Undergrad and Northwood Reshall Space Use Request Form
Before submitting this application, read about the Space Use Protocol, Process and Requests.
To give our staff time to consider your request and review building specific space use calendars, please submit your requests a minimum of 5 business days in advance of your need.
(If you are seeking space in the Munger Graduate Residence Hall, please see this page).
Policies and Guidelines for Residential Space Use
- Food and beverage products from any vendor other than Michigan Dining Services are not permitted in the residence halls. Note that Michigan Dining Services' availability may be limited pending the availability of the requested items, staffing levels, and timing of the event.
- Non-residents are to be personally invited guests of a resident and must be escorted by the resident at all times.
- The collection of money at an event is prohibited. Only charitable, item donations (coats, toys, non-perishable food, etc.) may be collected as a condition of entry to an event.
- Housing personnel will remove any materials that promote the use of alcohol or other drugs or that discriminate on the basis of race, sex, color, religion, creed, national origin or ancestry, age, marital status, sexual orientation, gender identity/expression, disability, or veteran status.
For the safety and security of residents' homes, we ask that:
- Residents of the building in which the event is held and their personally invited, escorted guests are the only people in attendance. Residents of the building must be able to show a valid Mcard.
- Where an event may be planned that residents of another University Housing community are invited to participate, it is expected that the organizer discuss with LT an appropriate model for access to the building and the escorting of guests while in the building.
- All participants and guests adhere to the Community Living Standards as noted in the Community Living at Michigan (CLAM) site and/or The Student Code of Conduct.
- Quiet hours and study times are taken into consideration. The Community Living at Michigan (CLAM) site addresses these hours.
- Regularly scheduled events (e.g., weekly meetings) are not permitted in order to meet the needs of all residents in a community. Evening hours are more in demand and therefore more impacted by the need to schedule in multiple locations.
For an event in a residence hall that is larger than 75 in attendance and/or for gatherings where the event will employ amplified sound, regardless of anticipated attendance, the following guidelines are in place:
- Submit an on-line request for the space.
- Contact Housing Security and the Leadership Team of the community to schedule a pre-event meeting at least ten days prior to the proposed date of the event.
- Determine the maximum attendance and adequate staffing levels in consultation and in agreement with Housing Security and/or the Leadership Team of the community
- Mass, public invitations to the event is not permitted.
- Designate a host/coordinator who will be present at the event.
- The host/coordinator is expected to meet with Housing Security 15 minutes prior to the scheduled start time of the event. At this meeting, responsibilities and expectations for the event will be reviewed.
- Understand that these events/activities may be restricted to begin and end between the hours of 10:00 am - 8:00 pm, Sunday through Thursday.
The host/coordinator will be expected to:
- Monitor and maintain orderly lines for the guests waiting to be admitted to the event.
- Ensure that the number of people admitted to the event, including guests and group members, does not exceed the agreed upon capacity for the event.
- Ensure that any guest is personally escorted by a resident of that community.
- Ensure that the event does not disrupt other activities in the building due to noise levels, guest behavior, crowds, etc.
- At the end of the event, clear the area of all attendees.
- Clean the area and put all furnishings back in place. Report to security any problems, including broken furniture, etc.
- Assume responsibility for all costs related to the event.
- Housing Security is the final arbiter of all problems during an event. Decisions to remove patrons, close down an event, control noise, etc. will rest with Housing Security.
- Attend the pre-event meeting with members of the sponsoring group if one is scheduled per the above requirements.
- Notify the Leadership Team of the specific community of an event cancellation or the sponsoring group's failure to attend a pre-event meeting.
- Provide Security staff for the event, if deemed necessary.
- Attend a post-event meeting with the Leadership Team and representatives of the sponsoring group if one is requested.
Any individual or organization found violating these guidelines or any other applicable University policy, including policies prohibiting solicitation in a residence hall without permission, may be escorted from the applicable building by University Security and/or public safety personnel. Housing staff may also revoke lounge use privileges to students and/or groups who incur damage to the lounge property and/or fail to comply with the rules as stated here.