University Center

Introduction

General Guidelines

Rental Rate Categories

Facility Rental Fee

Additional Considerations

Dining Service

Alcoholic Beverage

Security

Decorating

Recurring Events

Information Tables

Study Groups

Day Sales


Introduction

The University Center has space available for scheduling/renting by university and non-university groups with priority given to university sponsored events. This policy applies to the temporary use of facilities in the University Center that are made available for meetings, activities and events.

General Guidelines

1. The University Center Administration is responsible for coordinating the use of facilities in the University Center. Requests for space reservations must be submitted to this office.

2. Facilities are reserved in the order in which requests are received, with consideration given to the size of the group, type of program and available space. Management reserves the right to assign and if necessary, reassign facilities to assure the most efficient and appropriate utilization of facilities.

3. Food service required for events that total $100.00 or more must be made through university approved caterers (see Food Service).

4. Additional fees will be charged for special room setups, tear downs, resetting of rooms during an event, special cleaning or other additional services.

5. Willful or careless damage to the university property or equipment shall necessitate a replacement and/or repair charge to the responsible group.

6. If available, the Kochoff Hall (formally the Multi-Purpose Room) can only be reserved 18 hours before a major event is to take place for set-up and decoration. All decorations must be removed by the conclusion of the contracted time.

7. The University of Michigan-Dearborn, including the University Center, is a smoke free campus.

8. All groups will abide with all published University and University Center policies, regulations, guidelines and all local, state and federal laws.

9. A responsible representative of the group must remain in the facility until the event is completed. This includes staying on the site until all participants and/or vendors have left the building (i.e., entertainment, photographers, etc).


Rental Rate Categories

Space Details

University

Recognized UM-Dearborn student organizations, academic and administrative departments and University affiliated groups, scheduling a University sponsored event. If a student organization charges admission or asks for donations as admission to a function, an additional charge may be assessed to the group. This category does not include individuals requesting space for their own purposes unrelated to the university.

OR

UM-Dearborn academic and administrative departments and University affiliated groups that charge admission fees, registration fees, donations or generate funds in any manner. This category includes “sponsored groups” including non-profit agencies and any workshop or conference with attendees who are not UM-Dearborn faculty, staff or students.

Non-Profit

Individuals sponsoring non-profit events and any non-profit organizations, corporations, businesses and clubs not associated with University of Michigan-Dearborn business.

For-Profit

Individuals sponsoring for-profit events and any for-profit organizations, corporations, businesses and clubs not associated with University of Michigan-Dearborn business.

Facility Rental Fee:

Rental cost is for a four hour rental.  Please contact the University Center for a quote for additional time, if needed.

Facility

University

Non-Profit

For-Profit

Kochoff Hall (formally the Multi-Purpose Room)

 

 

 

1 section of Kochoff Hall

(NC)

$100.00

$200.00

2 sections of Kochoff Hall

(NC)

$200.00

$350.00

3 sections of Kochoff Hall

(NC)

$300

$500.00

Conference Room 1225

(NC)

$70.00

$100.00

Conference Room 1227

(NC)

$70.00

$100.00

Stage

(NC)

N/A

N/A

Information Tables

(NC)

$80.00

$80.00

Additional Considerations:

A per person facility charge may be substituted in lieu of individual room rates from large conference groups at the discretion of the Director, University Center.

Set-up fees, based on actual cost, may be imposed should the set-up be out of the ordinary requiring employee overtime or special time considerations beyond a normal set-up.

A 50% down payment and a signed facility agreement are required at the time of room confirmation.

Cancellation by a client 15 days prior to the date of booked event shall result in forfeiture of any rental deposit plus the obligation to pay the University of Michigan –Dearborn the cost of all expenditures attributable to preliminary arrangements for the event.

U Center Court is a public dining space. It is not intended to be reserved for the sole purpose of any individual or group. Any exception requires approval by the Director, University Center.

Food Service

1. All food and beverages consumed in rental areas must be obtained from the in-house caterer or a university-approved caterer.

2. Events which utilize the services of a university-approved caterer will be assessed a commission of 10% of the total food bill by UCA. All university departments and recognized student organizations must provide a chartfield to transfer funds for this fee prior to the event.

3. Events lasting 2 hours or less with a full meal catered by the in-house caterer will receive a 50% discount on the room rental, excluding overtime and security charges.

Alcoholic Beverage

Please see alcoholic beverage policy.

Security

Additional fees may be charged for events at which attendance is estimated to be 200 or more for events for which the office of Campus Safety determines extra security is necessary. These fees are set by the Department of Campus Safety for added security personnel on campus property.

Decorating

1. All decorating plans in the facilities or surrounding outside areas must be approved, in advance by the University Center Administration.

2. A group may not attach anything to ceilings, light fixtures, sprinkler heads, walls, floors, woodwork or any painted or papered surface unless approved by UCA.

3. Any decorations used for an event must be removed by the sponsoring organization at the conclusion of the event. If it becomes necessary for UCA staff to remove materials left by the group, the sponsoring organization will be billed for all costs of removing the materials.

4. The use of confetti, rice, dance wax and similar materials is prohibited.

5. Open flames are not permitted. Burning candles may be used if they are within glass holders.

6. Doorways, hallways, corridors, staircases and fire exits cannot be blocked or obstructed.

7. No pins, tacks or any piercing mechanism may be placed on walls, ceilings, woodwork, doors, etc.

8. UCA is not responsible for loss of any materials, gifts, favors or other items left in the building.


Recurring Events:

Weekly meetings are scheduled one semester at a time and may be made four weeks prior to the first day of class. For monthly or quarterly meetings and special events, reservations will be accepted beginning one year prior to the meeting or event. The University Center reserves the right to make room changes in order to accommodate special events.

Information Tables:

Information tables located in the -U Center Court may be reserved by a recognized university group or department for the purpose of providing information, publicity, surveys, and recruiting membership for recognized university groups.

All information tables are reserved in the UCA office on a first-come, first-served basis.

Tables shall not be reserved for more than two days in any given week and not more then six weeks in a semester.

Tables shall not be moved from assigned space nor shall any table be added to the assigned table location.

All equipment and materials must be confined to an assigned 8’ table space so as not to interfere with adjacent table space or pedestrian traffic.

Materials and equipment are not to be left on tables overnight.

Loud music is prohibited, as well as any activity that disrupts normal activities.

Representatives, sales persons, or agents of any cause or organization are prohibited from active solicitation which disrupts normal university activity.

Study Groups:

New policy. Check at the UC information desk for more information.

Day Sales

UM-Dearborn students club and organizations are allowed to use space in the U Center Court (dining area) for day sales. Dates are determined using a lottery system coordinated through the Student Government Office. Lottery meetings are held twice a year, once in the fall and once in the winter terms.

Student clubs and organizations are encouraged to limit sales from the hours of 10:00 a.m. – 6:00 p.m.