general policies

Designated areas in the Harding Mott University Center (UCEN), University Pavilion (UPAV), Northbank Center (NBC), William S. White Building (WSW), Murchie Science Building (MSB), and French Hall (FH) 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.  Event and Building Services (EBS) reserves the right to assign, and if necessary, reassign space to assure the most efficient and appropriate use of facilities.
  • 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.
  • 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 facilities beyond scheduled times.
  • Event ending time will be booked 15 minutes before regular building closing time.
  • Events scheduled beyond regular building hours will be assessed overtime fees.
  • Events scheduled during normally closed periods should be discussed in advance with EBS.
  • Users and their representatives must obey all University and EBS policies, regulations, guidelines, and all local, state and federal laws.
  • 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, who violate any part of the event planning guidelines, may be sanctioned up to and including loss of scheduling privileges.
Scheduling
  • Requests for event space can be made online at www.umflint.edu/ebs, by emailing reservations@list.umflint.edu or by calling 762-3436.
  • Request for one-time use of classrooms can be made by emailing reservations@list.umflint.edu or by calling 762-3436. Requests for classrooms are not accepted online. Classroom requests cannot be confirmed until two weeks into the semester.
  • Users may only use rooms they have reserved and after a confirmation has been received.
  • Reservations for major events (banquets, dances, etc.) with attendance of 100 or more must be confirmed no less than 21 days prior to the event.
  • Tentative reservations will be held for 14 calendar days. After 14 calendar days, the tentative reservation will be autimatically cancelled.
  • Events involving arts and crafts may only be scheduled in spaces that are not carpeted.
  • Events with attendance over 100 or with non-standard arrangements will require a planning meeting with an EBS staff member.
  • Room setup details for large and/or non-standard events must be established at least 7 days vefore the event. Room setup details that are coordinated with EBS less than 48 hours notice will be assessed a minimum $25 late fee.
  • Rooms requiring setup, reserved with less than 24 hour notice, will be assessed a minimum $25 late fee.
  • Alumni, Boardwalk, Huron, Lapeer, Moutt 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).
  • A confirmation is provided with every confirmed reservation. It is the responsibility fo the contact person to review the confirmation for accuracy.
recognized student organizations
  • Recognized Student Organizations (RSO) includes Greek Organizations, Student Organizations, Club Sports, Student Government, Campus Activities Board, 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 studnet 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 August for the fall smemster, Novemnber for the winter semester, and April for the spring/summer semesters.
  • Only approved signers can book events. RSO advisors are not approved to book events for the student organization.
  • RSO 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 student organization 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 teh 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 could occur.
University departments
  • Departments are required to provide a chartfield or shortcode when booking an event.
  • Departments may schedule events up to two years in advance.
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 24-hour 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 14-day advance notice is required to cancel a reserved space where staffing and/or overtime are required.  Without a 14-day notice, fees may be assessed as necessary.
  • If cancelation occurs after a multi-function space has been set (Genesee Room, Grand Banquet Hall, Happenings, Kiva, Lobbies, Michigan Rooms, Park Place, Saginaw Room, and Tuscola Rooms), a minimum fee of $25 per room will be assessed.
  • Cancelations must be made by calling EBS at 762-3436 during regular business hours (8am-5pm Monday-Friday), or by emailing EBS at reservations@list.umflint.edu.  Voice mails left outside of regular EBS office business hours are not acceptable cancelations.
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.
  • If excessive “no shows” occur in a semester, the room scheduling privileges will be revoked for the remainder of that semester.
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
  • Events that are booked as “back to back” events may require additional labor.  Additional labor charges may be assessed.
  • The group is responsible for removing their items and returning the room to its original condition upon completion of their event.  
  • A minimum of $25 per event space will be charged for event spaces requiring beyond normal cleaning time.
Audio/Visual Equipment
  • A wide variety of audio visual (A/V) equipment is available.
  • 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 $25 setup fee.
  • A/V equipment used outside UCEN, UPAV, WSW and NBC conference space will require a technician to deliver and recover.  The user will be responsible for delivery charges and the per-hour fee for the technician, if applicable.
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 Student Life), asking for petition signatures, and other similar activities.
  • For permission to solicit for any purpose outside on the UM-Flint campus, contact University Relations to complete the request for permission.
  • Tables must be staffed by the student organization or department.
  • Products and/or materials may be distributed from reserved tables, however 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.
  • Distribution tables are limited to one 8’ table with two chairs. Use of multiple tables by a group or individual is subject to availability.
  • Table charges, if applicable, will be according to the current rate schedule.
Parking
  • On-campus Visitor/Conference Parking is available in the Mill Street Parking Deck (Mill Street and Kearsley Street) on the lowest level 24/7.  Open parking is available in other open parking lots 5 p.m. – midnight Monday through Friday and on weekends.  
  • Parking for the UPAV is available at the Downtown Development Authority (DDA) surface lot (Saginaw Street and Kearsley Street).  The rates for this lot are set by the DDA.
  • 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. A parking attendant may be required for certain events.  Additional fees may apply.
  • 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 Longway Blvd.

Security
  • The University may require DPS officers to be present at an event.  The number of DPS personnel will be determined by EBS and the Department of Public Safety.  Additional fees may apply.
  • NBC safety fees will be charged for events held outside of regular business hours.