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Undergraduate Housing and Northwood III Space Use Request Form

Individual residents, resident groups and departments with a living/learning affiliation may host functions in various spaces in the residence halls. It is expected that the hosted function is for the students who live in that community, is exclusive to housing residents of other University housing communities or is for those students participating in a particular living/learning program.

Policies and Procedures

Residents or Living/Learning programs should have a conversation with the Leadership Team of the building to discuss, among other things, usage, timing of the event, means of promotion, the use of amplified sound, quiet hour considerations, size of event and appropriate building access.

The person reserving a space is assumed to be the host of the event and is expected to be on site during the length of the event. The host will be identified in the application form. 

For safety reasons, non-residents must be personally invited and escorted by a resident at all times.

Regularly scheduled events (e.g., weekly meetings) are not permitted in order that the space is available to meet the needs of all residents in the community.

Mass public invitations to events are not permitted.

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.

Financial transactions are prohibited. Only charitable, item donations (coats, toys, non-perishable food, etc.) may be collected as a condition of entry to an event.

All Community Living at Michigan (CLAM) standards apply to space use and activity

Safety and security

  • Residents of the building must show a valid ID card.

  • If an event is being planned that invites residents from another University Housing community, the event organizer will discuss a building access plan with the Leadership Team.

  • All guests will be escorted by a resident while in the building

  • All participants will adhere to the Community Living at Michigan (CLAM) standards and the Student Code of Conduct

  • Community quiet hours and study times must be taken into consideration. 

Large Events and/or Amplified Sound

For an event that is larger than 75 people or for gatherings where the event will have amplified sound, the following guidelines must be followed:

  • An online request must be submitted to reserve the space. 

  • Housing Security and the Leadership team of the community must meet with event host at least ten days before the date of the event.

  • Do to safety and security, mass public invitations are not allowed. 

  • The event host must meet with Housing Security 15 minutes before the event starts to review expectations and responsibilities.

  • The event may be restricted to begin and end between 10am and 8pm, Sunday through Thursday. 

  • The host will monitor and maintain orderly lines for guests waiting to enter the event.

  • The host will ensure that the number of people admitted to the event is not larger than the agreed upon capacity for the event.

  • The host will make sure that the event doesn't disrupt other events or activities in the community due to noise, size, guest behavior, etc.

  • The host will clear the event of all guests at the end of the event, clean the area, put furnishings back in place and report any issues, like broken furniture, to security. 

  • The host will assume responsibility for any costs related to the event. 

  • Housing Security is the final arbiter of all problems during an event. Decisions to remove patrons, close the event, control noise, etc, will rest with Housing Security. 

housing Security's Responsibilities

  • Housing Security must attend the pre-event meeting with members of the sponsoring group if one is scheduled.

  • Housing Security will notify the community's Leadership Team of an event cancellation or the sponsoring group's failure to attend a pre-event meeting. 

  • Housing Security will provide Security staff for the event if deemed necessary. 

  • Housing Security will attend a post-event meeting with the Leadership Team and representatives of the sponsoring group if a meeting is requested. 

Violations

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 space use privileges to students and/or groups who incur damage to the property and/or fail to comply with the rules as stated here. 

Undergrad and Northwood Reshall Space Use Request Form

Contact Person

Address
City
State/Province
Zip/Postal
Use the format of (740) 587-0123. Include your area code.
Use the format of (740) 587-0123. Include your area code.

Event Information

Provide the name of the organization that the requestor is representing.
Check all boxes that describe who the event is open to.

Desired Space

If you are selecting North Quadrangle and requesting the Dining Hall (3200), Tower Room (10100), or Residence Hall Opportunity Space (2450), please specify in the Description and Purpose of Activity field if you would like to use the audio-visual podium. Also, please note that during the academic year, the Residence Hall Opportunity Space (2450) is only available for reservations on weekends or after 1PM during the week.
Your estimation of people in attendance may not exceed the room capacity.

Date and Times - First Choice

:
:

Date and Times - Second Choice

:
:

Food

Food and beverage products must be provided by Michigan Dining Services per their availability of the product, staffing or timing of the event. No other food is permitted.
If you selected "Yes," please contact Michigan Dining Services in the hall or area where the event is taking place for pricing and availability.

Event Advertisement

If you are promoting this event, briefly describe how that will be accomplished.

Agreement

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