SCHEDULING POLICIES

UM-Flint Student Organizations

Recognized Student Organizations (RSO) are made up of all student organizations on campus. They are broken down into Sponsored Student Organizations (SSO) and Voluntary Student Organizations (VSO).

RSOs must be approved and registered with Student Involvement & Leadership (SIL). SIL provides Conferences & Events(CAE) with a list of up to 5 authorized signers for each RSO. Authorized signers will be required to complete a CAE orientation prior to making any reservations. Only authorized signers can make reservations, VSO advisors cannot make reservations for VSOs.

RSOs must have an active budget account through SIL with adequate funds to cover event expenses prior to making reservations.

For events determined to be of higher risk, the VSOs 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. CAE and/or Risk Management will determine if an event is considered to be high risk.

SCHEDULING

Student organizations can book recurring meetings 6 months in advance and  major events 18 months in advance. A major event requires greater coordination effort than a standard meeting.  The classification of an event as “major” is at the sole discretion of CAE.  

RSOs may not have more than 30 hours of scheduled active events at any given time during a semester. An “active” event refers to a scheduled event that has not yet taken place. As events take place, additional hours may be scheduled during the semester up to the 30 hour maximum.

Primary and/or Secondary Rooms that are scheduled with less than 7 day notice will be assessed a minimum $25 late-add fee. All other spaces that are scheduled with less than 48 hours notice will be assessed a minimum $25 late-add fee.

All event details for Primary Rooms (Riverfront Conference Center, Riverfront Expo, Riverfront Suites, Riverfront Boardrooms, Northbank Center Grand Ballroom) and Secondary Rooms (Michigan Rooms, Happenings Room, Kiva, Tuscola Room, Park Place) must be finalized 7 days prior to the event.

If a group changes the set of a standard set room and does not return it to its original configuration, they will be assessed a $25 reset fee.  These rooms include all Classrooms and Labs, all Lobbies and General Seating Areas, Lapeer Room, Shiawassee Room, Boardwalk, Carriage Room, 701 NBC, Mott Foundation Conference Room, Superior Room, Clint’s Cafe, Union, Alumni Room, Riverview and the Genesee Room.

Spaces that are set for an event where the staff is asked to add, remove or change a part/whole of the set up will be charged a $50 late set up fee.

Reducing the event time within the cancellation deadline outlined below will not reduce the room rental rate. Increasing the event time, upon approval, will result in additional room rental charges..

Classroom space requests are accepted during the scheduling period, however, CAE cannot confirm these reservations until 2 weeks after the start of the semester.

Although we endeavor to honor all room reservations as made, CAE reserves the right to change rooms at any time to maximize usage for the University community.

CANCELLATION & NO SHOW

To avoid charges, a student organization must cancel room reservations within these cancellation deadlines:

• A minimum of 60 days prior to their event for Primary Rooms (Riverfront Conference Center, Riverfront Expo, Riverfront Suites, Riverfront Boardrooms, Northbank Center Grand Ballroom)
• A minimum of 30 days prior to their event for Secondary Rooms (Michigan Rooms, Happenings Room, Kiva, Tuscola Room, Park Place)
• A minimum of 7 days prior to their event for all other spaces

Late cancellations will be charged 25% of Commercial rate for the number of hours booked. Late cancellations for distribution tables and classrooms will be charged $5 per scheduled hour.

Changes to the event date within the cancellation deadline outlined above will result in a cancellation fee. Changes to the event venue within the cancellation deadline will be assessed the greater room rental rate.

If a group “no-shows” for an event, they will be assessed the cancellation fee plus an additional 50%.

CAE reserves the right to cancel any event within its facilities based on the following items:

• If University of Michigan closes the campus due to weather or other event
• When there is a safety concern related to the event or event set up

Violations of this policy may result in the loss of scheduling privileges for the student organization.

UM-Flint Departments

To confirm all services including facilities and audio/visual services, University departments must provide the appropriate shortcode.

SCHEDULING

University departments may schedule events up to two years in advance.

Primary and/or Secondary Rooms that are scheduled with less than 7 day notice will be assessed a minimum $25 late-add fee. All other spaces that are scheduled with less than 48 hours notice will be assessed a minimum $25 late-add fee.

All event details for Primary Rooms (Riverfront Conference Center, Riverfront Expo, Riverfront Suites, Riverfront Boardrooms, Northbank Center Grand Ballroom) and Secondary Rooms (Michigan Rooms, Happenings Room, Kiva, Tuscola Room, Park Place) must be finalized 7 days prior to the event.

If a group changes the set of a standard set room and does not return it to its original configuration, they will be assessed a $25 reset fee.  These rooms include all Classrooms and Labs, all Lobbies and General Seating Areas, Lapeer Room, Shiawassee Room, Boardwalk, Carriage Room, 701 NBC, Mott Foundation Conference Room, Superior Room, Clint’s Cafe, Union, Alumni Room, Riverview and the Genesee Room.

Spaces that are set for an event where the staff is asked to add, remove or change a part/whole of the set up will be charged a $50 late set up fee.

Reducing the event time within the cancellation deadline outlined below will not reduce the room rental rate. Increasing the event time, upon approval, will result in additional room rental charges.

Classroom space requests are accepted during the scheduling period, however, CAE cannot confirm these reservations until 2 weeks after the start of the semester.

Although we endeavor to honor all room reservations as made, CAE reserves the right to change rooms at any time to maximize usage for the University community.

CANCELLATION & NO SHOW

To avoid charges, a University Department must cancel room reservations within these cancellation deadlines:

• A minimum of 60 days prior to their event for Primary Rooms (Riverfront Conference Center, Riverfront Expo, Riverfront Suites, Riverfront Boardrooms, Northbank Center Grand Ballroom)
• A minimum of 30 days prior to their event for Secondary Rooms (Michigan Rooms, Happenings Room, Kiva, Tuscola Room, Park Place)
• A minimum of 7 days prior to their event for all other meeting rooms

Late cancellations will be charged 25% of Commercial rate for the number of hours booked. Late cancellations for distribution tables and classrooms will be charged $5 per scheduled hour.

Changes to the event date within the cancellation deadline outlined above will result in a cancellation fee. Changes to the event venue within the cancellation deadline will be assessed the greater room rental rate.

If a group “no-shows” for an event, they will be assessed the cancellation fee plus an additional 50%.

CAE reserves the right to cancel any event within its facilities based on the following items:

• If University of Michigan closes the campus due to weather or other event
• When there is a safety concern related to the event or event set up

Commercial Users

SCHEDULING

Commercial groups may schedule events up to two years in advance.

To claim a tax exemption, groups must provide appropriate documentation when scheduling events.

Primary and/or Secondary Rooms that are scheduled with less than 7 day notice will be assessed a minimum $50 late-add fee. All other spaces that are scheduled with less than 48 hours notice will be assessed a minimum $25 late-add fee.

All event details for Primary Rooms (Riverfront Conference Center, Riverfront Expo, Riverfront Suites, Riverfront Boardrooms, Northbank Center Grand Ballroom) and Secondary Rooms (Michigan Rooms, Happenings Room, Kiva, Tuscola Room, Park Place) must be finalized 7 days prior to the event.

If a group changes the set of a standard set room and does not return it to its original configuration, they will be assessed a $25 reset fee.  These rooms include all Classrooms and Labs, all Lobbies and General Seating Areas, Lapeer Room, Shiawassee Room, Boardwalk, Carriage Room, 701 NBC, Mott Foundation Conference Room, Superior Room, Clint’s Cafe, Union, Alumni Room, Riverview and the Genesee Room.

Spaces that are set for an event where the staff is asked to add, remove or change a part/whole of the set up will be charged a $50 late set up fee.

Reducing the event time within the cancellation deadline outlined below will not reduce the room rental rate. Increasing the event time, upon approval, will result in additional room rental charges.

Classroom space requests are accepted during the scheduling period, however, CAE cannot confirm these reservations until 2 weeks after the start of the semester.

A Celebration Event Services fee of $225 applies to events with third-party vendors, extensive decorating, events that may require additional cleanup beyond what is normally provided, etc. Conferences & Events will make the determination whether or not this fee is applicable.

SECURITY DEPOSIT

A security deposit is required for most commercial group events. Failure to abide by university policies will result in the Security Deposit being forfeited. Reservations are considered tentative until a rental agreement is signed and the Security Deposit and applicable fees are collected.

CANCELLATION POLICY

• If a cancellation is more than 180 days before the event, then the security deposit is forfeited.
• If a cancellation is less than 180 days before the event, the security deposit and rental fees are forfeited.

Changes to the event date within the cancellation deadline will result in a cancellation fee. Changes to the event venue within the cancellation deadline will be assessed the greater room rental rate.

CAE reserves the right to cancel any event within its facilities based on the following items:

• If University of Michigan closes the campus due to weather or other event
• When there is a safety concern related to the event or event set up

PAYMENT SCHEDULE

To confirm the facilities, Commercial groups must submit the signed rental agreement and security deposit.  One half of the rental fees are due 180 days prior to the event.  The balance of the rental fees are due 30 days prior to the event. Failure to meet the payment schedule deadline will result in the cancellation of the reservation (see cancellation policy).

Payment can be made in the following ways:

• Check or money order payable to “The University of Michigan”
• Online Credit Card
• Cash

All refunds will be distributed via check after accounting is complete.  Checks returned for insufficient funds or any other reason will be assessed a minimum $25 fee.

FACILITIES USE POLICIES

The mission of Conferences & Events is to provide specialized services and high quality spaces to enhance event planning, coordination and execution for the enrichment of the campus community and general public. Policies governing UM-Flint facilities and services reflect this mission. In addition to the policies and procedures noted below, university-wide policies and civil laws apply.

Conferences & Events staff are committed to maintaining a quality environment, protecting users’ rights, and sustaining the integrity of our programs, services and facilities.

Events are important to campus life because they allow University community members to socialize, discover, and celebrate. Event hosts work with Conferences & Events staff to review comprehensive event plans to ensure necessary requirements for successful events at UM-Flint. Event components to be reviewed include but are not limited to, alcohol service, entertainment, dances and parties, attendance size, gaming events, and charity drives to determine required parameters.

Individuals or groups using or present in FACILITIES may not:

1. Violate the law or University PROTOCOLS;
2. Disrupt University activities or operations, or disrupt the lawful, authorized activities of others;
3. Obstruct human or vehicle traffic, ways of ingress and egress, paths, stairs, aisles, and the like;
4. Fail to cooperate with Division of Public Safety and Security officers or other officials authorized by the University to act on behalf of the University;
5. Use FACILITIES in a way that the University has not made available for that purpose.

Access

Individuals may access buildings to use the spaces and services during published open hours. The use of spaces should contribute to CAE’s mission.

Accessibility

CAE is committed to making our guest experience enjoyable and comfortable for everyone.  

• Special needs guests are welcome to bring trained service animals that are covered under ADA guidelines into University facilities.
• Each facility has a wheelchair that is available upon request at no charge – a valid ID is held as collateral.

Please advise CAE of any special considerations 30 days prior to your event.

Activism and Advancing a Marketplace of Ideas

The University of Michigan’s approach to protests, demonstrations, and (potentially) controversial events includes ensuring free speech protections with content-neutral limitations such as time, place, and manner restrictions. We do not limit speech but provide parameters about where, when and how it can occur, such as building hours and other space use policies.

Animals

With the exception of ADA Service animals, no animals or pets are permitted in University facilities unless provided an exception by CAE. ADA Service Animals must be supervised at all times. The Harding Mott University Center and University Pavilion are both considered food service establishments by the Genesee County Health department.

ATMs

The University Pavilion has an ATM available for guest use.

Chalking

Chalking is available in connection to an on-campus event. Contact Conferences & Events for approval. In order for you to chalk on UM-Flint’s campus the following guidelines must be followed:

• Chalk is ONLY permitted on sidewalks and open walkways of campus property.
• Chalk MUST be applied at least 10 feet away from any building NOT directly in front of entrance ways.
• No chalking is permitted on any vertical locations, including the sides of buildings, concrete pillars, etc.
• Chalking MUST be washable and in a location where the rain can wash it away; therefore, chalking under any overhang is prohibited. Chalk must be water soluble.
• Chalking must be in good taste and may NOT promote the use of alcohol or advertise drink specials, have obscene/derogatory wording or images.

Charity Drives

CAE does not allow money collections and will not assume liability for items stolen from drop boxes. Use of the drop sites is subject to the following requirements:

• 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.

Dropbox sites may be scheduled with CAE

Copyright Law

Information about the Copyright Law of the United States can be found at https://www.lib.umich.edu/research-and-scholarship/copyright-services. Additional information can be found at https://guides.lib.umich.edu/permissions/overview.

Here are a few tips to help with event planning:

• All movies are sold as “home use only” and do not contain legal permission for use outside the home. The rental, purchase, lending or download of a movie does not provide the right to exhibit it publicly outside the home unless the screening is properly licensed. Obtaining a license is the responsibility of the event host.
• When using a streaming service, such as Netflix, licensing depends on the streaming service and what is being streamed.
• A license is required for all public performances regardless of whether admission is charged and location.
• The University of Michigan has a general license that covers music being played within the facilities and grounds.

Clothing and Foot Coverings

To ensure the safety and comfort of all users, clothing and shoes are required at all times in UM-Flint facilities. Exceptions are permitted for use of the reflection rooms and foot washing stations.

Damages

The group scheduling space at UM-Flint is financially responsible for any special clean-up or damages resulting from the event or the activity.

Dance/Party Events

Student organizations must follow the Dance Party Policy | Campus Involvement for events classified as Dance/Party as described in the policy.

Decorations

No use of adhesives, glitter,  sand weights, confetti, confetti cannons, or use of paint of any kind. No candles or special effects equipment such as smoke, fog and fire machines, sparklers, pyrotechnics of any kind, etc. are permitted. Events involving arts and crafts may only be scheduled in approved spaces.

     Trees and Other Vegetation

• No real cut trees are to be used as part of an indoor decoration. Real trees may only be used if they are living, potted, maintained in a fresh condition and not allowed to become dry.
• Vegetation such as leaves, branches, or plant cuttings cannot be used for decorations in UM-Flint buildings.
• Artificial trees and decorations should be labeled or certified by the manufacturer as being “flame retardant” or “flame resistant.”

     Decorations/Displays/Furniture

• Items should not be arranged so that they obstruct the view of egress to corridors or exits.
• Items must not compromise public safety or increase the risk of property damage.
• Items may not be hung or suspended from automatic sprinkler system branch lines or pipes.
• Use of adhesives, hydrated beads, glitter, sand weights, confetti, rice, dance wax, powder, gel beads or similar materials is prohibited.
• Helium balloons must have a streamer attached that is the height of the ceiling of the event space. Balloons that get loose and float to the ceiling requiring special equipment for removal will be charged additional fees.    

Lights, Luminaries, and Cords

• Only UL listed electrical lights and wiring shall be used on trees and other decorations.
• Electrical lights should not be used on metal artificial trees.
• Electrical cords must not be laid or taped across floors to avoid creating a tripping hazard.
• All electrical decorations should be unplugged at the end of each day.
• Candle-type luminaries will not be used indoors.
• Special effects equipment such as smoke, haze, fog and fire machines, sparklers, pyrotechnics of any kind, etc. are not permitted.

Distribution Tables

Student organizations, University departments and Commercial Users may schedule distribution tables under the following conditions:

• The sale of any product or service offered as a fundraiser must be directly provided by the department or student organization. No sponsorship of commercial groups or solicitors is permitted. The sale of food is specifically prohibited.
• Distribution tables must be staffed by students from the student organization or department staff with University identification.
• Approaching passersby or other active solicitation is strictly forbidden.
• Distribution table users must remain behind their table.
• CAE must approve goods and services that are to be sold or distributed from distribution tables. No product or service may be sold or distributed which duplicates or is similar to those sold by any on-site University business operation.
• Distribution tables are limited to one (6-8’) table with two chairs.

Drones

The University of Michigan has temporarily banned the use of all unmanned aerial systems — better known as drones — on or above campus property while a policy regulating their use is developed.

Emergency Procedures

In order to ensure the safety of guests and staff, emergency response plans are created for a variety of situations including medical, fire, tornado, and crowd control.  In the event of an emergency, please notify CAE staff immediately.

Filming and Photography

Approval for professional filming and photography at UM-Flint must be obtained at least 14 days in advance. Please contact CAE to make the request.

Fire Safety

It is of critical importance that all fire regulations are followed.

• Decorations and/or displays must not compromise public safety or increase the risk of property damage.
• Stay within fire capacities.
• Maintain access to fire exits.
• No candles or special effects equipment such as smoke, fog and fire machines, sparklers, pyrotechnics of any kind, etc. are permitted.

Food & Beverage

All catering at UM-Flint is provided exclusively by Picasso Restaurant Group. Groups are not permitted to bring their own food or beverage into facilities or into outdoor events.   Please contact your Picasso Restaurant Group for menu selections.  

CAE has authority to approve items provided by the group that are prepackaged or made out of a commercial kitchen within a $100 limit. Examples of approvable items include, bottled beverages, individually packaged candies, pastries and cakes. CAE cannot approve items that have serving temperature requirements or present a food safety liability, All items must be preapproved 7 days prior to your event date and outlined on the reservation. Requests made after the deadline will not be approved.

Temporary Food Service License is required in some instances, information can be found on the Genesee County Health Department website. Food and beverages served outdoors are required to have overhead protection (ceiling, tent, etc.), regardless of whether a Temporary Food Service License is required.

Gaming Events

For all gaming events, the group hosting the event must take full responsibility for gaming coordination, the license application procedure and qualification materials, any equipment vendors involved and enforcing all applicable state laws and directives. Additionally, all advertising must be pre-approved by CAE prior to distribution.

Bingo and Casino Events

If the event is charging an admission fee or prizes are awarded to competitors based on their performance, a state license must be secured from the Charitable Gaming Division of the Michigan State Lottery.   Most “Casino Night” type events will require a “Millionaire Party” license.  Only those groups which are 501(c)(3) non-profit organizations are eligible.  Allow a minimum of six weeks for the qualification process.  If the license is not received by the event date, all admission charges will need to be refunded to participants.  For additional guidelines, including the application and procedures, please visit the Michigan Charitable Gaming Division website http://www.michigan.gov/cg and or call 517-335-5780 for more information.

Card Tournaments

All card games are considered gambling under state law and require a casino-type license if prizes of financial value are awarded or admission charges are involved.  

Raffles

Any prize awarded by chance, if entrants must pay an entry fee, participate in some event, or be present to win, are raffles which require a state license.

Other Games of Skill

It is acceptable to award prizes without the need for a state license for other types of "games of skill" (ex. trivia, chess, billiards).

Insurance

Events hosted by commercial users or voluntary student organizations with an expected attendance of 125 or more that are serving alcohol or for events determined to be of higher risk, the group 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. Renters must give the University thirty (30) days prior written notice of any reduction in limits or cancellation of insurance. Examples of higher risk events are organized races or walks through campus, inflatable activities, and other events where injuries are more likely to occur. CAE and/or Risk Management will determine if an event is considered to be high risk.

Lost & Found

CAE is not responsible for any lost, stolen or damaged property belonging to users of the facilities. 

Any personal items found in the room after the event will be turned into the Department of Public Safety.

Media

If your event is expected to attract media attention, please advise CAE.  

Minors On Campus

All programs and activities that involve minor children fall under SPG 601.34. It is the university department, recognized student organization and/or commercial user’s responsibility to ensure that all requirements of this SPG are met and followed in order to use university facilities to hold the program and activities.  Information on program registration, background checks, and other resources can be found here.

Noise

Due to the nature of our facilities and proximity to other events, noise levels must be minimized.

Non-Discrimination

No group using university facilities for any event shall discriminate on the basis of race, color, religion, national or ethnic origin, sex, gender identity, gender expression, sexual orientation, age, disability, veteran’s status, or genetic information.

Outdoor Events

CAE will assist in coordinating sprinkler shut-off, temporary trash containers, waste removal, and grounds clean-up after the event if necessary. CAE will assist in coordinating electricity and water for locations where those services are available. The user is responsible for any fees associated with these services. CAE does not provide equipment for outdoor events. Vehicles are not permitted to drive on lawns during the delivery, set-up or removal of equipment. Outdoor events should have a backup location reserved in the case of inclement weather or the plan to cancel the event, decisions on final location should be made at least 24 hours in advance.

Parking

Parking options for non-University guests vary by location.  A parking map is available at https://www.umflint.edu/campus-map/ 

• Parking for Riverfront Conference Center is located in the University Pavilion Ramp via the Harrison Street entrance. Guests will take elevator/stairs to level B out to East Union Street and cross Saginaw Street to the front entrance of the Riverfront Conference Center.
• Parking for Northbank Center is available in the attached parking structure.  Limited parking is available during regular business hours at $5 per vehicle; limited free remote parking is available.  The parking ramp, when available, may be rented for an additional fee.
• Parking for the University Center is available in the Mill Street parking structure.
• The University Pavilion parking ramp may be rented for an additional fee.  In addition to the rental fee, there is an additional security fee that applies.
• There is open parking Monday through Friday after 5pm and weekends in designated University parking lots/structures.
• Buses that unload and are remaining on campus during events can park in the William S. White parking Lot R located on the corner of Saginaw Street and Robert T. Longway Blvd.
• Guests who need handicap parking while on campus must obtain a UM-Flint Handicap Parking Permit from the Department of Public Safety.  The UM-Flint handicap parking permit, State of Michigan disability plate, and/or handicap hang tag must be properly displayed in the vehicle.  Parking at Northbank Center is excluded from this additional requirement.

Prohibited Items

No use of adhesives, glitter, paint (including painting-related activities), sand (including weights), confetti, confetti cannons, rice, wax, dance powder (or similar materials) are permitted. No candles or special effects equipment such as smoke, fog and fire machines, sparklers, pyrotechnics of any kind, etc. are permitted. No heated food production in event spaces, such as cotton candy, popcorn, or otherwise, is permitted unless operated by Picasso and approved by CAE.

Room Capacities

Room capacities can vary widely depending on function requirements.  Please disclose all event needs to CAE to ensure safe and appropriate allocation of space.

Sales, Solicitations and Promotions

For University Departments and Student Organizations, sales of event-related products are permitted within contracted meeting rooms.  Requests for sales by non-University groups will be considered but generally speaking, non-University groups are not permitted to solicit sales from the University community.  

Security

CAE and the Department of Public Safety reserves the right to require fire, police or other security personnel and expand prohibited items for events. The need shall be determined based on the time, place and type of event. Security personnel may also be provided at the request of the sponsoring organization. Events requiring security coverage will not be permitted if the host facility determines that adequate security is unavailable. No security may be provided from agencies outside the Department of Public Safety without their approval. Additional fees may apply.

Shipping Materials for an Event

CAE must be notified in advance of planned shipping arrangements.  Due to limited storage, event materials should be sent as close to the event date as possible and limited to 50 lbs or less.  CAE reserves the right to refuse shipments too far in advance of the event date.  Groups planning to distribute large quantities of materials must reserve an additional meeting room for storage or storage fees may apply.  The client is responsible for arranging outgoing shipments and all shipping fees.  No COD packages will be accepted.  CAE assumes no responsibility for the contents or security of packages.

Signage

Flyers/Posters

No materials may be posted on doors, glass, painted surfaces, pillars, bricks, in the skywalks, benches, light poles, emergency phones, trash receptacles, on trees or other landscaped vegetation.

Easel/Sandwich Board Signage

Easel/sandwich board signage should only be used on the day of an event to assist with wayfinding, to promote the event schedule or other necessary information pertaining to the event. Easels can be reserved through Conferences & Events for this purpose. Sandwich Boards are not available for rent. When using easels/sandwich board signage the following guidelines apply:

• Easels/sandwich boards cannot be placed in stairwells or stairwell landings.
• Easels/sandwich boards cannot obstruct exits, flow of traffic or block handicap buttons.
• Easels/sandwich boards are approved for the day of the event only

Banners

• Banners can be approved by SIL for Student Organizations or CAE for University Departments for a two week period max and can be hung in the UCEN 3rd floor stairwells only.
• Banners cannot exceed 3 feet (36 inches) by 4 feet (48 inches).
• No permanent banners are permitted. All vinyl banners must be made of approved material.

Sleeping

For your safety and security, we do not allow sleeping in general use or event spaces. Staff will perform a wellness check(s) to confirm responsiveness if a user is found sleeping by staff. If a user is unresponsive, staff will call DPS.

Sound Systems

CAE sound systems are designed for speech amplification.  If your event includes musical performances or a DJ, please notify CAE and ensure that your performers are bringing appropriate sound reinforcement equipment. CAE does not provide sound equipment to classroom spaces, classrooms are specifically designed for voice amplification.

Smoking, Vaping & Marijuana

The entire University of Michigan campus is Tobacco-Free, meaning all tobacco products are prohibited in buildings and exterior grounds owned or operated by UM and university-owned vehicles. This campus policy prohibits the use of tobacco products called electronic nicotine delivery systems (ENDS), such as vapes, vape pens, hookah pens, e-cigarettes, e-cigars, and other vape devices, as well as smokeless tobacco products, often called dip, chew, snuff, and snus, in university spaces.  UM-Flint does not permit the use of e-cigarettes and personal vaporizing devices regardless of the nicotine content of the liquid used in such devices. Additionally, UM policies prohibit anyone from using, possessing, or distributing marijuana on UM property or at UM events.

Smudging Ceremonies

Smudging ceremonies may incorporate the smoke of sage, sweetgrass, cedar, tobacco, and other related medicinal plants as purification and sacred ceremony elements. In support of the cultural integrity of our Indigenous/Native American students, faculty, staff and guests, and in accordance with the 1978 American Indian Religious Freedom Act, UM has developed this Smudging Safety Policy to protect the health and safety of everyone on campus as well as the prevention of fire and false fire alarms. The complete policy is located here. Approval for smudging ceremonies on the Flint campus will be coordinated by CAE; event hosts must inform CAE two weeks prior to the event date.

Sustainability

CAE supports sustainability initiatives.  CAE recommends the use of water coolers and water refill stations.  These options are more sustainable than bottled water and offer guests the opportunity to refill their own water bottles with filtered water. If you want to ensure recycling containers are within your event space, please inform CAE.

Tents and Other Structures

The following applies to temporary structures, raised platforms, shanties, tents/canopies and other three-dimensional constructions to be used in conjunction with an activity or used independently. CAE will determine proper placement of all tent/structures.

• Safety: All temporary structures will be sturdy and constructed with safe materials. In no case shall a temporary structure contain divided interior spaces or walls.
• Standard Characteristics of Approved Tents/Canopies:

• Self-standing or self-supported (requiring no use of wires, cables or other supporting materials)
• Sturdy, non-dangerous construction (prevention of collapse)
• No use of stakes or other driven-in anchors (weight bags are acceptable and encouraged)
• Capable of rapid set-up and removal without excessive equipment
• Vehicles are not permitted to drive on lawns during the delivery, set-up or removal of equipment

Tentative Holds

A room may be put on tentative hold for up to two weeks pending no other requests. In the event of a competing request, the group tentatively holding the room must either confirm or release the room.

Use of Trademarks

No use of the University of Michigan names or trademarks or trade names or service marks is permitted without prior written approval from the University.  In publicizing a group’s event, the group may use the facility name and address to identify the location of the event.

Weapons

No person shall, while on any property owned, leased, or otherwise controlled by the Regents of the University of Michigan: (1) possess any firearm or any other dangerous weapon as defined in or interpreted under Michigan law or (2) wear on his or her person or carry in his or her clothing any knife, sword or machete having a blade longer than four (4) inches, or, in the case of a knife with a mechanism to lock the blade in place when open, longer than three (3) inches.

Weather

Events canceled due to severe weather resulting in a campus closure will not incur a cancellation fee.

Events canceled due to weather concerns which do not result in a campus closure will be considered on a case by case basis for waiving the cancellation fee.

WiFi

Wifi is available throughout University facilities.  Please select MGuest network for non-University attendees.

Bar Service

Bar Service General Policies

These general bar service policies apply to both licensed and non-licensed facilities at the University of Michigan-Flint.

At all events where alcohol is to be present, food of a substantial nature must be provided for the guests by the host. For receptions, food of a substantial nature is equivalent to a minimum of three hors d'oeuvre portions per person attending the event for each hour of bar service.

Bar service is limited to four hours. Bar service may begin no earlier than one hour prior to meal service and must end one hour prior to the end of the event and prior to midnight.

The legal drinking age in the state of Michigan is 21 years of age for all alcoholic beverages.  CAE staff will require proper identification of any guest who appears to be under the age of 30.  No one under 21 years of age will be allowed to drink within the facilities.

At all events where alcohol is to be served, CAE will notify the host of any special conditions deemed necessary when the final beverage arrangements are made.  Special conditions include but are not limited to:

• Department of Public Safety officers and/or faculty/staff chaperones
• non-transferable identification procedures (i.e. wrist banding)
• cash bar service only

Changes to bar service times may only be accommodated if:

• the request is submitted prior to the event start,
• TAM/TIPS certified staff are available, and
• all applicable charges are reviewed and accepted

All bartenders are trained in and observe the Techniques of Alcohol Management (TAM). In an effort to maintain the health and safety of guests, the following parameters apply to bar service.

• All drinks must be served with the appropriate amounts of mixers and ice. No straight shots of any liquor or combination of three or more liquors will be served.
• All beer, wine and mixed drinks will be provided in individual servings. No pitchers of beer or pitchers of mixed drinks will be served. No bottles of wine will be left on the guests’ tables.

In regard to bar service, CAE reserves the following rights:

• to limit the maximum number of drinks an individual may purchase/receive at one time
• to deny alcoholic beverage service to anyone at any time
• to recheck ID’s
• to shut down bar service entirely

Individual behavior concerning the service of alcohol is governed by the Liquor Control Commission, state and local law, and the University of Michigan Student Policy on Alcohol and Drugs.

Guests are not permitted to purchase/receive alcoholic beverages for underage or intoxicated guests.

It is not permitted to remove any type of alcohol, opened or sealed, from our premises.  The consumption of alcoholic beverages is not permitted within the public areas of university facilities.  Bar service is not permitted outdoors.

Liability insurance, in the amount of $1 million per occurrence/$2 million annual aggregate, naming additional insured “The Regents of the University of Michigan” is due no later than 14 days prior to the event.  Description of location and certificate holder requirements will be provided by CAE.

Bar service contracts must be signed and returned to CAE no less than 30 days prior to the event.  Bar service contracts must be paid in full 30 days prior to the event.  Final guest counts are due no later than 14 days prior to the event. Bar service is non-refundable.

Bar Service for Riverfront Conference Center

As a licensed facility, Riverfront Conference Center is subject to all rules and regulations of the State of Michigan's Liquor Control Commission. No alcohol, other than that provided by CAE, may be served within our facilities. Additionally, no alcohol can be removed from the event room or University facilities.

All events where students are invited will require the submission of an Alcohol Disclosure Form, provided by CAE.  Events with student attendees may require wrist banding, Department of Public Safety officers, and/or faculty/staff chaperones.  In those cases, the group organizing the event may need to pay associated fees.  Events organized by student organizations can only have cash bars.

Types of Service for Riverfront Conference Center:

• Full Open & Cash Bar Service - includes liquors, wines, beer and soft drinks (Coke, Diet Coke and Sprite), juices (cranberry, orange and pineapple), mixers (tonic, soda, grenadine and sweet & sour mix), garnish, plastic and paper products.
• Partial Open & Cash Bar Service -  includes wines, beer and soft drinks (Coke, Diet Coke and Sprite), plastic and paper products.

Bar Service for Non-Licensed Locations

CAE does not hold an off-premise liquor permit.  The client is therefore responsible for providing the alcohol and the special license.  A special license is not required if all of the following conditions apply:

• the event is free of charge
• the event is by invitation only (not open to the public)
• no regular liquor inventory is kept
• the event must be monitored by CAE and all servers are TAM or TIPS-certified

By law our staff is not permitted to receive, purchase or transport alcohol; this is the responsibility of the client.  The client will arrange delivery of the alcohol for the day of the event at an agreed-upon time. No alcohol other than that provided by the client during the delivery time may be served within our facilities. Additionally, no alcohol can be removed from the event room or facilities. Unused alcohol is discarded by CAE at the conclusion of the event.

All events where students are invited are not permitted to have bar service in a non-licensed location.

Types of Service for Non-Licensed Locations:

• Full Open Service - includes soft drinks (Coke, Diet Coke and Sprite), juices (cranberry, orange and pineapple), mixers (tonic, soda, grenadine and sweet & sour mix), garnish, plastic and paper products.  Client provides alcohol, beer and/or wine.
• Partial Open Bar Service -  includes soft drinks (Coke, Diet Coke and Sprite), plastic and paper products. Client provides beer and/or wine.

Special License (Non-profit or Civic Organizations)

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, i.e. wedding receptions.

• The organization is responsible for selling drink tickets that are presented at the bar to ‘purchase’ a drink.
• The process to secure the State of Michigan Special Licenses must begin no later than 45 days prior to the event. If the process begins less than 45 days before the event, the license may not be issued in time for the event. By law, bar service is prohibited without the original Special License.
• Before initiating the application process, the organization must receive permission in writing from UM-Flint stating the organization has been given permission to hold an alcohol event on campus.  CAE will submit the request on behalf of the organization.
• The original Special License must be received by CAE 14 days prior to the event and must be posted in the bar area by CAE staff. The original license will be returned to the event contact person upon conclusion of the event as the license must be returned to the State of Michigan.
• Special License application and instructions are available here.
• NOTE: The University does not require the City of Flint Police Department to sign as the ‘investigator’ in Part I, #9, of the application. This section will be completed by UM-Ann Arbor.
• CAE will provide a room diagram as required in the application. The room diagram must accompany the Special License application when it is sent to UM-Ann Arbor.
• Client must notify CAE when the application has been mailed to the appropriate office in Ann Arbor.