These guidelines have been reviewed August 1, 2008 and supplement the Code of Student Life, Section 5: Use of University Facilities, for the 2008-2009 school year

The following guidelines apply to groups/organizations reserving space in the Memorial Union.

Set-up Arrangements:  Facility set up arrangements and use of technology equipment must be made at least one week prior to the event.

Food Services: The Memorial Union Director or his/her representative may establish guidelines regarding food service as it relates to those portions of the building used for meetings or special functions/events (to include Swanson Hall meeting rooms).  These guidelines will be coordinated with the Director, UND Dining Services and will be designed to protect the health of students, the campus community and the general public using the facility. Food/beverages offered at meetings or events that are advertised/open to the general campus population must be provided by UND Campus Catering or obtained from a licensed food service provider.  Special arrangements for the use of food/beverages not obtained from UND Dining Services must be coordinated with the Memorial Union’s Administrative Office prior to the event.  The Memorial Union’s Administrative Office will coordinate with UND Dining Services to validate the food’s origin and the sponsoring activity’s ability to comply with proper sanitary guidelines. If compliance with safety and sanitary guidelines are in doubt, the request for the food/beverage activity may be denied.  Off-campus groups or organizations not affiliated with the University wishing to reserve/use space or vendor tables at the Memorial Union must arrange their food/beverage service activity through UND Campus Catering regardless of whether or not they are sponsored by a recognized UND student organization or institutional/academic department.  Off-campus vendors may not reserve/use space or vendor tables at the Memorial Union for the purpose of selling food/beverages. The Memorial Union’s Administrative Office may approve the sale of commercially-packaged food items in the Memorial Union for certain instances such as (to include but not limited to) Craft Fair vendors, fund-raising activities by student organizations, sale of Girl Scout cookies, etc. Bake sales or give-away of home-baked items are prohibited. Further UND policies and procedures for food service can be found at the following link: http://departments.und.edu/safety/policy/manual/sanitation/sanitation.html#Food

Smoking Policy:  The UND Memorial Union is a smoke free facility and everyone must comply.

Facilities Use Fee : The Memorial Union Director or his/her representative may permit non-University-related persons, groups, or organizations to reserve and use portions of the Union building when the intended use does not interfere with regular Union programs or activities.  The Memorial Union may charge a facility use fee for the use of Union property or facilities by such persons, groups, or organizations.  A facility use fee for use of space in the Memorial Union will also be assessed to University Departments or student/non-student organization that sponsors a workshop, conference, or event that is advertised outside the University community and where a registration fee is charged.  

Cleaning Fee : The Memorial Union may assess a cleaning fee if meeting space/vendor tables require cleaning resulting from materials/litter being left behind after an event.  Examples include but are not limited to: excess flyers, empty boxes, conference materials, or food service containers/trash from a source other than UND Campus Catering.  The fee would be assessed to either the institutional/academic department sponsoring the activity or the off-campus organization that used the space. UND student organizations may be assessed a cleaning fee and/or their organizational privilege to reserve and use Memorial Union space may be affected.

Damages:  The user agrees to pay for any damages that are incurred during their event/meeting.

Security:  It will be the users responsibility to pay for any security staff that may be required for the event.  This decision will be made by the Memorial Union Director or his/her representative.

Theft:  UND and the Memorial Union are not responsible for theft or damage to items while on display or stored in the Memorial Union.

Signs & Posters:  Do not fasten, secure or tape any materials on any doors, columns, walls or windows.  Easels or stands can be provided for this purpose. For more information, see the Memorial Union's Posting Policy.

Cancellations:  Cancellations must be made in advance. Conferences must cancel 7-10 days in advance, meetings (other events) 2-3 days in advance.   If no cancellation occurs your business will be billed for the use of the scheduled space.

Billing:  All payments should be made immediately following the use of space.  Arrangements for billing must be made in advance and payment is due within thirty (30) days.

Parking:  All parking arrangements for conferences/meetings participants and vendors are the responsibility of the User.  University parking policies will be strictly enforced.

This list is not all inclusive. For further details or questions, contact Central Scheduling at 777-3926.