Event Planning Guidelines
We're Here to Help You
The Union Reservations staff is available 8:00 a.m. to 5:00 p.m. Monday through Friday. After hours and on weekends, a Union Student Manager is always on duty to assist you.
Food and Beverage Service
Meals and refreshments served in the Union must be ordered through Chartwells Catering, 581-7256.
Equipment and Setup
Room setups are coordinated through the Reservations Department. Within the limits explained on the reservations charge sheet, use of equipment and furnishings is without charge. Additional equipment rented from third party suppliers and sub-contracted personnel charges will be billed to the reserving group.
Decorations, Signs, and Banners
Discuss ideas with the Reservations staff as additional cleaning costs may be charged. Decorations and banners must be removed immediately following an event. The Union is not responsible for loss of any materials left in the building.
Parking
270 spaces are available in the visitor parking lot east of the Union. Discount parking validations may be purchased in advance from the Reservations Department.
Solicitations and Information Tables
Marketing tables are placed in designated areas. A specific guideline detailing the Union's solicitation policy is available in the Reservations Department.
Event Security
The Union reserves the right to require security personnel is present for events in the Union. When required, the Reservations Department will arrange officers through University Public Safety. All charges are billed to the sponsoring group as part of the event cost.
Extended Building Hours
Approval is subject to staff availability and additional fees and operating costs will be charged to the group making the request.
Billing
University organizations and departments with the ability to pay with a campus order will be invoiced and are expected to pay upon receipt of invoice. All other groups, individuals, and non university organizations must pay in advance of the event. Groups which default on payment will pay for future services in advance of the event.
No Show and Cancellations
Groups failing to cancel a room reservation at least 30 days prior to the scheduled event for the Ballroom and Saltair Room and 7 days for other facilities will be assessed the room rental fee. Failure to cancel a room reservation may result in the loss of scheduling privileges.
Union Policies
Consumption of alcohol, gambling, including raffles and lotteries and smoking in University facilities are not permitted on the University of Utah campus. All events in the Union must adhere to these policies. The Union is not responsible for any lost, stolen, or damaged property belonging to users of the facilities. In some instances, proof of liability insurance is necessary for groups using the Union. The University of Utah seeks to provide equal access to programs, services, and activities for people with disabilities. Reasonable prior notice is needed to arrange for accommodations.
