University of Minnesota Office of Classroom Management
Office of Undergraduate Education
http://classroom.umn.edu

Event Scheduling Guidelines

General guidelines

Who schedules events in classrooms

The Classroom Management Scheduling Unit coordinates the event scheduling functions for all general purpose classrooms.

Who can request an event

Any group that is part of a University department, a student organization registered with the Student Unions and Activities Office, or a non-profit, government or tor-profit organization may request classrooms for event use. External groups may rent classrooms on a fee basis. (See also Student Groups Reservations or Off-campus Group Reservations sections for more detail.)

Events that can and cannot be scheduled in general purpose classrooms

Classrooms are used for class instruction, study or other like activity.  Events in general purpose classrooms must be compatible with the academic nature of classrooms and academic buildings.  Non-class events are welcome, but they must not adversely impact the classroom, its contents, or the surrounding area.

Activities that are not compatible with general purpose classrooms include amplified music, dances, dinners, parties, theater, stage events, performances, events that require re-furnishing of rooms or removal of equipment. Non-compatible events include any event that adversely impacts the classroom directly, or that impacts research, study or other academic pursuits in areas adjacent to classrooms.

The campus has many venues that can support events that are not well suited to general purpose classrooms. Alternate venues include the Continuing Education and Conference Center, the Twin Cities Student Unions, Weisman Art Museum, Ted Mann Concert Hall, and Northrop Memorial Auditorium.

How and when to submit event scheduling request

Requests for space may be submitted up to one year in advance by using Astra Schedule. If you do not have a University of Minnesota user name and password, please email the Scheduling Unit with your request at ocmevent@umn.edu. It is recommended that requests be submitted at least 30 days prior to the event.

Upon receipt of the request, Scheduling will send an email acknowledgment and an event reservation request number. This acknowledgment is not a confirmation.  (Important note: All requests will be held until the current term academic courses are completely scheduled. See next section, “Room Assignment Priority for Events.”)

After the room assignment is made, Scheduling will send the requester a confirmation. This confirmation can be used to document the approved use of the room. Room requests are not approved until the confirmation is issued. Inquiries should be sent to ocmevent@umn.edu.

Requests for events submitted with less than 30 days notice will be reviewed and assigned as space allows and in accordance with the guidelines outlined in this document. Events that take place outside the regular classroom hours must be requested at least one week in advance in order to allow time for coordination of building and room access and additional Facilities Management custodial support.

Room assignment priority for events

Scheduling priority is given first to academic courses.

Scheduling priority is given second to academic-related activities. The scheduling of space for academic activities occurs after classes are placed but before rooms are opened for general use.

There are no “guaranteed” spaces for special events other than credited academic courses and their final exams.

General use meeting and event requests will be scheduled shortly prior to semester start. Requests will be processed in the order in which they were received for each given semester. Event reservations for upcoming semesters will be held in Scheduling’s request queue and processed in the order in which they were received starting approximately one month prior to the start of that semester. Weekend and evening requests are filled first; weekday requests will be filled next. Some primetime requests are not able to be processed until the first week of the semester.

  • Fall semester reservation requests – start being processed in early August
  • Spring semester reservation requests – start being processed in late
    December
  • Summer term reservation requests -- start being processed in early April
  • Finals exam week (all semesters) reservation requests – start being processed two weeks prior to finals week as space is available. Per Senate Policy, no events requiring student participation may be scheduled during examweek.

Scheduling will assign each reservation to the most appropriate space available. Requests for specific rooms or spaces will be honored when possible. Scheduling reserves the right to re-assign space when necessary and to identify suitable alternative space for the original reservation. Scheduling will solely determine room availability.

There will be a minimum of 15 minutes between scheduled events.

Events will not be scheduled on official University holidays.

If the University experiences an emergency closing due to weather, utility failure, or other unforeseen disaster, the event is considered cancelled.

Event Sponsor Responsibility

The sponsoring organization or department is responsible for the information provided. When making a reservation, you will be required to designate a contact person who is responsible for the proper conduct of the event and for returning the classroom to its original configuration. Authorization to use reserved space cannot be transferred or loaned to another organization or individual without prior written/e-mail approval from Scheduling.

The type of activity of the event may not be changed from that requested without prior written approval from OCM. Specifically, an event may not be changed from those identified above as compatible to those listed as non-compatible.

Transferring, loaning or sub-leasing a reservation or misrepresenting the intended use of the room is a serious matter that may result in immediate suspension of a group's eligibility to use classroom facilities. Requests to change or cancel an event must be communicated to Scheduling in a timely fashion.

A reservation does not provide event support services such as A/V equipment, catering, extra custodial support or security. These items are examples of extra services that may be arranged on a fee-for-service basis. The sponsor is responsible for the planning and coordination of all event-related arrangements. Under no circumstances is furniture or other property to be removed from the room or removed from other rooms. The sponsor is responsible for any extra cleanup fees or damages to the facility incurred during the course of the event or during the event set-up and take-down. Any items brought in for the event should be removed promptly and the room returned to its original arrangement.

Failure to adhere to these policies may subject the sponsoring organization to deposit charges and/or restriction of space usage privileges.

Expectations

All users of classrooms are expected to leave the classroom and its equipment in good order. Keeping a classroom in good order includes chairs and tables straightened, electronic equipment shut off, taking away or disposing of everything one came in with, such as pop/food containers, newspapers, etc. Users are also expected to take extra care that no damage is done to classrooms or classroom furniture or equipment and that the room is returned to a class-ready condition.

Facilities Information

Rooms are provided in "as is" condition. Regular custodial servicing of general purpose classrooms occurs after hours during the late evening and overnight shifts. For many events, rooms may need to be straightened and tidied prior to the event start. This pre-servicing is not provided in the event reservation but is available if arranged as part of the event reservation in advance on a fee for service basis. If the reservation requires additional cleaning prior to or after the event, payment for the additional custodial services will be built into the Use Lease Agreement. Scheduling will then coordinate custodial arrangements with the Facilities District. See Custodial fees section for additional information.

The Office of Classroom Management does not control usage of hallways and public space other than general purpose classrooms. Setup of desks, tables, booths, or food service in hallways or public space must be arranged in advance with the Facilities Management District. Any use of hallways should not restrict the access to the classroom or interfere with any other areas.

The Office of Classroom Management coordinates with FM Customer Service to provide for temperature control and ventilation of rooms. The utilities and fan schedules for each room are adjusted according to room use and schedule. If you find the room uncomfortable, call the Classroom Support Hotline at 612-625-1086 to report your concern. (For late evening or weekend temperature concerns, call FM Customer Service at 612-624-2900 for assistance.)

Willey Hall, rooms 125 and 175

Willey Hall is a special teaching and learning resource. This unique lecture hall is an academic teaching facility and its use is restricted to lecture-type events (for example: lecture, debate, panel discussions). Use of Willey Hall as a venue for performance activity is not an appropriate use of this special academic resource, and will not be scheduled. This restriction applies to musical, theatrical, dance and other events of a performance nature. Limited use of acoustic (non-amplified sound) music is allowed on a case by case basis. Please discuss with Scheduling. Temporary stages will not be used in Willey Hall. A number of performance venues are available on campus such as Coffman Memorial Center, St. Paul Student Center, Northrop Memorial Auditorium, Ted Mann Concert Hall, etc.

A reservation does not include permission to bring food or drink into the rooms. There is to be no food or beverages allowed in 125 and 175 Willey Hall at anytime under any circumstances.

OCM may require a security monitor for Willey Hall events. This will be determined on a case-by-case basis. A security monitor can be obtained through the University Security Monitor program at 612-624-9255.

The Scheduling Unit will evaluate all Willey Hall reservation requests on a case-by-case basis and will solely determine room availability.

Hours of availability for events

Based on room availability, events can be scheduled during normal classroom operating hours between 8:00 a.m. - 10:00 p.m. on weekdays. On Saturdays, the following classroom buildings are available from 8:00 a.m. - 4:00 p.m.:

  • Blegen Hall
  • Carlson School of Management
  • Folwell Hall
  • Hanson Hall
  • Humphrey Center
  • Keller Hall
  • McNeal Hall
  • Nicholson Hall
  • Rapson Hall
  • Ruttan Hall
  • Science Teaching & Student Services

Classrooms are to be unlocked during these hours. Specific classrooms may have a more restrictive schedule of when they are unlocked. Scheduling coordinates with campus Facilities Management offices for after hours and weekend room access. The University is not open on Sunday or on University holidays. After hours or Sunday room use will require extra fees. (In the unfortunate event of a room being locked during your weekend reservation, call 612-625-0011 for assistance.)

Vacating rooms at end of event

To facilitate custodial service access to classrooms, groups must vacate the room no later than 10:00 p.m. on weeknights, and 4:00 p.m. on Saturdays in Blegen Hall, Carlson School of Management, Folwell Hall, Hanson Hall, Humphrey Center, Keller Hall, McNeal Hall, Nicholson Hall, Rapson Hall, Ruttan Hall, and Science Teaching & Student Services. Doors may automatically lock at these closing times. Be sure to remove all personal possessions in the room. After hours access will result in additional access and custodial fees.

Room Equipment and Features

The scheduled use of the room includes seating space and use of any lectern-mounted microphone, accessible projectors or other accessible equipment.

Many of the general-purpose classrooms have technology and support equipment permanently installed. Use of the room does not include access to locked equipment. Classroom storage, equipment rooms, and projection booths are not included in the reservation and entry into these areas is not authorized. Teaching assistants and graduate students who have access to the locked equipment for course usage and support are not authorized to access the locked areas for event usage.

Classroom telephones, where provided, are set for campus-only dialing and will not ring in the rooms.

Existing technology or systems may not be opened or modified in any way. Laptops/notebooks or other computing devices connected to University networks in general purpose classrooms must adhere to University policies including DHCP registration and security requirements.

A/V Equipment and Technical Support Staff

Beginning May 16, 2013, Classroom Technical Services (CTS) will discontinue event support services and equipment rental for on-campus events. Many local providers are available to meet your event needs. CTS recommends Audio Visual & Video Resources (AVVR) for any event support.

Classroom Support

OCM's Support Unit operates the Classroom Support Hotline, 612-625-1086 - the "Classroom One Stop" number that can be used for any classroom problem, issue or question. For more information about the Support unit, click here.

Teleconferencing

General purpose classrooms do not have telephone conferencing capability.

Video Conferencing

Information on video conferencing from a general purpose classroom can be found here.

Catering

Serving and/or consuming food or beverages is not authorized in general purpose classrooms without prior permission. A reservation does not include permission to bring food or drink into the rooms. There is to be no food or beverages allowed in 125 and 175 Willey Hall at anytime under any circumstances. Food and beverages are allowed in Nolte Center 140.

If food is specifically authorized in writing by OCM, it will be included as part of Licensee's use of Premises in the Use Lease Agreement. It must then be confined to areas approved in writing by the University and specified elsewhere in Additional Provision. In addition to OCM written approval, all catering and food services must be approved with a Food Permit, submitted to Environmental Health and Safety (612-626-5935) a minimum of ten (10) days prior to event. Unless Licensee has obtained a food permit, no food or beverages are allowed in the Premises. Food and beverage use may be subject to additional cleanup/custodial charges by Facilities Management.

Alcohol

The U of M Policy regarding alcohol on campus (PDF Download)

Smoking

University policy prohibits smoking in campus buildings, including classrooms and auditoriums.

Publicity, Signs and Flyers

The Twin Cities Campus Publication Distribution Policy outlines preferred distribution methods and restrictions to posting signs or flyers. Distributing promotional materials in classrooms is expressly prohibited.

Accessibility

Wheelchair accessibility to general purpose classrooms is provided in some but not all buildings or rooms. Please discuss accessibility needs at the time of placing your event request. The Classroom Management Web site includes a classroom search page that lists attributes and features specific to each room including accessibility and closed caption.

University Disability Services may also be of assistance at 612-626-1333 (V/TTY).

Custodial Fees

Custodial fees may apply to your event. These fees are established by Facilities Management. This information will also be provided in your event confirmation.

Additional information for external entities and/or student groups

Student Group Reservations

The OCM Scheduling Unit will accept requests from and schedule reservations for the following student groups:

  • University Campus Life Program (CLP) groups (CLP designation includes insurance eligibility/certification)
  • Registered Student Organizations (RSOs) who are officially registered with Student Union and Activities (SUA)
  • See Student Union and Activities (SUA) policy manual for additional details.

Student Union and Activities (SUA) is a partner with OCM regarding registered student group use of general purpose classrooms. SUA will provide guidance, oversight, and where necessary, discipline regarding student group use of classrooms.

A student group may contact OCM Scheduling Unit directly.

Any group requesting a 100 seat or greater capacity will be required to sign a license agreement.

The insurance policy for registered student groups is stated in the SUA documents and in the "Insurance Program for Registered Student Groups at the University of Minnesota". SUA will guide, advise and administer this aspect of student group activity, both for yearly and one-time insurance.

The University of Minnesota does not require general liability insurance for most internal group meetings or events scheduled by Registered Student Organizations. Exclusions include activities to which the general public is invited. Separate liability insurance will be required for these events.

Serving and consumption of food or beverages will result in an excess cleaning fee. Events involving excessive or late hours cleaning will also result in extra charges. If the group is NOT sponsored by a department with an EFS account, then SUA will coordinate with the student group regarding any payment due.

OCM will write up and process all License Agreements for student groups.

Violation of the Event Scheduling Policy and Guidelines, License Agreement, University Policy, or other rules may result in probation or suspension of classroom facilities use.

Extraordinary cleanup, or any damages incurred from student group event usage will be charged at cost for first offense. Thereafter a reservation will require a $500 deposit.

Student group damage deposit

Student groups that damage classroom facilities will be required to pay a $500 damage deposit per subsequent reservation, until said group has not had additional damages for one year. The group will also be referred to SUA for possible disciplinary action. After a second significant incident as reviewed by OCM and SUA, their use of classroom facilities may be suspended for one year.

Insurance

Questions regarding insurance for student groups should be addressed to the SUA 612-626-6919.

For external groups, insurance questions should be addressed to Risk Management 612-625-0062.

Off-campus Group Reservations

Off-campus groups requesting space will be required to complete the following:

1. Sign a License Agreement

2. Pay a room use fee (check made out to the University of Minnesota)

3. Provide to Scheduling a certificate of insurance evidencing insurance coverage as indicated by one of the following:

a. Policy of $1,000,000 general commercial liability insurance.

b. Purchase of liability insurance from the University’s contracted vendor (TULIP). This insurance can be purchased using a secure Web site. For more information, contact the Risk Management office, or see the link at the end of this document.

c. State and other governmental agencies that are self-insured shall provide a letter on departmental letterhead stating that fact and the coverage limits for such insurance

4. Provide to Scheduling a certificate of insurance evidencing coverage of Workers' compensation insurance in an amount equal to the statutory limits established by the State of Minnesota for any and all workers.

5. A deposit of $500 mayl be required.

Classroom Use Fees

General purpose classrooms are provided at no charge for University of Minnesota academic programs, courses, and academic seminars. University department sponsored events are also considered internal university activity and classroom use fees do not apply. (For additional detail on department sponsorship see separate sections on Event Sponsor Responsibility and Student Group Reservations.)

External (non-University) groups will be assessed a daily use fee based on room capacity as shown below.

Room Capacity Daily Use Fee
0 - 60 $60
61 - 99 $110
100 - 250 $260
250+ $500
Willey Hall room 125 $500
Willey Hall room 175 $900

Prices effective July 1, 2012 and are subject to change without notice.

The daily use fee includes seating space and use of any lectern-mounted microphone, accessible projectors or other accessible equipment.

Additional custodial fees may apply to events in general purpose classrooms, see custodial fees section for more detail. If applicable, custodial fee information will be provided in your event confirmation.

Additional resources

Facilities Management Contact Number

FM Customer Service - 612-624-2900

Links