Event Planning Guidelines
We’re Here To Help You
When planning an event in the Union please refer to the following
guidelines. The Union Reservations staff is available 8:00 a.m.
to 5:00 p.m. Monday through Friday. After office 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
University Dining Services/ Chartwells (581-7256). For optimum service
and menu selection it is recommended that arrangements be initiated
at least two weeks prior to an event.
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
Please discuss ideas with the Reservations staff. Decorations may
not be attached to ceilings, light fixtures, walls, floors, woodwork,
windows, curtains, or any painted surface unless approved by the
Reservations Department. Decorations must be flame retardant and
documentation may be required. Glitter, confetti, or similar fine,
difficult to vacuum items are not allowed. Additional cleaning costs
may be charged if such materials are used. Candles must be enclosed
in glass and “special effects” machines must be approved
by the Reservations Department. Decorations must be removed immediately
following the 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. When extensive parking accommodations
are required, arrangements can be made with Commuter Services (581-6415).
Fire lanes, loading zones and handicap parking regulations are enforced
at all time.
Solicitation 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 be 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.
Extending Building Hours
Requests are made with the Reservations Department at least ten
day in advance. Approval is subject to staff availability and additional
fees and operating costs will be charged to the group making the
request.
Time Limitations
Union facilities are reserved in the order in which requests are
received and if necessary, facilities may be reassigned to assure
the maximum and most appropriated utilization of space. Events normally
do not begin until 30 minutes after the building opens and large
events should end no less than 30 minutes before the building closes.
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 reservation.
No Shows and Cancellations
Groups failing to cancel a room reservation at least 30 days prior
to the scheduled event for the Ballrooms 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.
Legal Stuff
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. If
such coverage is necessary, a short term policy may be purchased
through the University Risk Management office (581-5557). 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. |