Printed on: 12/13/2018. Please go to policy.umn.edu for the most current version of the Policy or related document.

Crookston Campus Policy

Facility Use and Event Scheduling
Policy Owner: Executive Ofc and Admin Spec — UMC Facilities Management
Date Effective: 
June 2016
Date Revised: 
June 2016

POLICY STATEMENT

All rooms and facilities on campus require prior approval/scheduling before use. Authorization to use reserved space cannot be transferred or loaned to another organization or individual without prior written/email approval. Transferring, loaning or subleasing a reservation or misrepresenting the intended use of the room may result in immediate suspension of a group’s eligibility to use the facilities.

Approvals

The UMC Executive Committee review and approves or denies 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.

The UMC Executive Committee will review and approve or deny all requests for University co-sponsorship of an event.

Event Sponsors and Co-Sponsors

The sponsoring entity is responsible for providing the required information when making a reservation, including identifying the individual responsible for the proper conduct of the event. Sponsors must request a change or cancel an event in a timely fashion.

University units, or registered student organizations may initiate the co-sponsorship of events involving the use of UMC facilities by non-university groups. UMC 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 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.

Fees

Units, faculty/staff, and official student organizations are generally able to use the facilities at no charge to the sponsoring group. Events sponsored in conjunction with, and directly related to, organizations or consortiums of which UCM is a member, holds positions on governing boards or committees, or pays membership fees will ordinarily be considered a University sponsored event for the purposes of this policy.

UMC groups and individuals are responsible for facility fees for the following scheduled events:

  • a conference or meeting is funded primarily through registration fees or outside funds and a majority of attendees are non-UMC community members; or when
  • members of the UMC community are scheduling space for personal use or for purposes other than described in the related Board of Regents policy (subdivision 2. Educational Activities).

Sponsoring groups may be assessed one or more of the following fees when using campus facilities (see current fee schedule).

  • 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.)
  • Rental - use of a UMC facility or classroom
  • 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 us, and any staff time required to install or operate the equipment. Use of privately acquired/provided equipment is permitted, subject to prior approval.
  • Other support - staff time and materials required for any unie services provided by UMC. Examples include: set-up for special room configuration or furnishings; arrangements for servicing food and/or beverages or post-serving clean-up; special electrical, staging or transportation requirements, and safety/security.
  • Parking - guest/visitor parking permits for the day of the event
  • Damage Deposits - may be required from non-university organizations or individuals prior to conduct of an approved event
  • 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
  • Additional Charges - may be incurred for evening, holiday, and weekend events and if the room set-up is other than the standard arrangement

Liability Insurance

Non-University groups are required to carry liability insurance for any event booked using University facilities. Groups may purchase insurance through the University. This insurance carries a $250.00 deductible, which is the responsibility of the lessee. (See current fee schedule.)

REASON FOR POLICY

To implement Board of Regents Policy: Property and Facility Use and provide guidance to individuals and units as to how to request and schedule an event at UMC facilities.

POLICY CONTACTS

Subject Contact Phone Fax/Email
Primary Contact Brenda Bozyk 218-281-8483 bozy0001@crk.umn.edu

PROCEDURES

Submitting an event scheduling request

University groups should submit their reservation requests for space 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 facilities, services, and programs.

Note: 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 refer to the UMC Facilities and Operations website.

Scheduling Events Co-sponsored by a University Organization and a Non-University Group

  1. Complete the Request for Event Sponsorship/Co-Sponsorship form and submit it to the Executive Committee a minimum of 30-days in advance of the event.
  2. Once approval is obtained, complete a signed Use-Lease Agreement.
  3. Provide a certificate of insurance evidencing insurance coverage as indicated by one of the following:
    1. Provide evidence of $1,000,000 general commercial liability insurance naming the University of Minnesota Board of Regents as co-insured; or
    2. Purchase liability insurance from the University. This insurance can be purchased through the UMC Business Office (see Liability Insurance Section). 
  4. State and other governmental agencies that are self-insured must provide a letter on departmental letterhead stating that fact and the coverage limits for such insurance.

Scheduling Non-University Sponsored Events

Off-campus entities requesting space will be required to complete the following.

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

OTHER INFORMATION

POLICY HISTORY

Amended
March 2016
Effective
May 2009