general policies

The Office of Event and Building Services (EBS) manages event spaces for the University of Michigan-Flint campus. Designated areas in the Harding Mott University Center (UCEN), Riverfront Banquet Center, University Pavilion (UPAV), Northbank Center (NBC), William S. White Building (WSW), Murchie Science Building (MSB), French Hall (FH) and certain external areas are available for meetings, activities, and events.  The following policies and procedures apply.

  • Facilities are reserved in the order in which requests are received, with consideration given to the size of the group and available space.
  • All rates, when applicable, are based on 4 hours of continuous use and will be charged on a per-business-day basis. Regular facility hours will be the basis for determining a business day.
  • Event ending time will be booked 30 minutes before regular building closing time.
  • Events scheduled beyond regular building hours will be assessed additional staffing fees.
  • Events wishing to be scheduled during normally closed periods must be discussed in advance with EBS.
  • A representative of the group must remain in the facility until the event is completed and everyone (including caterers, entertainers, media personnel, etc.) has vacated the premises.  Overtime charges will be assessed when individuals remain in the facilities beyond scheduled times.
  • Person making the reservation or contact person and their representatives must abide by all University and EBS policies, regulations, guidelines, and all local, state and federal laws.
  • Willful or careless damage to University property or equipment shall necessitate a replacement and/or repair charge.  The user is responsible for the actions of all participants.
  • EBS reserves the right to make exceptions and/or additions to any reservation policy.
  • All facilities and grounds of The University of Michigan-Flint (UM-Flint) campus are smoke free.
  • Departments and Recognized Student Organizations (RSO), who violate any part of the event planning guidelines, may be sanctioned up to and including loss of scheduling privileges.
Scheduling and Room Set Up Information
  • Request for one-time use of classrooms can be made by contacting EBS.  Requests for classrooms are not accepted online.  Classroom requests cannot be confirmed until two weeks after the start of the semester.
  • Users may only use rooms they have reserved and after a confirmation has been received.  A confirmation is provided with every confirmed reservation.  It is the responsibility of the contact person to review the confirmation for accuracy. 
  • Tentative reservations will be held for 14 calendar days.  After 14 calendar days, the tentative reservation will be automatically cancelled.
  • Events involving arts and crafts may only be scheduled in approved spaces.
  • Reservations for special events (banquets, dances, etc.) with attendance of 100 or more must be confirmed no less than 21 days prior to the event. Events with large attendance (over 100) or with non-standard arrangements will require a planning meeting with an EBS staff member. Room setup details for these events must be established at least 7 days prior to the event.
  • Room setup details for any events that are coordinated with EBS with less than 48 hours notice will be assessed a minimum $25 late fee. 
  • Alumni, Boardwalk, Huron, Lapeer, Mott Foundation Conference Room, Oakland, Shiawassee, and Superior have standardized conference setups.  A minimum fee of $25 will be assessed if these setups are altered or rearranged in a way that requires staff to reset the room.
  • Equipment and/or audio visual equipment added or changed less than 1 hour before the scheduled start time of an event may be subject to additional set up charges ($25.00 minimum). 
  • Any equipment that is delivered to spaces other than EBS designated spaces will be charged an additional fee, depending on the amount of equipment.
recognized student organizations
  • Recognized Student Organizations (RSOs) includes Greek Organizations, Student Organizations, Club Sports, Student Government, Campus Activities Board, Black Student Union and First Street Residence Hall clubs.
  • RSOs must be registered with the Office of Student Involvement & Leadership (SIL).  SIL provides EBS with a list of up to 3 authorized signers for each RSO.  Those authorized signers will be required to meet with EBS for an orientation prior to making any reservations.  During the orientation, policies and procedures outlined in this document will be discussed and the student will sign an agreement for the semester.  No requests will be accepted until this orientation is complete and the agreement is signed.
  • Events may be scheduled beginning in July for the academic year and April for the spring/summer semesters.
  • Only approved signers can book events, which includes RSO advisors. 
  • RSOs must have an active account through SIL with adequate funds to cover event expenses.  It is the responsibility of the RSO to provide SIL with a copy of their confirmation prior to the date of the event.
  • For events determined to be of higher risk, the RSO must provide to the University a certificate of insurance evidencing general liability insurance ($1 million per occurrence/$2 million annual aggregate) and naming the “Regents of the University of Michigan” as additional insured.  Examples of higher risk events are organized races or walks through campus, inflatable activities, and other events where injuries are more likely to occur.
University departments
  • Departments are required to provide a shortcode when booking an event.
  • Departments may schedule events up to two years in advance. Any requests that go beyond two years must receive approval from EBS before the space is reserved.
  • An email will come to the Reservationist in EBS to approve the request and you will be notified by email when approved.
booking rooms online

Setting up an account (1st time users)

  • Go to www.umflint.edu/ebs and click on the picture of the University Center with the words "online reservations" on the right side of the screen.
  • Follow instructions under New Users.
  • Fill in all fields and click Save.
  • An email will come to the Reservationist in EBS to approve the request and you will be notified by email when approved.

Requesting a Room

TIPS

  • Classrooms cannot be booked online.
  • When entering an Event Nambe be sure to use descriptive words, as this is how it will appear on the Campus Calendar.
  • When entering Event Time be sure to enter the actual event start and end time, as this is how it will appear on th eCampus Calendar. If you require additional time for set up and/or break down enter the information under Event Notes.
  • When looking for a conference room, you must select "conference style" for room setup type in order for conference rooms to populate.

INSTRUCTIONS

  • Go to www.umflint.edu/ebs and click on the picture of the University Center with the words "online reservations" on the right side of the screen.
  • Follow instructions under Authorized Users
  • Enter User ID (make sure you use your entire email address) and Firtual EMS Password, and click Login.
  • Click on Reservations - Room Request.
  • Select a Date, Start Time and End Time, the building where you would like the event to take place from the Facilities drop down menu, the Attendance number, and the Setup Type. If a conference room is being requested, you must select "conference style" under setup type for the available conference rooms to come up. Click Find Space.
    • ​Note: If the reservation is a recurring event, select the Recurrence button next to the Date display and fill in information.​
  • ​After clicking on Find Space, a list of available rooms will be diplayed under the Location tab. Choose a room by clicking the green + sign next to the desired room.
  • Click on the Details tab and fill in all fields marked with a red asterisk. Complete additional fields as necessary for you r event. When finished, click Submit Reservation.
  • The Reservation Summary will display, showing the details of your reservation.
Room Arrangements and Equipment
  • Events with attendance over 100 or with non-standard arrangements will require a planning meeting with an EBS staff member.
  • Room arrangements for large and/or non-standard events must be established at least 48 hours before the event.
  • Alumni, Boardwalk, Huron, Lapeer, Mott Foundation Conference Room, Oakland, Shiawassee, and Superior have standard conference setups.  A minimum fee of $25 will be assessed if these setups are altered or rearranged in a way that requires staff to reset the room.
  • Fees will be assessed for equipment delivered and used outside UCEN, WSW, NBC and UPAV conference space.
  • Equipment and/or audio visual equipment added or changed less than 1 hour before the scheduled start time of an event may be subject to additional labor charges ($5.00 minimum).
Cancelations
  • A full business day advance notice is required to cancel a reserved space in a location with fixed seating where no additional staffing and/or overtime are required.  Cancellations made less than 24 hours will result in a fee of $25 per room.
  • A 10-day advance notice is required to cancel a reserved space where staffing and/or additional labor is required.  Without a 10-day notice, fees may be assessed as necessary.
  • If cancellation occurs after a multi-function space has been set (Grand Ballroom, Happenings, Kiva, Lobbies, Michigan Rooms, Park Place, Saginaw Room, Tuscola Rooms, etc.), a minimum fee of $25 per room will be assessed.
  • Cancellations must be made by calling EBS. EBS will send a confirmation of cancellation.
No Shows
  • “No Show” is when space is reserved and the group does not meet and the room is not cancelled per the cancellation guidelines.
  • If a “no show” occurs the following fees will apply:
    • One or two occurrences in a semester, a minimum fee of $25 per room will be assessed.
    • Three or four occurrences in a semester, a minimum fee of $50 per room will be assessed.
    • Five or more occurrences in a semester, a minimum fee of $75 per room will be assessed.
Decorating
  • All decorating plans in the facilities or surrounding areas must be approved by EBS in advance.
  • All decorations must be removed immediately after the event.  If not done, labor fees may apply.
  • Items may not be attached to light fixtures, sprinkler heads, woodwork, windows, glass surfaces, window treatments or any painted or wallpapered surface.
  • The use of table confetti, rice, tinsel, or any decoration that can be sprinkled onto a surface is prohibited and is subject to an automatic $50 cleaning fee.
  • Use of candles must be enclosed on all sides and must be approved by EBS in advance.  Open flames and burning of incense or any other material is prohibited.
  • Doorways, hallways, corridors, staircases and fire exits cannot be blocked or obstructed at any time.
  • All electrical cords must be secured to the floor.  EBS will provide proper materials for this purpose.  
  • No tape on floors is allowed.
  • No pins, tacks, or any piercing mechanism may be used in any conference room or to attach items to tables or chairs.
  • The use of double sided tape is not allowed.
  • NBC only:  All balloons must be equipped with an eight yard string.  If unattached balloons rise to the ceiling, a minimum fee of $50 will be assessed for removal.  No balloons can be used in the lobby at NBC.
room cleaning and condition
  • The group is responsible for removing their items upon completion of their event. 
  • A minimum of $25 per event space will be charged for event spaces requiring beyond normal cleaning time and/or equipment being moved from its normal location.
  • Additional trash cans can be made available upon request.
Audio/Visual Equipment
  • A/V equipment requests are subject to availability.
  • A/V requests should be made a minimum of 48 hours in advance of the event.  Requests made less than 1 hour prior to the event time will result in a minimum $25 setup fee.
  • EBS A/V equipment used outside designated conference spaces will require staff to deliver and recover.  The user will be responsible for delivery charges and a possible per-hour fee for staffing when necessary.
Distribution Tables/Material & Product Distribution
  • Solicitation of any kind, for any purpose, is not permitted within the buildings of UM-Flint.  Examples of solicitation would include, but is not limited to, the distribution of sample products, handing out marketing materials (except handbills approved by SIL), asking for petition signatures, and other similar activities.
  • For permission to solicit for any purpose outside on the UM-Flint campus, contact DPS to seek permission.
  • Tables must be staffed by the student organization or department.
  • Approaching passerby or other active solicitation is strictly forbidden. Users must remain behind their tables.
  • Products and/or materials may be distributed from reserved tables; however it must not conflict with campus policy.  EBS must approve goods and services that are to be sold or distributed.  No products or services may be sold or distributed which duplicates or is similar to those sold by any on-site business operation.  EBS will make the determination if there is a conflict.
Parking
  • In addition to the ramp rental fee, the UPAV Parking ramp rental will include a Department of Public Safety (DPS) charge of $32/hr.
  • Parking for NBC is available in the attached parking deck.  Only limited parking is available during regular business hours at $2 per vehicle; limited free remote parking is available.  The parking ramp, when available, may be rented for an additional fee.
  • Busses that unload and are remaining on campus during events can park in the WSW parking Lot R located on the corner of Saginaw Street and Robert T. Longway Blvd.
Security
  • The University may require Department of Public Safety (DPS) officers to be present at an event.  The number of DPS personnel will be determined by DPS. Additional fees may apply.
  • NBC safety fees will be charged for events held outside of regular business hours.
Animals

The UCEN and the UPAV are considered food service locations.  Animals and pets cannot be in these buildings without permission from EBS in advance of an event. Service animals are allowed.  Service animals are defined as guide dog, signal dog, police dog, or other animal individually trained to provide assistance to an individual with a disability.

Bar Service

UM-Flint is issued a class ‘C’ license under the title ‘Riverfront Campus’.  This license enables the University to serve alcohol for events on an ‘as requested’ basis.  It does not allow a regular ‘bar’ service that would operate daily.  The liquor license is specified only for the UCEN.  This license gives the capability of offering a cash bar or an open bar to university and non-university customers.  All customers wishing alcohol service at an event are required to meet with Event and Building Service (EBS) staff to create and sign an alcohol service agreement.  All alcohol is purchased and provided by EBS.

Non-licensed UM-Flint facilities in which alcohol service may occur:               

  • Northbank Center
  • Riverfront Conference Center
  • Ross House
  • Theatre Lobby (adjacent to French Hall)
  • Thompson Library Atrium
  • University Pavilion First Floor/Chancellor’s Conference Room
  • William S. White Building Atrium/Tuscola Rooms
  • Various other locations around campus

University events are unable to obtain a ‘special license’ to sell alcohol in an unlicensed facility.  In order for a University event to offer alcohol in a non-licensed facility, either the university group or the caterer, if applicable, must provide the alcohol.  All of the following must apply:

  • The event must be free – tickets may not be sold.
  • The event must be by invitation only – it cannot be open to the general public.
  • There can be no mention of alcohol in the invitation, or in any printed or electronic material for the event.
  • The alcohol must be free of charge – no cash bar.
  • The event is monitored by a professional staff member from EBS.
  • All alcohol servers are TAM- or TIPS-certified EBS employees.
  • The alcohol must be purchased out of a discretionary fund that is a non-general fund.

It is strongly discouraged to serve alcohol at any events students may attend.  However, requests for alcohol service at events where students may attend will be reviewed by EBS.  Special attention should be given to ensuring no person under twenty-one (21) years of age is served or consumes alcohol.

Contact EBS at least 21 days prior to the date of the event.  Provide the following information:

  • Name, date, location and the time of the event
  • Type of bar service requesting
  • Shortcode for payment

EBS will prepare a bar service contract for the event and will meet with the contact person to review all details and policies.  Bar service scheduled less than seven days prior to the event may be assessed a late fee. Contact EBS for additional information on Bar Service and pricing.

University of Michigan-Flint Food Safety Policy

The University of Michigan-Flint Food Safety Policy applies to all areas of campus defined in any of the categories listed below:

  • Meeting/conference rooms (reservable spaces)
  • Outdoor areas including parking lots, parks, lawns
  • Lounges (open areas that can be entered from a hallway or by the general public)
  • Atriums/Lobbies
  • University funded events held off campus within a serviceable distance (exception is made if you are using a facility that requires use of an exclusive caterer)
  • All other areas on University property where events might be scheduled
  • All food and beverages consumed on campus must be obtained from University Catering Services or an Approved Caterer.The exception is food brought to campus for one’s own personal consumption.
  • Commercial take-out pizza establishments:Little Caesar’s, Jets, Cottage Inn, etc. (does not include restaurants that sell pizza) – 15% surcharge for non-University sponsored events does not apply.

It is important that food service providers prepare and serve food in a safe manner in accordance with state and local regulations and ordinances.  Any potentially hazardous food offered to the public requires licensing of a food vendor by a local health department.  Potentially Hazardous Food is defined as food that is natural or synthetic and that requires temperature control because it is in a form capable of supporting the rapid and progressive growth of infectious or toxigenic microorganisms.

To prevent serving potentially hazardous food to the public, The Genesee County Health Department, a branch of the Michigan Department of Agriculture and Rural Development (MDARD), requires that food served at UM-Flint must be prepared in a licensed facility. The “public” includes any group of faculty, staff, students and/or guests gathered for a formal event, meeting, or activity. To be in compliance, the following applies to UM-Flint:

  • If food has been prepared in a facility licensed by the MDARD, transported in a safe manner, and held at proper temperatures at a temporary serving location, no “additional” license is required, provided that no cooking, slicing, assembly, or other preparation occurs at the temporary serving location. At UM-Flint, only University Catering Service or a University Approved Caterer may be used for catering purposes.
  • Food prepared in a non-licensed facility may only be served at functions such as closed department or unit activities i.e., staff meetings, “potlucks”, etc. which are held in a private area and not held in a room/space scheduled through EBS or one that would be accessible to the general public.
  • Anytime food is being assembled or prepared on campus from a non-licensed facility, a one day site license from the Genesee County Health Department is required.
  • Temporary food service carts (cotton candy, ice cream, snow cones), with no food preparation, using only single-service articles, may serve only non-potentially-hazardous foods or beverages. These events must be pre-approved in advance by EBS.This may require a liability insurance rider naming the Regents of the University of Michigan as an additional insured.
  • Tents to cover the service area for food and/or beverages at outdoor events is strongly encouraged.
Outdoor Grilling Policy
  • Outdoor grilling on the campus of UM-Flint is permitted only in specified areas.  All grilling must be performed by University Catering Service, Pavilion food vendors, or other Approved Caterers.  Any questions regarding areas on campus where outdoor grilling is desired should be directed to EBS.
  • Due to food safety regulations, the Genesee County Health Department requires a special license for all outdoor cooking, including grilling.  The caterer must obtain a one-day license in order to provide outdoor cooking service and follow all outdoor grilling policies.  A special license can take up to two weeks to process and must be posted at the catered event.
  • University departments, as well as students, student groups, faculty and staff are not permitted to use outdoor grilling equipment (University-owned or personal) on campus.
Event Rate

Recognized Student Organizations (RSO) and University departments may schedule and use certain space free of charge if all of the following criteria are met:

  • The University department or RSO is the sole sponsor and host of the event.
  • There is no revenue generated or fees involved or when all revenue is donated to one or more scholarships or charities or the event is a fundraiser where all revenue goes to the RSO.
  • The event will support the mission of the University Department or RSO.
  • The event is not held in the NBC Grand Ballroom or the Riverfront Conference Center. Current room rental rates for internal departments and RSO’s will apply.
Charity Drives

The University Center does not allow money collections and will not assume liability for items stolen from drop boxes.  Drop boxes must be neat in appearance with their function and the sponsoring organization clearly stated. Pick-ups occur regularly so as to minimize theft and prevent overflow. Charity Drives may last a maximum of two weeks.