AMU Event Services Reservations Policy

Policy for Reserving Space in the Alumni Memorial Union, Outdoor, Non-Academic Space and Academic Buildings for Non-Academic Functions

                                                                                                

This protocol addresses campus space usage in the Alumni Memorial Union, Outdoor, Non-Academic Space and Academic Buildings for Non-Academic functions. Use of these spaces can be requested by university departments, recognized student organizations and non-university groups and individuals with core values in line with the mission and strategic direction of Marquette University. AMU Event Services Office provides internal and external groups efficient and effective services for scheduling space, A/V, set-up and catering services for their activities and events.

The process for reserving space varies based on your university affiliation.

  1. University Department
  2. Student Organization
  3. Non-University Group

UNIVERSITY DEPARTMENTS

  • AMU Facilities, outdoor and non-academic space requests can be made online or in person by visiting the AMU Event Services Office (AMU 245) or via phone at (414) 288-7202.
    • Space requests will be accepted for University Academic Activities and Events.
      • University Academic Activities are activities or events directly related to the instructional mission of the University. University Events are activities organized and run by faculty, staff and university departments that are planned primarily for members of the Marquette University and/or the benefit of the University.
    • Requests for University Hosted Events will also be accepted. Hosted Events are defined as academic programs, conferences, retreats and/or meetings involving two entities: university department and outside organization such as a professional association in which the University holds membership or maintains a relationship.
      • All event details and arrangements are to be made by the on-campus representative.
      • A Marquette University Hosted Space Agreement will be executed for all Hosted Events. The university department hosting the event will be required to provide their Budget Responsibility Center and obtain signature of the individual in his/her department having budget authority. All room, equipment, labor and catering charges will be processed through the RC provided. The Hosting Department may seek reimbursement from the outside organization if applicable.
      • Charges for room, equipment and labor will be based on the University Hosted Rental Rate Guide.
    • Requests can be made up to twelve (12) months in advance.
    • When requested by the sponsoring department annual events will be booked up to five (5) years in advance.
    • University departments may not reserve space or equipment for, or on the behalf of, an outside organization, person or for a personal event. This behavior constitutes fronting and is not allowed. Fronting is when a student organization, faculty or staff member reserves a space for an outside business/organization, person or for a personal event with no authentic connection to the University or a recognized student organization. If fronting is discovered, Non-University rental rates will apply.
  • Event Services staff will verify space availability in USI (Ungerboeck Systems International) event software.
  • The assigned Event Coordinator will confirm space with customer and obtain details such as catering, room set-up, A/V and labor needs.
    • Space, catering, A/V and event personnel requests should be made a minimum of ten (10) business days in advance of the event. Requests for outdoor space should be made a minimum of fifteen (15) business days prior to the event.
    • University Departments may Hold space for a period of 14 days. At which point if there is a request for the same date and room, the department holding the space will be required to release if they are not able to confirm use. Under special circumstances certain exceptions may apply.
  • Customer is sent an Event Order Confirmation for review. All requests are considered Tentative until the Event Confirmation is sent.
  • Catering guarantee counts are due five (5) business days in advance of the event date.
  • A Post Event Evaluation Request is sent to the primary event contact
  • AMU Event Services processes invoices each Friday for events held the preceding Friday through Thursday. Invoices are sent via email to the primary event contact. Charges are billed to the departments RC/Restriction that was obtained during the event planning process.  

Special considerations for University Department Requests:

  • University Departments that are coordinating an event that ALSO includes general classroom space can work with the AMU Event Services as well. AMU Event Services will serve as the Requestor in 25Live (OTR) for the general pool classroom space. Pending 25Live approval the request is entered in USI to become part of the overall Event request. When the space is Confirmed in 25Live USI will be updated and the customer will receive an Event Confirmation and continue to the event planning process as described above.
  • University Departments with a request solely for General Pool Classroom space will make the request through 25Live (OTR). Should they require catering for their event they will be directed to the AMU Event Services Office.

 

STUDENT ORGANIZATIONS & OFF CAMPUS GROUPS

While the process is similar to University Departments, requests received from Student Organizations and Non-University Groups vary in that requests for ALL campus spaces (including general pool classrooms) are processed through the AMU Event Services Office. This is intentional – requests from student organization that are beyond general meetings are considered “events” and as such require approval through the Office of Student Development. The AMU Event Services Office assists in managing that process. Non-University Groups are billed for room, equipment and labor – the AMU Event Services Office maintains this revenue expectation and has the resources available through USI event software and personnel to manage receivables.

 

  • Requests for AMU Facilities, outdoor, non-academic space and general pool classroom space may be in person by visiting the AMU Event Services Office (AMU 245) or via phone at (414) 288-7202. Requests can also be made online.

Registered Student Organizations

  • Space requests received from recognized Marquette University Student Organizations may include general organizational meetings or activities organized and run by organization membership that are planned primarily for the students of Marquette University and/or the benefit of the University.
      • Requests can be made up to six (6) months in advance.
      • Recognized student organizations may not reserve space or equipment for, or on the behalf of, an outside organization, person or for a personal event. This behavior constitutes fronting and is not allowed. Fronting is when a student organization, faculty or staff member reserves a space for an outside business/organization, person or for a personal event with no authentic connection to the University or the recognized student organization. If fronting is discovered, Non-University rental rates will apply.

Non-University Groups

Requests from Non-University Groups and individuals are defined as programs and activities organized by individuals, groups, business, or organizations not included in the organization structure of the University. University Departments and Student Organizations requests will have priority over Non-University Group requests.

    • Requests can be made up to twelve (12) months in advance.
    • Upon confirmation of space a Marquette University Space Agreement will be executed for all Non-University Groups. A deposit of 75% of the estimated charges will be due upon receipt. Balance payment will be due ten (10) business days prior to the event. Additional charges or items based on consumption will be billed post event.

Event Services staff will verify space availability in USI (Ungerboeck Systems International) event software

  • The assigned Event Coordinator will confirm space with customer and obtain details such as catering, room set-up, A/V and labor needs.
    • Space, catering, A/V and event personnel requests should be made a minimum of ten (10) days in advance of the event. Requests for outdoor space should be made a minimum of fifteen (15) days prior to the event.
  • When request is for General Pool Classroom Space the AMU Event Services will serve as the Requestor in 25Live (OTR). Pending 25Live approval the request is entered in USI to become part of the overall Event request. When the space is Confirmed in 25Live, USI will be updated and the customer will receive an Event Confirmation and continue to the event planning process as described above.
  • Customer is sent an Event Order Confirmation for review. All requests are considered Tentative until the Event Confirmation is sent.
  • Catering guarantee counts are due five (5) business days in advance of the event date.
  • A Post Event Evaluation Request is sent to the primary event contact
  • AMU Event Services processes invoices each Friday for events held the preceding Friday through Thursday. Invoices are sent via email to the primary event contact with any balance due charges being due within 15 days of receipt.