AMU Event Services Reservations Policy

Alumni Memorial Union Space Request & Facilities Usage Policy    

                                                                                            

Purpose

This policy addresses campus space request and usage in the Alumni Memorial Union & facilities, university outdoor space, non-academic space and academic buildings for non-academic functions. Use of these spaces can be requested by the following affiliated groups; university departments, recognized student organizations and non-university groups. The AMU Event Services Office provides internal and external groups services for scheduling space, audio visual and set-up in the AMU facilities and Sodexo catering campus wide.

It is understood that Marquette University does not endorse the Customer, subject matter or content of events on campus. It is further understood that Marquette University reserves the right to remove any materials that violate Marquette’s mission, policies and procedures from campus premises. 

Timeline

To ensure success, the following timeline will be adhered to when planning events with the Alumni Memorial Union Event Services Office.

Event/Meeting Needs

Lead Time

Conference room space with minor setup needs

2 working days

Ballroom, Weasler, Marquette Place, Varsity, outdoor spaces or major building areas

10 working days

Technical or non-technical personnel required including program scripts, presentations, etc.

10 working days

Requests for space beyond regular building hours

30 days (and approval of AMU Director of designee)

Catering menu requirements and selections

10 working days

Catering final guest count guarantee

5 working days

Catering custom menu requests

6 weeks

Space Request Process

The process for reserving space varies based on your affiliation with Marquette University. Regardless of your relationship, spaces can be reserved in person (AMU Event Services, room 245), phone (414) 288-7202 or online.

UNIVERSITY DEPARTMENTS

University departments may request space for activities that are directly related to the instructional mission of the University. These events are activities organized and run by faculty, staff and university departments that are planned primarily for members of the Marquette community and/or the benefit of the University. These activities and events will not incur room rental, audio visual or labor fees. Exceptions for equipment rented from an off-campus vendor will apply.

The following will also apply to University Department events:

Special considerations for University Department Requests – Office of the Registrar (OTR)/25Live:

STUDENT ORGANIZATIONS

Space requests received from Marquette University recognized student organizations for ALL campus spaces (including general pool classrooms & academic restricted space) are processed through the AMU Event Services Office. This is intentional – requests from student organizations that are beyond general meetings are considered “events” and as such require approval through the AMU Student Engagement Office. The AMU Event Services Office will manage all aspects of the event including Sodexo catering, set-up and equipment.

NON-UNIVERSITY GROUPS

Space requests received from Non-University Groups for ALL campus spaces (including general pool classrooms & academic restricted space) are processed through the AMU Event Services Office. The AMU Event Services Office will manage all aspects of the request including catering, set-up and equipment. Non-University Groups are billed for room, equipment and labor.  See Rates & Services.

University Hosted Events
Requests for University Hosted Events will also be considered. Hosted Events are defined as academic programs, conferences, retreats and or/meetings involving two entities: university department or recognized student organizations and an outside organization such as a professional association in which the group holds membership or maintains a relationship. The following will apply for Hosted Events:

Space Use Guidelines:

In addition to UPP-5.03: Use of University Facilities Campus access only, the following is applicable to all groups (University Departments, Student Organizations and Non-University Groups):

Scheduling, Space & Equipment

  1. Consistent with the University's mission, academic classes, research, and extension activities will have the highest priority for facilities use. Other University Groups, University Functions and Student Organizations will have the next highest priority in the scheduling and assignment of facilities.  Non-University Groups will have the lowest priority. Once scheduled, groups and functions will generally not be rescheduled or moved.  However, the University reserves the right to move any group to another campus facility to accommodate the needs of groups assigned a higher use priority by this policy. 
  2. University departments and student organizations may not reserve space or equipment for, or on the behalf of, an outside organization, person or for a personal event except in the case of a hosted event when a Hosted Space Agreement has been executed. This behavior constitutes fronting and is not allowed. Fronting is when a student organization, faculty or staff member reserves a space for an outside business/organization, person or for a personal event with no authentic connection to the University or a recognized student organization. If fronting is discovered, non-university rental rates will apply.
  3. The assigned Event Coordinator will confirm space with customer and obtain details such as catering, room set-up, A/V and labor needs. The AMU Event Services Office will issue a written event confirmation before a reservation is valid. Requestor will receive an acknowledgement of the space request within three (3) business days of the initial request. Please read your reservation response thoroughly. Please do not announce or publicize any event until reservation response has been received and your request has been confirmed.
  4. AMU Event Services processes invoices each Friday for events held the preceding Friday through Thursday. Invoices are sent via email to the primary event contact. For university events, charges are billed to the departments RC/Restriction that was obtained during the event planning process. Student organizations and non-university organizations will be billed directly.
  5. The Alumni Memorial Union Event Services Office reserved, at its sole discretion, the right to relocate an event to a space similar in size and layout. This right will only be exercised in emergency or extreme situations after other options have been exhausted and after consultation with the reserving/affected group.
  6. Marquette University at its sole discretion reserved the right to deny use of the Alumni Memorial Union facilities and/or equipment.
  7. Due to increased labor costs, fees will be extended for the use of dance floors and pipe & draping.
  8. Authorized AMU staff will operate all audio-visual equipment that belongs to the Alumni Memorial Union.
  9. To accommodate guests with limited mobility, any event set up that does not include guest seating, AMU staff will add one, 30" round table set with two chairs. 
  10. The following are prohibited in the facilities:

10. The following are prohibited unless special permission is obtained from the AMU Event Services Office.

Banners 

Reservaitons for banner space can be made by contact the AMU Event Services Office. Banners are hung over Grand Staircase on 2nd Floor railings in the AMU

Cancellations Due to Inclement Weather

Events scheduled with Marquette University facilities and/or University Catering Services that are affected as a result of inclement weather (snow, ice, etc.) will follow the policies listed below.

  1. University Catering will not cater events if the University is closed. This includes events in the Union and deliveries. Customer will not incur charges for catering or room rental.
  2. If the University remains open and the Customer chooses to cancel the event, total cost for food & beverage incurred will be determined on a case-by-case basis. Costs will be incurred for food & beverage purchased and/or prepared for the event.

Damages

  1. Normal cleaning of the room will be the responsibility of the AMU staff. A user may be charged any cost resulting from conditions caused by the group which require additional staff or additional cleaning to restore the room to the pre-event condition. For safety reasons, users may not change room setups.
  2. The AMU will not be liable for damage to, or loss of any merchandise displayed or left anywhere on premises.
  3. Customer agrees to be responsible for any damages done to the premises during the period of time the Customer, invitees, employees, independent contractors or other agents, who are under the Customer’s control, or the control or any dependent contractor hired by the Customer, are on the premises for the event related to this Agreement.
  4. Charges for the full cost of repair or replacement will be made by the user for any damage to the furnishings, equipment, or facilities whether accidental or purposeful.
  5. Audiovisual Equipment: the AMU Cannot be responsible for audiovisual equipment brought in by the sponsoring organization members or event guests.

Event Approval

Campus events which may include a speaker, panel, lecture, conference or are otherwise large in scale should be approved by your area’s Dean, Director or Vice President. Please notify leadership within your area in writing at least two weeks in advance of the event date. It is understood that throughout the event planning process, you may be asked to provide specific details on speakers, panelists and event content.

Food & Beverage

  1. Sodexo Dining Services is the preferred catering provider for Marquette University and as such will be the option provided by the Alumni Memorial Union Event Services Office. For events held inside the Alumni Memorial Union Ballroom(s) Lunda Room, Innovation Kitchen, Marquette Place (when the serving areas are open) and Union Sports Annex, Sodexo Dining Services has exclusivity, and no outside food is permitted. Sodexo’s exclusive rights will also apply to University Hosted and Non-University Events, as defined on the Guidelines for Determining MU Facility Usage, regardless of event location.
  2. The Campus Food Provider Guidelines serve as a resource when Sodexo is not the preferred option.
  3. Alcohol (wine, beer and liquor) are required to be ordered through the AMU and may not be brought in for a corkage fee – per our Food & Beverage Liquor Licenses. No liquor shots will be sold to individuals or groups of individuals for any event.
  4. Food and beverages are not permitted inside the Varsity Theatre or Weasler Auditorium. The lobby areas of these buildings are approved for food.

Guest Speakers (for university departments and student organizations)

To maintain compliance with Marquette’s tax-exempt status, event organizers are required to read Marquette’s speaker statement (below) at events that include a guest speaker, we ask that you, or an alternative university representative read the statement. 

The 500-year tradition of Jesuit education is grounded in the search for truth, the discovery of knowledge and the sharing of diverse viewpoints. As an institution of higher education in the Catholic, Jesuit tradition, Marquette University is committed to freedom of expression and open inquiry, deliberation and debate. The views expressed here today are those solely of the speaker and not of Marquette University. The use of Marquette's facilities does not constitute an endorsement of the views expressed. Marquette University does not endorse any candidate for public office, political party, or referendum matters and no fundraising for these activities can take part at this event. 

Info/Supply Drives 

Requests to place Drive boxes and/or containers can be made by contacting the AMU Event Services Office. Info/Supply Drives can be set up to the east of the AMU Information Desk, right outside of the AMU Event Service Office (AMU 245).

Performances

  1. A copy of any contract for live performances is expected to be on file, be reviewed, and be approved by the AMU Student Engagement and Event Services Offices before any event is publicized and takes place. A copy of the contract must be submitted to the AMU Event Service Offices for review. Waivers and releases may also be required from the AMU Student Engagement Office. Contact AMU Event Services to secure space reservation(s) for live performances prior to beginning the contract approval process.
  2. No live or recorded music will be permitted in the AMU without prior written consent of the Event Services staff. Live performances are the sole responsibility of the Customer and must adhere to county and city ordinances.
  3. Student organizations must adhere to the limited practice times and show dates as outlined in the AMU Practice Space & Show Policy.

Safety

In the interest of personal safety of guests, students and staff, the following rules must be followed:

  1. The space reserved for each particular function is not to be used in excess of the normal seating capacity.
  2. All aisles leading to exit doors must be kept clear and unobstructed.
  3. Exit doors must not be fastened or obstructed so that the doors can be opened readily.
  4. Doors for events will be opened and tickets will be on sale one half hour before the event starts unless otherwise requested by the sponsoring organization.
  5. All applicable federal, state, and municipal laws and ordinances, and all other rules, regulations and policies of the university shall be observed and enforced in these facilities.
  6. There is a minimum of one adult chaperone for every 15 youth (youth defined as under the age of 21 years) coming to campus. The ratio of adult chaperones to youths is to be discussed with your primary assigned Event Coordinator on an event-by-event basis in consultation with Assistant Director for Event Management, and MU Police. Chaperones are responsible for maintaining the good behavior of the youth they are inviting to campus.  Please ensure that your event attendees show respect for the University, students, faculty and staff.  Disruptive individuals or groups of individuals will be asked to leave campus. 

Security

  1. Marquette University Police Department, in accordance with the department’s policies and the guidelines set forth within the Non-University Sponsored Event Space Agreement, will be responsible for providing the appropriate staffing for events and the assignments of officers. The department will work closely with your Event Coordinator to ensure that policies and rules are enforced throughout the event. In cases where an incident occurs that is in violation of the rules and policies, MU Police will work in consultation with the event hosts and the other University representatives present to promptly address the situation and determine the appropriate course of action. Marquette University Police Officer in charge reserves the right to contact the Milwaukee Police Department to respond to incidents that are in violation of policies or may pose a threat to the safety and security of persons in attendance, as well as the University community at large. In such cases, the responding Milwaukee Police Department officials will assume charge of the scene. Non-University security personnel, professionally contracted services or non-contracted security presence of any kind, is strictly prohibited. 
  2. Any group that sponsors an activity or event is responsible for the actions of guests and participants and/or the proper use of the facilities, furnishings and equipment in the scheduled areas by the guests and participants attending the function. Some events may require security as requested by the sponsoring organization or by the Alumni Memorial Union or both. The decision to retain appropriate security will be made by MUPD following a discussion with the sponsoring group leadership.
  3. To offer enhanced security where MUPD can monitor more easily than other campus locations, there is a preference that Central Mall be reserved for all flag displays.

Voting/Election

  1. As a non-profit organization, the Marquette University community is responsible for adhering to applicable laws and regulations to maintain the universities 501c3 status.
  2. As a polling site, events and meetings that are political in nature will not be scheduled in the AMU on dates that elections will occur on premises.
  3. As an added resource to student organizations, please see the Sponsorship of Non-University Political Activities information found under Student Organizations – Sponsoring Events.

Additional resources:

Alumni Memorial Union Campus Space Usage Policies
Event Planning Guides
Student Organization Policies
Voter Information

 

Violation of applicable policies could result in the following actions being taken, singularly or in combination:

 

 

 

Updated:  August 18, 2024