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Campus Policies > Facility Use and Event Scheduling
Facility Use and Event Scheduling Policy

All rooms and facilities on the Crookston campus require prior scheduling before use. Generally, facilities are available to UMC units, faculty/staff, and official student organizations without charge when properly scheduled.

How and when to submit event scheduling request

Requests for space by University groups should be submitted at least 30 days prior to the event by using the online Astra Scheduling System. Non-University entities may submit requests to Facilities & Operations via e-mail bozy0001@umn.edu, telephone 218-281-8483, or FAX 218-281-8489.

The Center for Adult Learning is also authorized under this policy to work with individuals, groups, and organizations, to provide courses, conferences and other education program offerings and to facilitate access to the University of Minnesota Crookston's facilities, services, and programs.

Regents' Policy

All facilities shall be scheduled in accordance with the University of Minnesota Board of Regents BUILDING AND FACILITY USAGE policy:

Section I. Permitted Uses Of Buildings And Facilities.
www1.umn.edu/regents/policies/administrative/Campus_and_Facility_Usage.html.

Subd. 2. Educational Activities. Because the buildings of the University are requisite to the educational activities and designed to house them, specific underlying assumptions are made with respect to their use. They are at any and all times available for purposes which the University itself develops as a part of its own educational program. Such use constantly extends beyond that associated with the courses of instruction. It may and does include programs that contribute to the physical and cultural development of the students supplementary to the formal course work. The University, through its departments, invites lecturers to come to the campus; it provides opportunities to hear good music, to see fine examples of art, and in many specific ways it stimulates the intellectual and emotional life of the students.

All such extra classroom activity is a definite part of the educational program. The people of the state are invited to share in many of these advantages and do so.

Subd. 3. Cosponsored Activities . There are circumstances in which the purposes of non-University groups coincide with or complement those of the University itself. In such circumstances, non-University groups may be authorized to use University facilities under agreements in which all conditions and pertinent details are arranged by the University or subject to its formal approval.

The University of Minnesota will not, under any circumstances, permit the unrestricted use of its facilities by non-University groups. In order that there may be a clarification of the policy governing the use of University facilities, these principles are listed.

a. Events involving the use of University facilities by non-University groups may be cosponsored by the University, by University units, or by registered student organizations.

b. The University, by the very nature of the functions for which it exists as a publicly-supported institution of higher education, should not enter into joint sponsorship of any project or program that is to result in profits or private gain for the non-University group, except as provided in sections II and III (of the BOR policy, see web link above).

c. The University cannot be a cosponsor with any non-campus group for political, racial, or sectarian gatherings.

d. Whenever non-University groups share in the use of University facilities, it is with the approval of the University, and all conditions of that cosponsorship are to be set by the University.

e. Upon entering into cosponsorship or any program or activity, the University assumes the full responsibility and authority for all pertinent details, such as setting of hours, selling of tickets, pricing of tickets, supervision of buildings, etc. It reserves the right to approve all copy for advertising as well as all news releases.

f. The University will not enter into cosponsorship of any program or activity in which the educational or public service implications are not evident and which does not relate appropriately to the missions of the University.

Use of Facilities

The UMC Executive Committee approves the use of facilities (structures & grounds) for all non-University and co-sponsored events and activities. Instructional or related purposes that may compete with courses or programs offered by the University require prior approval from the Office of Academic Affairs.

Fee Policy

Fees that may be assessed when applicable under this policy include:

  1. User Fee (covers costs of utilities, custodial time, access to scheduling services). This fee will normally be assessed to all co-sponsored and off-campus events regardless of other charges.
  2. Rental . Use of a UMC facility or classroom.
  3. Equipment . Use of university owned equipment, including media equipment, provided by UMC that is not included in the normal configuration of the facility or classroom requested for use, and any staff time required to install or operate the equipment. Use of privately acquired/provided equipment is permitted, subject to prior approval.
  4. Other Support . Staff time and materials required for any unique services provided by UMC. Examples (not all-inclusive) are: set-up for special room configuration or furnishing requirements; arrangements for serving of food and/or beverages or post-serving clean-up; special electrical, staging or transportation requirements; and safety/security requirements.
  5. Cancellation . Cancellations made later than three (3) working days prior to a scheduled event will be charged 10% of the room rental fee plus all unique costs incurred by UMC in preparing for the event.
  6. Damage Deposits . Damage deposits may be required from non-university organizations or individuals prior to conduct of an approved event.
  7. Parking . Guest/visitor parking permits for "the day of" event.

When the event is sponsored or co-sponsored by the University, any fees assessed will only be to recover costs incurred by UMC (both direct and indirect). For non-university events, fees more reflective of market rates for use of comparable facilities or equipment will be assessed.

A copy of the current fee schedule is available at:
www.umcrookston.edu/info/policies/Use%20of%20Facilities.pdf.

Additional charges may be incurred for evening, holiday, and weekend events and if the room setup is other than the standard arrangement.

Sponsorship

a. University Sponsored Events

In general, UMC facilities are available for UMC units, faculty/staff, and official student organizations use at no charge to the sponsoring group.

Events sponsored in conjunction with, and directly related to, organizations or consortiums of which UMC is a member of, holds positions on governing boards or committees, or pays membership fees shall ordinarily be considered a University sponsored event for the purposes of this policy. The UMC Executive Committee will review and approve or deny all requests for University sponsorship of such events. A " Request for Event Sponsorship/Co-Sponsorship " form must be completed by the University entity and submitted to the Executive Committee a minimum of 30-days in advance of the event.

Sponsoring groups are responsible for additional costs associated with special set-ups, extensive clean-ups, food and beverage service, performance quality sound and lighting, and other services described in this policy statement.

Facility fees will apply to events scheduled by UMC groups and individuals when:

  • A conference or meeting is funded primarily through registration fees or outside funds and a majority of attendees are non-UMC community members.
  • Members of the UMC community are scheduling space for personal use or for purposes other than described above in Regents' policy Subd. 2. Educational Activities.
b. University Co-Sponsored Events with Non-university Entities

As noted in the U of M Board of Regents policy regarding co-sponsored activities, the University, University units, or registered student organizations may initiate the co-sponsorship of events involving the use of the UMC facilities by non-university groups. The University will not enter into co-sponsorship of any program or activity in which the educational or public service implications are not evident and which does not relate appropriately to the mission of the University. The UMC Executive Committee will review and approve or deny all requests for University co-sponsorship. " Request for Event Sponsorship/Co-Sponsorship " form must be completed by the University sponsor and submitted to the Executive Committee a minimum of 30-days in advance of the event. The UMC sponsor is responsible for the planning and coordination of all co-sponsored event-related arrangements and may elect to pay any fees associated with the event.

Events co-sponsored by a University organization and a non-university group will be required to:

  1. Complete a signed Use-Lease Agreement;
  2. Normally, pay the User Fee (check made out to the University of Minnesota) if the event involves more than 50 participants; and,
  3. Provide a certificate of insurance evidencing insurance coverage as indicated by one of the following: provide evidence of $1,000,000 general commercial liability insurance naming the University of Minnesota Board of Regents as co-insured, or purchase liability insurance from the University. This insurance can be purchased through the UMC Business Office (see the following Liability Insurance section.) State and other governmental agencies that are self-insured shall provide a letter on departmental letterhead stating that fact and the coverage limits for such insurance
c. Non-University Sponsored Events

Off-campus entities requesting space will be required to:

  1. Complete a signed Use-Lease Agreement;
  2. Pay the User Fee (check made out to the University of Minnesota); and
  3. Provide a certificate of insurance evidencing insurance coverage as indicated by one of the following: provide evidence of $1,000,000 general commercial liability insurance naming the University of Minnesota Board of Regents as co-insured, or purchase liability insurance from the University. This insurance can be purchased through the UMC Business Office (see the following Liability Insurance section.) State and other governmental agencies that are self-insured shall provide a letter on departmental letterhead stating that fact and the coverage limits for such insurance
Liability Insurance

The University requires non-University groups to carry liability insurance for any event booked using University facilities. Insurance may be purchased through the University and carries a $250.00 deductible, which is the responsibility of the lessee. A copy of the current fee schedule is available at:
www.umcrookston.edu/info/policies/Use%20of%20Facilities.pdf.

Groups may elect to provide their own coverage under their own policy. If this option is chosen Certificate of Insurance from the agent must be provided at least one week prior to the event. UMC is not responsible, or liable, for damage to or loss of meeting groups' equipment, products or materials. Contact the Business Office, 281-8326, for more information.

The reservation is not considered finalized until insurance has been verified and the Use-Lease Agreement has been signed. Reservations may be cancelled by UMC if not completely finalized by a deadline of one week prior to the requested date.

Event Sponsor Responsibility

The sponsoring entity is responsible for providing the necessary information when making a reservation. A contact person must be identified who is responsible for the proper conduct of the event. Authorization to use reserved space cannot be transferred or loaned to another organization or individual without prior written/email approval. Transferring, loaning or sub-leasing a reservation or misrepresenting the intended use of the room may result in immediate suspension of a group's eligibility to use UMC facilities. Requests to change or cancel an event must be communicated in a timely fashion.

A reservation does not provide event support services such as A/V equipment, catering, extra custodial support or security. These items are examples of extra services that may be arranged on a fee-for-service basis at the time the event is scheduled using the online Astra Scheduling System or for Non-University entities by arrangement with Facilities & Operations, via e- mail bozy0001@umn.edu, telephone 218-281-8483, or FAX 218-281-8489.

For more information on Facility Fees and Other Information see: www.umcrookston.edu/info/policies/Use%20of%20Facilities.pdf.

Approved by UMC Executive Committee 10/14/2003