Housing Space Use Request Form

• Spaces are reservable throughout most of an academic semester when residence halls are open. Spaces are not reservable in residence during undergraduate “move-in weeks” for applicable communities, and during study days/finals (the last two weeks of the semester). Spaces are not reeservable when the University is in recess or residence halls are “closed”.

• Space reservations requests for undergraduate community rooms from the public-facing form can be approved if the requestor is a resident of that community, an employee/individual who has MCard access to that community, or the Employee/Student Life Unit reserving a space for work that advances the mission and work of Student Life.
• In graduate communities (Munger and Northwood) and in addition to residents of the applicable community, individuals with MCard access, and Student Life Units reserving a space for anything that advances the mission of Student Life the following rooms can be reserved by student organizations in good standing as a Voluntary Student Organizations (VSO) and/or Sponsored Student Organizations (SSO), academic departments, and other non-Student Life departments.
• Please note that while the above individuals may be approved to reserve a space within residence, spaces within the residence are prioritized for resident and housing team use.

• Regularly scheduled events for non-Michigan Housing staff (ex: weekly meetings and/or holding of space more than a total of 8 hours per calendar week) are not permitted so that space is available to meet the needs of the residents of the building.

• Individuals and groups reserving any space are required to disclose information regarding the intended use of the space at the time of reservation and upon request. This includes, but is not limited to, sound amplification, intended audience, potential need for additional furniture, and event materials. Space reservations are not intended to be used for gatherings that are widely advertised for the general public to attend. Michigan Housing staff have the right to decline a reservation request if the intended use of the space does not match the design/intention of the space being requested.

• Any food and beverage served must be supplied by Michigan Dining. Outside food and beverages are not permitted to be served during any approved space reservation events. Beverages containing alcohol are strictly prohibited unless in designated Lawyer’s Club alcohol friendly spaces. Serving homemade food is not permitted. However, individual participants are permitted to consume food they have personally supplied.

• All participants are required to adhere to the Community Living at Michigan (CLAM) standards, the Statement of Student Rights and Responsibilities, and any other applicable University policies. FAilure to follow outlined policies may result in formal documentation through the Housing Support and Community Responsibility (HSCR) Office and/or other University channels. Additionally, events typically covered by the University’s Comprehensive Event Support policy are not allowed within residence hall spaces.
• All reservable spaces within Mhousing are also subject to any protocols, policies, or directives contained within the University Facilities Use Policy.

• Event setup must take place during the approved reserved times for the requested space. Individuals requesting a space reservation should account for event setup time in their reservation request. Decorations, flyers, etc., are permitted to be attached to walls for the duration of the approved reservation only. Decorations are only permitted to be attached to walls with blue painter’s tape and can not be adhered to projectors, screens, art, whiteboards, or the ceiling. Additionally, decorations and/or displays can not compromise public safety or increase the risk of property damage, including but not limited to blocking fire exits. Candles, open flames, adhesives, glitter, or similar materials are also prohibited. It is also expected that individuals exercise care during event setup and take-down. Standing on tables, chairs, or furniture to hang decorations is prohibited.
• It is expected that the room will be reset to its original condition and configuration by the end of time of the approved reservation. Individuals who submit reservations should ensure that they request an end time with enough time to clean up and reset the room. A room is considered “reset” when it has been cleaned, and all furniture has been returned to its original arrangement. Cleaning includes wiping tables free of spills, vacuuming the floor (if needed), discarding all trash in approved trash bins, wiping down any whiteboards, and turning off any used AV equipment.
• Charges will be assessed to the host of the reservation in the case of damages, loss of property, or if cleaning is needed. A minimum charge of $50.00 will be billed if the room is not cleared or put back together at the end of the event.

To protect the privacy and safety of residents living in the residence hall and community members—and to maintain the integrity of reservable spaces identities and branding—public photography, audio recording, and video recording (including filming for social media, interviews, or promotional content) are not permitted in reservable spaces unless approved in advance and conducted in accordance with the University and Michigan Housing filming/photography policies

Anyone, including those with daily access to the space, seeking to photograph or film in a Reservable Space must:

1. Seek and obtain approval through the University’s required filming/photography approval process.
2. After University approval is granted, seek approval and coordinate with Michigan Housing at least twenty-one (21) business days in advance of the requested date(s). If approved, the Housing Operations team will partner to support appropriate planning, communication, and space management. Requests for M Housing approval and then coordination should be sent to the applicable building leadership team email.

Michigan Housing reserves the right to decline any request, even if it has been approved through the University approval process, and may deny, limit, or stop any photography/filming activity that ha snot received appropriate approvals, disrupts the community environment, misrepresents the space or its purpose/branding, conflicts with lounge use and resident needs, or is causing damage to the reservable space.

• Failure to use the space in accordance with established expectations, policies, or reservation guidelines may result in loss of access to the space for the remainder of the academic year, until completion of a restorative process, or for another period determined by Michigan Housing based on the circumstances.
• Michigan Housing also reserves the right to deny future reservation privileges for individuals or groups who misuse the space, fail to comply with expectations, or cause damage.
• Additionally, Michigan Housing reserves the right to charge individuals or groups for costs associated with damage, misuse, excessive cleaning, or other expenses incurred as a result of improper use of the space. Charges will be assessed based on the actual cost of repairs, replacement, cleaning, or other necessary services.

Alice Lloyd Movement/Dance Studio:

• Food is not allowed in the Alice Lloyd movement/dance studio. Any food or snacks must be consumed outside of the space. All liquids/beverages should have a lid or re-sealable cap to prevent spills.

Lawyer Club Specific Policies:

• Use of Alcohol: Alcohol use by residents over the age of 21 is permitted in personal-serving size in the Club rooms of Munger and Cook; no alcohol is permitted in the Clubhouse. Alcohol is never allowed in the form of kegs, communal bottles, or where there is an exchange of money/donation, implied or suggested. Drinking games are incompatible with professional school and prohibited in these spaces.