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:

• University departments may book space for annual events up to five (5) years in advance. When requested.
• When requested for a specific event, University Departments may place a tentative hold on up to two (2) dates for a future event. Each date will be held for a period of 10 working days, at which point if there is a request for the same date and room, the department holding the space will be required to release if they are not able to confirm use.
• University departments are asked to only reserve space that will be specifically utilized for the planned event. If it is recognized that the space(s) will not be needed the department liaison should inform AMU Event Services to release the space, making it available for future bookings. Departments may not internally transfer their space to a colleague or another department, such requests should be made through the AMU Event Services Office.

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

• • University Departments that are coordinating an event that ALSO includes general classroom and academic restricted space can work with the AMU Event Services Office. AMU Event Services will serve as the Requestor in 25Live (OTR) for these spaces. Pending 25Live approval the request is entered in the university space reservation system (Momentus) and will become part of the overall Event request. When the space is Confirmed in 25Live, Momentus will be updated, and the customer will receive an Event Confirmation and continue with the event planning process.
  • University Departments with a request solely for General Pool Classroom space & academic restricted space will make the request through 25Live (OTR). Should the meeting require catering the Requestor will be directed to the AMU Event Services Office.
  • Note that the Office of the Registrar will confirm academic space availability on a per semester basis.

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.

• Requests for AMU facilities can be made by student organizations up to six months in advance of their reservation start date, except for events that are governed by the AMU Practice Space and Show Policy. Academic space requests are confirmed on a semester basis.
• Space requests received from recognized Marquette University Student Organizations may include general organizational meetings or activities organized and run by organization membership that are planned primarily for the students at Marquette University and/or the benefit of the University.
• Student organization policies as stated in the Student Organization Handbook through the AMU Student Engagement Office will apply.
• Student organizations may not transfer their space request to another student organizations. Such requests should be made through the AMU Event Services Office.

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.

• Requests can be made up to twelve (12) months in advance.
• Upon confirmation of space a Marquette University Space Agreement will be executed for all Non-University Groups. A deposit of 75% of the estimated charges will be due upon receipt. Balance payment will be due ten (10) business days prior to the event. Additional charges or items based on consumption will be billed post event. 

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:

• All event details and arrangements are to be made by the on-campus representative.
• A Marquette University Hosted Space Agreement will be executed for all Hosted Events. The university department hosting the event will be required to provide their budget responsibility center and obtain the signature of the individual in his/her department having budget authority. All room, equipment, labor and catering charges will be processed through the RC provided. The Hosting Department may seek reimbursement from the outside organization if applicable.
• Charges for room, equipment and labor will be based on the University Rental Rate Guide.

Space Use Guidelines:

In addition to UPP-5.03: Use of University Facilities, 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. The following are prohibited in the facilities:

• • Commercial solicitations that relate to the promotion or consumption of alcoholic beverages, tobacco, or products or services that are contrary to the policies or mission of the University, are prohibited.
  • Commercial solicitations (including distributing any kind of written or printed materials, sales of goods or services, including foods, etc.) on university property unless prior approval has been provided.
  • Decorations, displays or exhibits that require flame or water. Candles may be used only if the flame is contained in a votive or hurricane.
  • The use of tape, glue or adhesive on the walls, ceilings, windows, door frames, columns or staging for attaching material.
  • The use of nails, screws, tape or glue to suspend materials from the ceiling or light fixtures.
  • Camping, unless permission to do so has been granted by appropriate university personnel. “Camp” means to sleep for an excessive period of time, remains overnight, or to use sleeping equipment for the purpose of or in such ways as will permit overnight.
  • Misuse of restrooms.
  • Coolers are prohibited on-site unless prior approval has been given.
  • Use of drugs and liquor: the AMU reserves the right to enforce its standards concerning dress and decorum at this function. The AMU reserves the right to refuse to serve any person under the influence of alcohol or unlawful substances, or to request that such person leave the premises. 
  • Smoking or vaping is not permit permitted on campus, including outdoor areas and inside buildings.
  • All outside rental, including, but not limited to linens, chairs, charges, tables, lighting, tents, etc. are required to be coordinated through the AMU and Marquette University.
  • No Live or Deceased Animals/Fish are allowed inside the event space.
  • Pyrotechnics, sparklers, torches or other items generating a flame are expressly prohibited inside or outside the premises. Smoke machines are not permitted.
  • Any expression on flyers, posters and signs that is indecent, obscene or offensive on matters such as race, age, ethnicity, gender, disability, sexual orientation or other legally protected basis and inconsistent with the Jesuit Mission of Marquette University will not be tolerated and the display and sale of such will not be permitted.
  • Confetti, Rice, Glitter, Silly String and Bird Seed are not permitted to be thrown inside the venues on-site, only Bird Seed may be thrown outside.
  • Any other activity that could physically damage the building or its furnishings or equipment.

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

• • The use of amplifying systems in the building, the hallways, the food service areas or other rooms or outdoor spaces
  • The rearrangement of furnishings in the facilities
  • Approved vendors, at the discretion of the AMU Event Services Office in cooperation with appropriate campus approval, may be permitted to sell their products at specified locations on campus based on defined contractual terms.

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

• • Banner space is reservable for 2 consectuive weeks maximum per event
  • Student organizations must have publicity approved by the AMU Student Engagement Office
  • You must drop printed banners in the AMU Event Services Office (AMU 245) and not the Informaiton Desk.  Please provide proof of your banner reservation with the Event Confirmation number of dates and the department reservation is under. Indicate to AMU Event Services staff wheter you will pick up the banner following the event of they should dispose of the banner.
  • Dimensions as follows:
    Portrait 3’ (W) x 4’ (L) for all sides of the staircase
    Landscape 5’ (W) x 3’ (L) for the north and south side railings only
  • AMU staff is not responsible for lost or stolen banners

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).

• • Info/Supply Drive space is reservable for 2 consectuive weeks maximum per event
  • Student organizations must have drives approved by the AMU Student Engagement Office
  • Only two Info/Supply Drives can be booked at a time
  • All student organizations and departments must provide their own drop-box, container, rolling cart, etc. AMU Event Services will not provide you with a container
  • AMU staff is not responsible for lost or stolen items

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:

• A warning that the activity was inappropriate to the facility.
• Payment for any labor, repair or replacements costs caused by the violation.
• Forfeiture of the use of space for a stated period
• Referral to other campus offices for action; additional sanctions may apply.

 

 

 

Updated:  August 18, 2024