Ann Arbor Shared Services for external billing for deposits and final payments. Visit Payment Options for detailed information.

If your organization is tax exempt, the tax identification number must be supplied prior to the event.

External clients will receive email invoices with specific payment instructions
 

Personal/Lactation Rooms are in the Renick University Center, Mardigian Library, Engineering Lab Building and Fairlane Center.

They may be used for lactation, medical self-care such as insulin shots, and infant care. They should not be used for eating/drinking, studying, meetings, or other activities not consistent with the purpose of the space. Individuals should not linger in the space so it is available for others to use. The spaces are not reservable. Food is prohibited in the space, and water is the only beverage.

Display of posters and distribution of flyers is prohibited except in designated areas, including bulletin boards in each facility and designated literature racks. Public bulletin boards and literature racks may be cleared by university staff weekly. Posting Policy for student organizations and campus departments. External organizations may also post with approval from the Office of Student Life.

UM-Dearborn student clubs and organizations are allowed to reserve space in the University Center and Fairlane Center South for day sales, recruiting new members, and promoting upcoming events. University departments can reserve promotional tables to advertise upcoming events and services.

This policy outlines the appropriate and inappropriate uses of the day sale/promotional tables. Failure to adhere to these guidelines will result in immediate removal from the table and the possible loss of all tabling privileges for the remainder of the semester.

• Student organizations are limited to bake sales (pre-cooked food only), flower sales, organization t-shirt sales, book sales and other like items between the hours of 8:00 am - 8:00 pm through the use of a day sale table. All money raised or donated from sales must be deposited into the student organization's University Project/Grant account.
• The sale of "University of Michigan" apparel is prohibited. The University Bookstore has exclusive rights for sales of MICHIGAN dry goods (t-shirts, caps, mugs, etc.). The sale or promotion of cellular devices and credit cards are specifically prohibited.
• Health and fire safety codes prohibit any form of cooking by student organizations on University premises. Therefore, all prepared foods should not require heating or cooling to maintain safe consumption (i.e. nothing should be plugged in, require chafing dishes, candles or other warming/cooling mechanisms).
• Clubs and organizations are responsible for cleaning the reserved area during and after the event, making sure that all trash has been disposed of properly. Note: Student organization Project/Grant accounts may be charged by Facilities Management for any damage and/or inordinate cleaning.
• One six-foot table and seating for two will be provided for the day sale/promo table. Additional tables and chairs are not available unless your organization wants to pay an additional charge, and these arrangements must be indicated in your reservation at least seven business days in advance.
• Reservations for day sale/ promo tables are to be submitted at least 7 days in advance.
• Advertising/decorations are not to cover any information on University bulletin boards or signs. Groups may utilize the provided tack strips, or hanging wire; however, there should be nothing adhered to the walls or windows. Any signs or displays must be completely removed at the end of the day sale/promo table.
• A member of the student organization or department must remain at the table at all times.
• Approaching passersby or other active solicitation is strictly prohibited.
• Use of sound amplification equipment is not permitted.
• Promo tables cannot be used for day sales or any type of food giveaway unless ordered through Picasso.
• Organizations can NOT schedule a day sale table and a promo table on the same date.
• A student organization can reserve a promo table for a maximum of three consecutive days per week, and a maximum of four days per semester: four (4) promo tables in the University Center, Fairlane Center South, or the Mardigian Library.
• A student organization can reserve a day sale table with a maximum of three per semester; three (3) day sale tables, with at least one hosted in Fairlane Center South. 
• Day Sale and Promotion table reservations may be canceled by emailing the Office of Student Life at [email protected] at least 3 business days in advance. Reservations canceled after that deadline will result in the student organization forfeiting that reservation for the semester (i.e. if you cancel the day before, you will not be able to reschedule that same reservation).

Requests for sales by non-university groups will be considered. Non-university groups and individuals cannot solicit sales, information, or participation from the University community without the UUE Director’s approval, which facilitates these requests.

The use of adhesives, glitter, paint (including painting-related activities), sand (including weights), confetti, confetti cannons, rice, wax, dance powder (or similar materials), and signs on sticks are not permitted in any areas of the University facilities. No candles or special effects equipment, such as smoke, fog, fire machines, sparklers, etc., are permitted.  No heated food and beverage production in event spaces, such as cotton candy, popcorn, crockpots, coffee makers, or otherwise, is permitted unless operated and approved by Picasso Restaurant Group and the UUE Director.

The group scheduling University facilities is financially responsible for any special cleanup or damages resulting from the event or the activity, or guests’ behavior.

Reflection Rooms are in the Renick University Center, the Engineering Laboratory Building, and the Fairlane Center. They may be used for meditation, prayer, or quiet reflection. They should not be used for eating, studying, meetings, or other activities not consistent with the purpose of the space. Anyone with a valid MCard may use the Reflection Rooms while the building is open.

The spaces are not reservable. Food is prohibited in the space, and water is the only beverage allowed in the rooms. For safety, doors should not be propped open, windows should not be covered, and lights should remain on. Furniture within the Reflection Room must stay within the space. 

For University Departments and Student Organizations, sales of event-related products are permitted within contracted meeting rooms or a reserved Day Sale tables in the Renick University Center, Mardigian Library, or Fairlane Center. Only one Day Sale table will be scheduled on campus per day.

External individuals and/or groups interested in petition drives, voter registration, and solicitations are only permitted in pre-approved areas. Individuals coordinating in these types of events must check in and be registered at the University Information Center in the Renick University Center. Failure to register prior to the event will require an on-site signed agreement to avoid being asked to leave campus. External events may not include tents, amplified sound, or any signage in the ground, without prior approval.

Solicitation, commercial activity, or requests for donations are only allowed when pre-approved by the UUE Director and only in designated areas. Due to the University’s educational mission, these activities can not take place in any academic building.

A room may be put on tentative hold for up to 10 business days pending no other requests. In the event of a competing request, the group tentatively holding the room will be given first choice to either confirm or release the room.

Although UUE endeavors to honor all room reservations as made, we reserve the right to change rooms at any time to maximize usage for the University community.

All space requests must be submitted at least two weeks prior to an event in order to secure facilities, services, and staffing. A space should not be considered confirmed until the signed agreement is returned to UUE.

Due to the importance of the academic schedule, classrooms and rooms in academic buildings can not be confirmed for at least two weeks into the semester due to changing course schedules.

If a group changes the set of a standard set room and does not return it to its original configuration, they will be assessed a minimum $25 reset fee.

Student organization reservation requests must be made by an authorized signer through Victors Link.

Student organizations can submit their requests for weekly meeting rooms one month before each semester begins.

• They can request one-time events up to one year in advance.
• To confirm facilities, student organizations must be recognized and in good-standing with its shortcode having adequate funding to cover the event rental expenses. If the necessary funds are not deposited or SOAC approved at least seven (7) days prior to the event, the rooms are subject to release.

University departments reservation requests must be made through the UUE online reservation system.

• University departments can submit their requests online for weekly meeting rooms up to one year in advance.
• They can request one-time events up to two years in advance.
• UUE will coordinate with university departments such as Admissions, Alumni Affairs, and the Chancellor’s Office to schedule major university events as far in advance as possible. To confirm all services including facilities, catering and audio/visual services, University departments must provide a valid shortcode.

External clients must submit reservation requests through the UUE online reservation system for all University spaces.

• External clients can request space for one time events up to a year in advance of the event.
• External clients must submit an advance 10% deposit no less than two weeks in advance of the event. Final payments will be due no less than five (5) business days prior to the event. Any charges incurred on the day of the event will be added to the event and invoiced several days after the event. Any refunds will be distributed in the same form as the payment method after accounting is complete.

University Unions and Events has updated their billing practices and are now working with UM-Ann Arbor shared services for external billing for deposits and final payments. Visit Payment Options for detailed information.

For events determined to be of higher risk (children on campus, alcohol, etc), External clients must provide to the University a certificate of insurance evidencing general liability insurance ($1 million per occurrence/$3 million annual aggregate) and naming the Regents of the University of Michigan as additional insured. External clients must give the University thirty (30) days prior written notice of any reduction in limits or cancellation of insurance.

If a student organization or university department fails to cancel a room reservation at least seven (7) days prior to their event, the group may be assessed the applicable room rental fee as well as any costs incurred by the facility, including extra staffing charges.

External organizations looking to cancel their reservation within 60 days of their event date will lose their room deposit. Cancellations less than 14 business days weeks before the event date will be charged full room rental. Cancellations less than 5 business days before the event date will be charged full room rental plus any costs incurred by the facility.

In cooperation with appropriate university departments, UUE seeks to provide a welcoming, open environment that is safe and secure for everyone. Users should not leave personal belongings unattended. In an emergency, staff and users are encouraged to call the Department of Public Safety (313-593-5333). UUE staff should be alerted to safety or security concerns.

• All individuals and groups reserving and using facilities must comply with published university and building policies, regulations, and guidelines, and all local, State, and Federal laws.
• State of Michigan Fire Code room capacities must be followed.
• All State and U-M alcohol policies must be followed. Contact UUE for the Alcohol Use Form.
• University activities or operations cannot be disrupted.
• Obstructing human or vehicle traffic, ways of ingress and egress, paths, corridors, staircases, aisles, and similar areas are not allowed.
• Occupants must cooperate with Department of Public Safety (DPS) officers or other officials authorized by the University to act on behalf of the University.
• University administration reserves the right to require fire, police or other security personnel for events held in the building based on the time, place, type of event, number of, and conduct of participants. There may be costs associated with security required at this event that would be passed on to the event planner.
• For additional University policies, please visit University Unions and Events.

Wayfinding or other signage may not be affixed to any surface in the building, including walls, doors, and restrooms. Event-specific signage should be placed on sign stands provided by UUE. It is recommended that clients reserve sign stands in advance. Sign stands of any kind cannot impede egress.

All Outdoor signage must be reviewed and approved by UUE at least one week before an event. Repairs from any damage (lawn, grounds, sprinklers, etc) caused by outdoor signage will be billed to the internal or external individual or organization responsible. 

For your safety and security, we do not allow extended sleeping (more than one hour) in University buildings or on campus grounds. Staff will perform a wellness check to confirm responsiveness if a user is found sleeping by staff. If a user is unresponsive, staff will call DPS.

The University of Michigan campus is TOBACCO FREE, meaning all tobacco products are prohibited in buildings and exterior grounds owned or operated by U-M and university-owned vehicles. This campus policy prohibits the use of tobacco products called electronic nicotine delivery systems (ENDS), such as vapes, vape pens, hookah pens, e-cigarettes, e-cigars, and other vape devices, as well as smokeless tobacco products, often called dip, chew, snuff, and snus, in university spaces. The University does not permit the use of e-cigarettes and personal vaporizing devices, regardless of the nicotine content of the liquid used in such devices.

Additionally, U-M policies prohibit anyone from using, possessing, or distributing marijuana on U-M property or at U-M events.

No person shall, while on any property owned, leased, or otherwise controlled by the Regents of the University of Michigan:

1.  possess any firearm or any other dangerous weapon as defined in or interpreted under Michigan law or
2. wear on his or her person or carry in his or her clothing any knife, sword or machete having a blade longer than four (4) inches, or, in the case of a knife with a mechanism to lock the blade in place when open, longer than three (3) inches.

Events canceled due to severe weather or Force Majeure (extraordinary events beyond the parties’ control) resulting in a campus closure will not incur a cancellation fee. The UUE team will reach out to the client to reschedule the event as soon as possible.

Events canceled due to weather concerns which do not result in a campus closure will be considered on a case by case basis for waiving the cancellation fee. Depending on event scale, UUE will require an inclement weather decision at least 24 hours in advance. Backup weather locations will not be available for all events.

Wifi is available throughout University facilities.  Please select MGuest network for non-University attendees