Standard Policy

Meeting and event space is available for rent at the University of Michigan-Flint through the Office of Events and Building Services (EBS). The following policies and procedures apply to the temporary use of facilities that are made available for meetings, activities, and events.

General Guidelines

  • Willful or careless damage to university property or equipment may necessitate a replacement and/or repair charge.
  • Renters and their representatives shall abide by all University and EBS policies, regulations, guidelines, and all local, stateandfederallaws.
  • The renter is responsible for the actions of all participants. Violation of any University or EBS policy will result in the loss of scheduling privileges and may include civil or criminal charges.
  • A representative of the renter’s group must remain in the facility until the event is complete 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.
  • EBS reserves the right to make exceptions and/or additions to any policy listed.
  • EBS will provide the renter with a rental agreement that outlines the terms of the space use.

Rental Periods

  • All rates are based on continuous use and will be charged on a per-business-day basis. Regular facility hours will be the basis for determining a business day. The same process holds true if any outdoor spaces are in use for activities such as races, rallies, festivals, etc.
  • During regular building hours, space use may not begin until one-half hour after the building opens and must end one-half hour before the building closes. Events scheduled beyond these parameters will be assessed overtime fees.
  • Events scheduled during normally closed periods will be assessed the per-hour overtime rate in addition to the regular room charge. These rates begin one-half hour before the group arrives and ends one-half hour after the group leaves.


  • All event space must be scheduled through the Office of Event and Building Services (EBS).
  • A signed Rental Agreement is required before a room/space is confirmed.Any changes to the Rental Agreement must be authorized by EBS.
  • Renters may use only rooms or space they have reserved.
  • Reservations for events with attendance of 100 or more must be confirmed at least 5 business days prior to the event.
  • Tentative reservations will be held for 14 calendar days. A tentative reservation is confirmed when the required security deposit and/or rental fees and a signed Rental Agreement are received. After 14 days, a tentative reservation is automatically removed without further contact with the customer and the space becomes available for others to rent.

Security Deposits and Rental Payments

  • A $500 security deposit applies.
  • The security deposit will be refunded within 45 days after the event if the rented space is free of damage and all other room reservation expenses have been paid in full.
  • All fees must be paid in advance of the event


  • If a cancellation occurs within seven days before the event, a fee may be assessed against the security deposit.
  • If a cancellation occurs within seven days of the event, the entire security deposit and pre-paid rental fees may be forfeited.

Room Arrangements and Equipment

  • Events with attendance over 100 or with non-standard arrangements will require a planning meeting with the Rental Agreement signer and an EBS staff member.
  • Room arrangements for large and/or non-standard events must be confirmed at least 48 hours before the event.Changes after 48 hours, or after the room is set, will be assessed additional fees.

Audio/Visual Equipment

  • EBS offers a wide variety of audio/visual and other equipment for conference/meeting events. If an event requests equipment that may require transport from another location, a fee will be assessed. Refer to the Equipment Rental Rates for equipment availability and pricing.
  • EBS may require groups to work with outside vendors for A/V needs for their events.
  • Equipment requests are subject to availability.
  • Equipment may require a delivery and recovery fee.
  • A/V equipment is not for available for use outdoors.

Food Service

  • All food and beverages consumed in rental areas must be obtained either from University Catering Services or from a caterer on the Approved Caterers List.  The caterer must be confirmed with EBS prior to the event.          
  • All food and beverages consumed in rental areas must be obtained through one of these approved caterers. The only exception are specialty cakes, which can be purchased from a licensed bakery of your choice.

Bar Service

Harding Mott University Center
  • The University of Michigan-Flint maintains a liquor license for the Harding Mott University Center.
  • All alcohol is provided by EBS with this service.
  • All alcohol must be dispensed by EBS staff that have been trained and certified in alcohol management.
  • Cash bar service or open bar service options are available at this location.
  • Please see bar service policy for more information.
Northbank Center and University Pavilion
  • The Northbank Center and University Pavilion are non-licensed facilities.
  • All alcohol is provided by the contract signer.  A host liability insurance policy is required.
  • All alcohol must be dispensed by EBS staff that have been trained and certified in alcohol management.
  • Open bar service options are available at these locations.  Special licensing is required in a non-licensed facility to sell alcohol at an event.  Special licensing is available only to non-profit or civic organizations and not individual private parties.
  • Please see bar service policy for more information.


  • All decorating plans (inside or outside) must be approved in advance by EBS.
  • Pins, tacks, or any piercing mechanism is prohibited from use in any meeting room, on tables, chairs, walls or ceiling as well as on equipment.
  • The use of confetti, rice, tinsel, etc. is prohibited. If found, there is an automatic $100 cleaning fee. This fee will be assessed to the security deposit.
  • Items may not be attached to light fixtures, sprinkler heads, woodwork, window treatments or any wall.
  • Open flames and burning of incense is prohibited. Use of candles must be enclosed by glass, and the flame cannot extend above the glass containers.
  • Doorways, hallways, corridors, staircases and fire exits cannot be blocked or obstructed at any time.
  • All electrical cords must be gaffe taped to the floor.
  • The use of latex balloons is strictly prohibited since latex is an allergen for many individuals. Other types of balloons are allowed with prior approval.
  • Northbank Center only: All balloons must be equipped with an eight-yard string. If unattached balloons rise to the ceiling, a fee will be assessed. Balloons may not be used in Northbank Center foyer.

Material/Product Distribution

  • Distribution of flyers or products, or solicitation of any kind, for any purpose, is not permitted by any group, individual or organization within buildings of the University of Michigan-Flint. A group, individual or organization may rent a distribution table for these purposes.
  • Products and/or materials that are distributed from rented tables must not conflict with campus policy.
  • The possibility of a policy conflict must be determined in advance. If the policy conflict is discovered after the renter is using the table, the Rental Agreement will become null and void and the renter will be asked to vacate the premises.
  • Table charges will be assessed according to the current rate schedule.
  • Any group wishing to use the University logo in any promotional material must receive written approval through the Office of University Relations. A draft of the promotional material must also be shared with University Relations prior to printing and/or production.


  • The University Pavilion Parking Ramp, Northbank Center Parking Ramp and Riverfront Banquet Center Ramp are closed weekends and available for rent.


  • The type of event, along with the event time, may require additional Department of Public Safety (DPS) staffing. The DPS staffing costs are the responsibility of the contract signer. The number of DPS officers assigned to an event will be determined jointly by EBS and DPS.


EBS reserves the right to make exceptions and/or additions to any standard policy listed.