Alumni Memorial Union Space Reservation Policy

ALUMNI MEMORIAL UNION SPACE RESERVATIONS POLICY

Alumni Memorial Union, Outdoor, Non-Academic Space

and Academic Buildings for Non-Academic Functions

                                                                                                               

This policy 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. The AMU Event Services Office provides internal and external groups services for scheduling space, A/V and set-up in the AMU facilities and catering campus wide.

 

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 community 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.
    • When requested by the sponsoring department annual events will be booked up to five (5) years in advance.
    • When requested for a specific event University Departments may place a tentative hold on up to three (3) dates space for future events. Each date will be held 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.
    • University Departments are asked to only reserve space that will be specifically utilized for the planned event. If it is recognized during the event planning process that spaces will not be needed the department liaison should inform AMU Event Services to release the space making it available for further bookings. Departments may not internally transfer their space to a colleague or another department, such requests should be made through the AMU Event Services Office.   

Special considerations for University Department Requests – Office of the Registrar (OTR)/25Live:

  • University Departments that are coordinating an event that ALSO includes general classroom and academic restricted space can work with the AMU Event Services. AMU Event Services will serve as the Requestor in 25Live (OTR) for these spaces. Pending 25Live approval the request is entered in USI and will 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 with the event planning process.
  • University Departments with a request solely for General Pool Classroom space & academic restricted space will make the request through 25Live (OTR). Should the meeting require catering the Requestor will be directed to the AMU Event Services Office.
  • Note that the Office of the Registrar will confirm academic space availability on a per semester basis.

 

STUDENT ORGANIZATIONS

Space requests received from Marquette University recognized student organizations for ALL campus spaces (including general pool classrooms & academic restricted space) 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 through Marquee. The AMU Event Services Office will manage all aspects of the event including catering, set-up and equipment.

 

  • Requests for AMU Facilities, outdoor, non-academic space and general pool classroom and restricted academic 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:
  • 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 for AMU facilities can be made by student organizations up to one year in advance.
      • Student organizations policies as stated in the Student Handbook through the Office of Student Development will apply.
  • Note that the Office of the Registrar will confirm academic space availability on a per semester basis.
  • Student organizations may not transfer their space request to another student organizations. Such requests should be made through the AMU Event Services Office.
  • Requests for University Hosted Events will also be accepted by recognized student organizations. Hosted Events are defined as academic programs, conferences, retreats and/or meetings involving two entities: the recognized student organization and outside organization such as a professional association in which the organization holds membership or maintains a relationship.
      • All event details and arrangements are to be made by the on-campus student organization representative.
      • A Marquette University Hosted Space Agreement will be executed for all Hosted Events. The student organization hosting the event will be required to provide a 75% deposit of all estimated charges and provide evidence that they will have enough funds to pay outstanding charges. This will include all room, equipment, labor and catering charges. The Hosting student organization 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.

 

NON-UNIVERSITY GROUPS

Space requests received from Non-University Groups for ALL campus spaces (including general pool classrooms & academic restricted space) are processed through the AMU Event Services Office. The AMU Event Services Office will manage all aspects of the request including catering, set-up and equipment. Non-University Groups are billed for room, equipment and labor – the AMU Event Services Office maintains this revenue expectation and has the resources available to manage receivables.

Non-University Groups Reservation Requests

  • 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. 
  • When request is for General Pool Classroom or restricted academic 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 in the event planning process as described above.

The following guidelines are relevant to all groups (University Departments, Student Organizations and Non-University Groups):

    1. University departments and 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 a recognized student organization. If fronting is discovered, Non-University rental rates will apply.
    2. Event Services staff will verify space availability in USI (Ungerboeck Systems International) event software.
    3. The assigned Event Coordinator will confirm space with customer and obtain details such as catering, room set-up, A/V and labor needs.
    4. 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.
    5. Reservations are confirmed on a first-come, first-served basis.
    6. The AMU Event Services Office will issue a written event confirmation before a reservation is valid. Requestor will receive an acknowledgement of the space request within three (3) business days of the initial request. Please read your reservation response thoroughly. Please do not announce or publicize any event until reservation response has been received and your request has been confirmed.
  • Catering guarantee counts are due five (5) business days in advance of the event date.
  1. A Post Event Evaluation Request is sent to the primary event contact
  2. 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.
  3. The Alumni Memorial Union Event Services Office reserves, at its sole discretion, the right to relocate an event to a space similar in size and layout. This right will only be exercised in emergency or extreme situations after other options have been exhausted and after consultation with the reserving/affected group.
  4. Marquette University at its sole discretion reserves the right to deny use of the Alumni Memorial Union facilities and/or equipment.

 

For more information, please visit the Alumni Memorial Union Event Services Office online, in person in the AMU room 245 or by phone at (414) 288-7202.

 

Updated November 2018