Facilities Use Policies and Procedures

BOOKING: a reservation for an event space and services.

EXTERNAL: any group or user that is not a University department or University Sponsored or Recognized student organization.

GENERAL USE AREAS:  

• PRIMARY ROOMS: UC Kochoff Hall ABC. FC Quad E, FC Michigan Room.

• SECONDARY ROOMS: UC Kochoff Hall AB, UC Kochoff Hall BC, UC Kochoff Hall A, UC Kochoff Hall B, UC Kochoff Hall C, U@D House of Maize & Blue, FC Dining Room D, FC 180

• STANDARD MEETING ROOMS: UC 1225, 1227, 2190. FC 110, 111, 120, 121. U@D 116, 118.

STANDARD SET: The set-up where furniture of room is stationary.

STUDENT ORGANIZATION:

• University Sponsored Organizations (USO) are funded annually through the Office of Student Life by student fee allocations and have designated advisors and office space on campus.

• Registered Student Organizations (RSO) are structured groups that give students the opportunity to explore themselves in depth and to achieve greater self-understanding and a positive understanding of others. Student clubs and organizations develop and offer services, social projects, and activities for the enrichment of the student body and overall campus community.

Groups are not permitted to bring their own food or beverage into University Unions & Events facilities or events. All catering service must be obtained through University Unions & Events approved catering partner.

No use of adhesives, tape, glitter, sand weights, confetti, rice, dance wax, powder or similar materials is permitted.

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.

• Special Effects equipment such as smoke, haze, fog and fire machines, sparklers, etc. are not permitted.

• Candles must be enclosed in glass containers.

The group scheduling University Unions & Events facilities is financially responsible for any special cleanup or damages resulting from the event or the activity.

Due to the nature of our facilities and proximity to academic activities and other events, noise levels must be minimized.

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.

All groups wishing to claim a tax exemption must provide appropriate documentation prior to the event date.

Although we endeavor to honor all room reservations as made, University Unions & Events reserves the right to change rooms at any time to maximize usage for the University community.

All sales and solicitations must be approved by University Unions & Events, Office of Student Life or other UM-Dearborn department partners. During the academic year only sales co-sponsored by the Office of Student Life, other University departments or sponsored student organizations will be considered. All advertising for sales sponsored by departments or student organizations must prominently display the name of the sponsoring organization or department.

Student organizations and University departments may schedule lobby space under the following conditions:

1. The sale of any product or service offered as a fundraiser must be directly provided by the department or student organization. No sponsorship of commercial groups or solicitors is permitted. The sale of food as well as the sale or promotion of cellular devices and credit cards are specifically prohibited.

2. Lobby tables must be staffed by UM-Dearborn students from the student organization or department staff with University identification.

3. Approaching passersby or other active solicitation is strictly forbidden.

4. Lobby users must remain behind their table.

5. Event Services must approve goods and services that are to be sold or distributed from lobby space. No product or service may be sold or distributed which duplicates or is similar to those sold by any on-site University Unions & Events business operation.

6. The use of sound amplification equipment is not permitted.

7. Lobby spaces are limited to one (6-8’) table with seating for two people

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 http://www.michigan.gov/cg.

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).

Student organization reservations must be made by an authorized signer. To confirm facilities, student organizations must have an active SOAC account with adequate OSL approved funding plan to cover the event rental expenses. If the necessary funds are not deposited or OSL approved by the cancellation deadline for the rooms, the rooms are subject to release.

One week prior to the event date, funds adequate to cover the balance of all charges including catering and audio/visual services must be secured or OSL approved in the group's SOAC account. If the necessary funds are not deposited or OSL approved, the event will be subject to cancellation.

Student organizations may schedule 12 events for each semester of the academic year. Provided rooms are available, student organizations may book additional rooms as long as they do not exceed 12 active reservations within the semester at any given time. Events may be scheduled up to 18 months in advance.

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 $25.00 reset fee.

If a student organization fails to cancel a room reservation at least 7 days prior to their event (90 days for a Primary and Secondary rooms), the group may be assessed the applicable room rental fee as well as any costs incurred by the facility.

Changes to event date within the cancellation deadline will result in a cancellation fee.

If a student organization violates any part of this policy, they may be sanctioned up to and including loss of scheduling privileges.

DEFINITION

An event is considered to be a dance/party if it includes all of the following:

1. The use of music (i.e. DJ, band, iPod, computer) and an open area for active, non-seated attendees.

2. Expected attendance of more than 100, with at least 2/3 of the attendees being UM-Dearborn students.

3. Scheduled ending time for the event is later than 10:00 p.m.

SCHEDULING

Dance/Party events may be held on Fridays and Saturdays during fall and winter semesters with the following exceptions:

• Study or Exam days.

• Dates closed by the facility management in consultation with UM-Dearborn Department of Public Safety.

For full dance party policy, contact the Event Services office of University Unions & Events.

Date auctions may only occur under the following conditions:

1. A pre-event meeting with the host facility, in consultation with University Unions & Events Event Coordinator must be scheduled by the student organization event coordinator a minimum of two weeks prior to the event.

2. The event must be conducted in a manner that is respectful to the participants as well as the audience

3. Advertising must be pre-approved by University Unions & Events prior to distribution

4. The auction must be for a specific item, event or lawful activity with a specific individual.

Charity Drives

University Unions & Events does not allow money collections and will not assume liability for items stolen from drop boxes. Use of the drop sites is subject to the following requirements:

1. Drop boxes must be neat in appearance with their function and the sponsoring organization clearly stated.

2. Pick-ups occur regularly so as to minimize theft and prevent overflow.

3. Charity Drives may last a maximum of two weeks.

4. Drop box location approved by University Unions & Events leadership.

To confirm all services including facilities, catering and audio/visual services, University departments must provide a valid shortcode.

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 $25.00 reset fee.

University departments may schedule events up to two years in advance.

If a University department fails to cancel a room reservation at least 10 days prior to their event (30 days for Secondary rooms and 60 days Primary rooms), the group may be assessed the current room rental fee as well as any costs incurred by the facility.

Changes to event date within the cancellation deadline may result in a cancellation fee.

As of July 2011, the entire University of Michigan-Dearborn campus is SMOKE FREE.

External groups may schedule 18 months in advance.

Saturday reservations for the Primary Rooms must fall within the following timeframes:

• Daytime events shall end by 4:30 pm unless otherwise approved by UUE Event Services.

• Evening events may begin no earlier than 5:30 pm unless otherwise approved by UUE Event Services .

To confirm the facilities, external groups must submit an advance deposit equivalent to room rent. Receipt of advance deposit indicates acceptance of this policy.

Two weeks prior to the event, funds to adequately cover the balance of all room-related charges including audio/visual services, and 50% of total food and beverage charges must be paid in the form of:

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

Funds to adequately cover the balance of all estimated charges must be paid at time of final guaranteed count, no less than 5 days prior to the event.

Any outstanding charges will be billed to the authorized credit card following the event. All refunds will be distributed in the same form as payment method after accounting is complete.

For events determined to be of higher risk, Non-University 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. Renters must give the University thirty (30) days prior written notice of any reduction in limits or cancellation of insurance.

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 $25.00 reset fee.

Cancellations for primary rooms are non-refundable. Secondary room cancellations must be received within 120 days’ notice for refunds. Standard rooms cancellations must be received within 90 days’ notice for refunds.

Changes to event date within the cancellation deadline will result in a cancellation fee up to full room rental.

University Unions & Events is partnered with Picasso Restaurant Group who offers a wide variety of menu items and price points designed to accommodate your food and beverage needs. Picasso Restaurant Group provides food and beverage in University Unions & Events facilities and other campus locations as follows:

• Exclusive Catering Rights -- The only approved supplier of all catering services in a location

  • James C. Renick University Center

  • James C. Renick University Center adjacent outdoor spaces.

• Primary/First Right of Refusal Catering Rights --  A contractual right to be given the first opportunity to provide any and all catering services in a location

  • Fairlane Center North and South

  • Professional Education Center

  • Administration Building

  • College of Arts, Sciences,and Letters Building, Floors 1 and 2

  • Institute for Advanced Vehicle Study

  • All of the above buildings’ adjacent outdoor spaces

  • Victors’ Den: common spaces and meeting rooms (University-sponsored functions), Union@Dearborn

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 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.

University Departments and student organizations are expected to pay with a University Shortcode.

Student organizations must deposit adequate funds to cover all charges in their SOAC accounts or obtain Office of Student Life approval no later than one week prior to the scheduled function. Food and beverage is subject to the current State of Michigan sales tax. If your student organization is tax exempt, your tax identification number must be supplied prior to the event.

External groups must submit an advance deposit equivalent to room rental plus 50% of total food and beverage charges at time of confirmation, no less than two weeks in advance of the event. Funds to adequately cover the balance of all estimated charges must be paid at time of final guaranteed count, no less than 5 days prior to the event.

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

Payment for any emergent charges generated the day of the event will be expected on the day of the event. Any refunds will be distributed in the same form as payment method after accounting is complete.  

If you are requesting alcohol service for an event scheduled in University Unions & Events facilities, you must know:

• University Unions & Events does not have State of Michigan liquor licenses; the facilities are ‘unlicensed’

• As ‘unlicensed’ facilities on the campus of UM-Dearborn, alcohol may be served using the guidelines below.
   

University Unions & Events is limited to offering alcoholic beverage service to events scheduled by:

• a University department or entity affiliated with the University to carry out the University's objectives,

• a current or retired University employee or their immediate family member,

• a University student or alumnus or

• an educational, alumni, cultural or public service organization or group with which the University has an affiliation.

University Department Events

• All of the following conditions must apply:
  • the event is free of charge
  • the event is by invitation only (not open to the public)
  • no regular liquor inventory is kept on university property
  • the event must be monitored by a designated responsible individual

Events not held in a licensed facility, the State of Michigan Liquor Control Commission allocates five special liquor licenses for University-wide activities to the University for its use in any one calendar year.  Requests for approval to apply for special liquor licenses in the name of the Regents of the University of Michigan must be sent to AVPFO, 3040 Fleming Administration Building.

• If the unit is planning a cash bar, a special license will be required.  An application to the Liquor Control Commission for a special license must be approved and signed by the AVPFO.

• If a cash bar is not planned but the alcohol inventory is purchased with funds associated with the event (ticket, registration fee, donation, etc) a special license will be required.  An application to the Liquor Control Commission for a special license must be approved and signed by the AVPFO

• A special license is not required if all of the following conditions apply:  the event is free of charge, the event is by invitation only (not open to the public), no regular liquor inventory is kept, the event must be monitored by a designated responsible individual, and all servers are trained in techniques of alcohol management (certified).

• Be mindful that the individuals hosting or serving at an event where alcohol is served also may have personal liability -- not just the University.

Standards and Practices: 

• No event at which the majority of participants are UM-Dearborn students may include alcoholic beverage service.

• All alcohol served to guests must be purchased by the customer, transported to the facility, and then removed at the end of the event.   It is not permissible to store alcohol in a UM-Dearborn facility beyond the time frame of your event.

• All alcohol must be dispensed by staff employed or authorized by University Unions & Events who have been trained and certified in alcohol management

• Alcohol can be served at events that are designated ‘by invitation only’.

• Alcohol service has a maximum serving time of 4 hours.

• All shots of liquor must be combined with a drink mixer; straight shots are not permitted nor are ‘shots on ice’ permitted. The bar serves only a one-ounce shot per customer.

• Shots of liquor are not permitted as part of a wedding reception ‘dollar dance’; alternate dollar dance items may include candy, such as chocolate, filled with liqueurs, etc.

• Beer is supplied to guests by the glass; no pitchers; no kegs.  Guests are permitted one glass of beer each visit to the bar.

• University Unions & Events authorized beverage service does not serve blended, ice cream drinks or milk/cream drinks; only drinks with a standard one-ounce shot of liquor combined with a mixer

• At all events where alcohol is to be present, food of a substantial nature must be provided for the guests by the host. For receptions, food of a substantial nature is equivalent to a minimum of three hors d'oeuvre portions per person attending the event for each hour of bar service.

• Bar service is limited to four (4) hours. For events including a full meal service, two hours of wine service may be added during meal service.  Bar service may begin no earlier than one hour prior to meal service and must end one hour prior to the end of the event. Any adjustments to bar service times must be made prior to the start of the event.

• All bartenders are trained in and observe the "Techniques of Alcohol Management."  In an effort to maintain the health and safety of guests the following parameters apply to alcohol service:

• All drinks must be served with the appropriate amounts of mixers and ice.

• No straight shots of any liquor or combination of three or more liquors will be served.

• All beer, wine and mixed drinks will be provided in individual servings.

• In regard to alcohol service, University Unions & Events reserves the following rights:

1. to limit the maximum number of drinks an individual may purchase at one time.

2. to deny alcoholic beverage service to anyone at any time.

3. to recheck ID's.

4. to shut down alcohol service entirely.

Non-University Customers

• Non-university customers are required to provide ‘host liability insurance’ naming the ‘Regents of the University of Michigan’ as additional insured in the amount of $1M.

• One month prior to the alcohol service event (to be completed with Picasso Restaurant Group): the beverage service contract must be paid in full and the beverage service contract must be signed.  Changes may be made to the contract after signing but only up until 3 weeks prior to the event.  If the contract is signed less than 3 weeks prior to the event, then changes are not permitted.

• One month prior to the alcohol service event (to be completed with the Event Services office of University Unions & Events): host liability insurance must be provided

• Host Liability Insurance: The same insurance company that provides your homeowner’s insurance does not normally provide host liability insurance.  If they do not, please check providers such as www.wedsafe.com for the required insurance.

Special License:

• Special licensing to sell alcohol at an event is available only to nonprofit or civic organizations if alcohol is sold in an unlicensed facility.

• Only drink tickets may be exchanged for alcohol.  It is the responsibility of the organization to sell drink tickets to their guests.   Only tickets may be exchanged for alcohol at the bar.

• In order to complete the application process, the process to secure the Special License must begin no later than 60 days prior to the event.  If the process begins less than 60 days before the event, there is no guarantee a license will arrive before the event.

• The State of Michigan requires the University of Michigan to sign the license application before it is sent to the approving authority in Lansing.   Your group is required to send the application to University of Michigan.  Address details will be provided.

• The original Special License must be received by University Unions & Events Event Services prior to the event.  The original license will be posted in the bar by University Unions & Events Administration.   The original license will be returned to the event contact person upon conclusion of the event.