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.