[Kate Fleming]

Hi Yakima,?

Here’s answers to your questions based on what we currently do at the University of Missouri.

1. When is payment due from external clients? Do you require a deposit ( if so, how much and is not refundable)? ?
   1. We require a 50% deposit upon signing a contract (facility use agreement). The deposit is not refundable if they cancel, but can be applied to a future reservation. (*That said, if someone pays with credit card, we are more willing to refund if needed.)
2. Are there specific timeframes that external clients may reserve indoor venues (e..g? only during academic breaks)?
   1. No sooner than 15 business days, no further than 6 months without review and an exception to that getting granted (i.e., Weddings, conferences, events with significant travel implications for attendees, etc.). We don’t restrict to certain break periods, but try to give priority to our campus groups.?
3. How early do you allow external clients to reserve space? Do you have different time frames of when you allow different campus groups to reserve space (e.g. students can be begin making reservations at one set time, then it’s opne to others)?
   1. I think I answered this one with #2.
4. Do you allow community members to sell goods or products at your institution (e.g. at a fair, outdoor tabling)? If so, do you charge and what processes are in place when accepting these requests?
   1. Our current policy requires permission to sell from our Division of Finance. However, we are currently redlining that policy. There will be limitations and set parameters for sales being allowed. Reservations will be required so all parts of the sale/use of space can be reserved and a contract/vendor agreement can be established instead of showing up as pop up shops all over campus. This will require payment for use of space.

Feel free to reach out with further questions!

——————————
Kate Fleming
Interim Director, Office of Reservations & Events
University of Missouri
Columbia MO
(573) 882-2817
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——————————————-
Original Message:
Sent: 10-21-2024 11:06
From: Yakima Melton
Subject: Reservations by External Organizations and Partners

For those of you who allow external groups/individuals (those not affiliated with your insitution/commmunity members) to reserve space in your buildings, can you share insight on the following at your institutions:

1. When is payment due from external clients? Do you require a deposit ( if so, how much and is not refundable)?  
2. Are there specific timeframes that external clients may reserve indoor venues (e..g  only during academic breaks)?
3. How early do you allow external clients to reserve space? Do you have different time frames of when you allow different campus groups to reserve space (e.g. students can be begin making reservations at one set time, then it’s opne to others)?
4. Do you allow community members to sell goods or products at your institution (e.g. at a fair, outdoor tabling)? If so, do you charge and what processes are in place when accepting these requests?

——————————
Yakima Melton
Director, Student Unions and Centers
Arizona State University
——————————

[scanady1]

Yes, we do permit unaffiliated groups to reserve space inside the Stamp Student Union at the University of Maryland.

1. We have an agreement for all out unaffiliated clients.? All our clients pay a 25% non-refundable, non-transferrable deposit (based on room rental). Their signed Agreement is due at the same time as the deposit payment.? Final payment is due 1 week prior to the event.? We also require unaffiliated clients to have liability insurance.? If they don’t have it on their own, they can purchase it through T.U.L.I.P. https://essr.umd.edu/about/risk-management/tenants-and-users-liability-insurance-policy-tulip?

2/3.? Generally, all our clients are able to request space up to 365 days in advance. Only our Enrollment and our campus Conference & Visitor Services departments can book farther in advance, and we have MOU agreements with both these departments that outline the special arrangements. Probably important to note that we average perhaps 100 bookings per year from non-affiliated clients, where as from student orgs we have 2100 or so per year.

4.No, we do not permit unaffiliated groups to sell good or services on campus.? The only exception would be a group working with a student org and the student org is fundraising for themselves or a charity. In this scenario the student org would be our official client with the responsibility to reserve space.

Susan

——————————
Susan Canady
Assistant Director, Event & Guest Services
University of Maryland
College Park MD
(301) 314-8479
——————————
——————————————-
Original Message:
Sent: 10-21-2024 11:06
From: Yakima Melton
Subject: Reservations by External Organizations and Partners

For those of you who allow external groups/individuals (those not affiliated with your insitution/commmunity members) to reserve space in your buildings, can you share insight on the following at your institutions:

1. When is payment due from external clients? Do you require a deposit ( if so, how much and is not refundable)?  
2. Are there specific timeframes that external clients may reserve indoor venues (e..g  only during academic breaks)?
3. How early do you allow external clients to reserve space? Do you have different time frames of when you allow different campus groups to reserve space (e.g. students can be begin making reservations at one set time, then it’s opne to others)?
4. Do you allow community members to sell goods or products at your institution (e.g. at a fair, outdoor tabling)? If so, do you charge and what processes are in place when accepting these requests?

——————————
Yakima Melton
Director, Student Unions and Centers
Arizona State University
——————————

[Becki Salzman]

Good morning from the Illini Union at University of Illinois Urbana Champaign. Sorry for the late response to your inquiry.?

1. We only require a non-refundable deposit for weddings, $150.00. It’s due 10 days after the confirmation for their space is sent.?
2. We do allow public clients to reserve space throughout the year for conferences and meetings. We have two large event spaces that we do not allow wedding reservations except during academic break periods, if the spaces are available.?
3. Internal to the Illini Union departments and the Illini Union Board may reserve space up to two years in advance. All others are allowed one year in advance. We are working with the departments that host large career fairs to book up to 3 years in advance as we have run into issues with the space not being available for these critical programs.?
4. We do not allow commercial activity on our campus if not sponsored by a university department. Our own Illini Union Board hosts a Moms Weekend Craft Fair and they contract with various private vendors-the vendor pays for the “booth” space and tables. We have been observing companies using the RSOs to “front” their promotions or activations (in outdoor spaces) and make the reservation in the RSO’s name. I’d love to hear how others are addressing this.?

——————————
Rebecca Salzman
Executive Director, Illini Union
University of Illinois Urbana-Champaign
Urbana IL
(217) 333-1716
——————————
——————————————-
Original Message:
Sent: 10-21-2024 11:06
From: Yakima Melton
Subject: Reservations by External Organizations and Partners

For those of you who allow external groups/individuals (those not affiliated with your insitution/commmunity members) to reserve space in your buildings, can you share insight on the following at your institutions:

1. When is payment due from external clients? Do you require a deposit ( if so, how much and is not refundable)?  
2. Are there specific timeframes that external clients may reserve indoor venues (e..g  only during academic breaks)?
3. How early do you allow external clients to reserve space? Do you have different time frames of when you allow different campus groups to reserve space (e.g. students can be begin making reservations at one set time, then it’s opne to others)?
4. Do you allow community members to sell goods or products at your institution (e.g. at a fair, outdoor tabling)? If so, do you charge and what processes are in place when accepting these requests?

——————————
Yakima Melton
Director, Student Unions and Centers
Arizona State University
——————————

[scanady1]

Similiar issue at Maryland regarding student orgs fronting for companies that want to sell stuff on campus, which we don’t permit for outside groups.? Flea markets are our biggest issue.? I don’t have the staff to “patrol” our outdoor spaces, none of which are in visual range to our building.? We shut down the events that we can, when we find out about them. Our Libraray staff has recently started to let us know if there is any unusal activity in front of the main library.? Also interested if other have found any solutions.

——————————
Susan Canady
Assistant Director, Event & Guest Services
University of Maryland
College Park MD
(301) 314-8479
——————————
——————————————-
Original Message:
Sent: 11-19-2024 11:58
From: Rebecca Salzman
Subject: Reservations by External Organizations and Partners

Good morning from the Illini Union at University of Illinois Urbana Champaign. Sorry for the late response to your inquiry. 

1. We only require a non-refundable deposit for weddings, $150.00. It’s due 10 days after the confirmation for their space is sent. 
2. We do allow public clients to reserve space throughout the year for conferences and meetings. We have two large event spaces that we do not allow wedding reservations except during academic break periods, if the spaces are available. 
3. Internal to the Illini Union departments and the Illini Union Board may reserve space up to two years in advance. All others are allowed one year in advance. We are working with the departments that host large career fairs to book up to 3 years in advance as we have run into issues with the space not being available for these critical programs. 
4. We do not allow commercial activity on our campus if not sponsored by a university department. Our own Illini Union Board hosts a Moms Weekend Craft Fair and they contract with various private vendors-the vendor pays for the “booth” space and tables. We have been observing companies using the RSOs to “front” their promotions or activations (in outdoor spaces) and make the reservation in the RSO’s name. I’d love to hear how others are addressing this. 

——————————
Rebecca Salzman
Executive Director, Illini Union
University of Illinois Urbana-Champaign
Urbana IL
(217) 333-1716
——————————

Original Message:
Sent: 10-21-2024 11:06
From: Yakima Melton
Subject: Reservations by External Organizations and Partners

For those of you who allow external groups/individuals (those not affiliated with your insitution/commmunity members) to reserve space in your buildings, can you share insight on the following at your institutions:

1. When is payment due from external clients? Do you require a deposit ( if so, how much and is not refundable)?  
2. Are there specific timeframes that external clients may reserve indoor venues (e..g  only during academic breaks)?
3. How early do you allow external clients to reserve space? Do you have different time frames of when you allow different campus groups to reserve space (e.g. students can be begin making reservations at one set time, then it’s opne to others)?
4. Do you allow community members to sell goods or products at your institution (e.g. at a fair, outdoor tabling)? If so, do you charge and what processes are in place when accepting these requests?

——————————
Yakima Melton
Director, Student Unions and Centers
Arizona State University
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