Special Policies

1. Reservations
2. Alcohol
3. Food
4. Special Building Hours
5. Posting and Banners
6. Decorations
7. Dance and Dance Concerts
8. Public Address (PA)
9. Contact Tables
10. Distributing Publications
11. Non-University Vendor Sales
12. Sales at Events
13. Possession and Carrying of Weapons
14. Keys
15. Zoning

A. Reservations

1. Union facilities are available for reservation by
   1. Registered Student Groups
   2. University Departments
   3. University Guests (including non-university groups, non-university individuals and individual student, faculty, staff, and alumni). These reservations may require a use agreement and insurance
2. Facilities available for reservation are listed in the "SUA Events and Conferences Department Policies" publication available at the Conference and Event Services office.
3. All requests for the reservation of Unions facilities and services must be filed with the Unions Events and Conferences Office.
4. The Director has the authority to deny the proposed use of Unions facilities at any time, or to impose, at any time, limits on the scope, conduct or audience size of any event in order to carry out the provisions of these policies. The Director may also require, as a condition of use, the services of additional maintenance, technical, or security personnel.
5. Any organization or individual may be to a denial of further use of facilities, services and programs within SUA for:
   1. Failure to meet financial responsibility for damages incurred in a facility during the terms of occupancy
   2. Failure to reimburse the Unions for stipulated and required service
   3. Misrepresentation by an authorized representative in regard to a facility reservation request
   4. Failure of officers, members or their guests to observe provisions of the Student Unions & Activities House Policies or the Events and Conferences Department Policies
6. Registered Student Groups and University Departments may not reserve space for other organizations for the purpose of lower rates. The organization or individual who holds the reservation must be primarily responsible for planning, implementing, and financing the event. SUA reserves the right to evaluate and make final determination if misrepresentation has occurred. Misrepresentation may result in the organization who holds the reservation being charged the higher of the two rate structures and/or suspension of reservation privileges in SUA.
7. Any unfulfilled financial obligation to SUA may result in a hold put on individual student records, collection agency action and/or charge to University CUFS account (for University Department violations only).
8. Collaborative or co-sponsorship efforts by groups may not be used in order to extend limitations for reservations as outlined in the Events and Conferences Department Policies.

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B. Alcohol

This policy is subject to all of the rules and regulations as defined under the University of Minnesota Regents Policy on "Alcoholic Beverages on Campus" (PDF). The serving of alcohol in SUA is subject to the requirements listed in and the approval of the "Application to Serve Alcoholic Beverages at an On-Campus Event" (6). Download an alcohol permit (PDF).

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C. Food

1. Any food and beverage preparation and serving not handled by University Dining Services or SUA, for meetings, social gatherings, and special events must obtain an approved University Food Permit through the SUA Events and Conferences Office. Download a food permit (PDF).
2. Registered Student Organizations must obtain a Sales/Fundraising Permit from the SUA Student Activities Office in order to conduct any food sales.
3. The sale, distribution, or serving of food from any approved source may be terminated by the Department of Environmental Health and Safety or by the SUA Director, or their designee, if there are, or appear to be, sanitary problems.
4. SUA tenants serving food to the public in their leased premises must obtain an approved University Food Permit from the Department of Environmental Health and Safety.

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D. Special Building Hours

1. Use of SUA at other than regularly scheduled hours must be authorized by the Director.
2. Organizations using SUA at these times will be assessed all costs involved, as determined by SUA.

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E. Postings and Banners

1. All posters or flyers must be approved through the SUA Information Desk, bearing the original stamp of SUA approval.
2. Posters or flyers are allowed at designated posting areas only
3. SUA staff will be responsible for placement of all posters
4. Maximum poster size allowed is 11" x 17"
5. Posters or flyers shall be removed after the advertised event or upon the expiration date noted on the poster by SUA employees.
6. No posters or flyers shall be put on any glass, carpeted, paneled, papered, painted, or wood surfaces.
7. For events in SUA reservable facilities, all posters or flyer locations inside of the event space must be approved by SUA Events and Conference staff. In reservable spaces, posting of posters or flyers are allowed on portable panels only.
8. Banners are not allowed on exterior spaces managed by SUA. This includes, but is not limited to, exterior surfaces on SUA facilities, light poles, columns, and sidewalks. Banners may be allowed inside reservable interior spaces, subject to approval by SUA Director or their designee.
9. SUA Staff reserves the right to remove postings in violation of the House Policy. Organizations or individuals violating the Postings and Banners policy may be assessed a fine and/or be required to pay for repair and/or removal costs.

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F. Decorations

1. All decorations must be approved in advance by the Events and Conferences Office.
2. The use of glitter is prohibited.
3. Open flames are not be permitted. Only materials which are treated with flame retardant may be used for decorations. All decorations must comply with local, state and national fire regulations and may be subject to approval by local fire authorities.
4. Tape is not allowed on glass, painted surfaces or stained wood.
5. Tacks, push pins or staples are not allowed except on bulletin boards or portable panels.
6. SUA Staff reserves the right to remove postings, decorations, or materials in violation of the House Policy.

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G. Dances and Dance Concert

Dances and Dance Concerts are permitted by Registered Student Groups or University Departments only. Outside Guests are not allowed to hold dances or dance concerts with the exception of a wedding reception.

1. Definitions
   1. A dance is an event where dancing is the primary focus of the event.
   2. A dance concert is an event where dancing is an integral part of watching the entertainment.
   3. Open events are defined as events to which the general public is invited to attend and for which there is no comprehensive guest list requirement.
   4. Closed events are defined as events for which a comprehensive guest list or RSVP list is provided by the sponsor. In case of closed events, no exceptions or additions will be permitted to the guest list or RSVP list at the time of the event. Events which are closed to the public may request an exemption to the requirements of this policy. A written request for an exemption must be submitted and approved by the Director.
2. Dances and Dance Concerts are only allowed in the following locations:
   1. St. Paul Student Center Northstar Ballroom
   2. Coffman Memorial Union Great Hall
   3. Coffman Memorial Union Whole
3. Requested use of SUA facilities for a Dance or Dance/Concert must meet the following regulations and agree to the following terms:
   1. Dance and Dance Concert Sponsors:
      1. Registered Student Groups
         • Only registered student groups and their officers may sponsor dance and dance concert events in union facilities.
         • The sponsoring organization must make the initial reservation, be involved with the event planning and be present at the event.
      2. University Department
         • University departments co-sponsoring events with registered student groups designed primarily for students will be held to the Dance/Dance Concert Policy.
         • University departments sponsoring a Dance or Dance/Concert event designed primarily for non-students may request an exemption from the policy by the SUA Director
   2. Additional Regulations: All dance/dance concert sponsors must comply with all conditions of the complete dance/dance concert policy available through the Events and Conferences office.

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H. Public Address (PA)

1. The PA system should be used for emergency announcements only.
2. The announcements will be pre-approved by the SUA Director.

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I. Contact Tables

Contact tables are provided for groups to make contact with students for the dissemination of information. Contact tables are permitted at events inside SUA facilities subject to sales and commercial sponsorship guidelines (see House Policy V.J.). To allow all student groups opportunities for access and to prevent a monopoly on table use SUA has placed limits on length and frequency of reservations. Additionally, SUA maintains a reservations priority system that attempts to balance the need to provide access to student groups and other organizations. Provisions have been outlined for exceptions to the departmental policy.

• Tables are free for registered student organizations. All other organizations will be charged a fee.
• All literature distribution must be in compliance with the University of Minnesota Board of Regents Policy 3.10.3-Distributing Publications and Installing Banners at the University
• Tables, groups, and/or distribution of printed material must not obstruct normal traffic flow. Group members are not allowed to harass patrons any SUA facilities. In Coffman Memorial Union, distribution or display to patrons using escalators is prohibited
• Reserved tables must display the name of the organization and be staffed at all times by members of the organization that has reserved space.
• Use of the table must be by the organization who holds the reservation. Organizations are not allowed to sponsor other organizations
• Personnel must remain seated behind or standing to the side of the contact table. Solicitation in the hallways or active distribution to patrons in the hallways is prohibited.
• Personnel from non-University vendors or companies are not allowed at the contact tables for sales-related, fundraising or commercial activity.
• Registered Student Organizations may conduct sales/fundraising activity at contact tables with approval from the Student Activities Office.

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J. Distributing Publications

1. This policy is subject to all of the rules and regulations as defined under the "Regents Policy on Distributing Publications and Installing Banners at the University" (7).
2. Distribution of publications is allowed only at a reserved contact table
3. Publications may be distributed outside of SUA facilities provided the distribution is not disrupting traffic or blocking any SUA facility entrance.

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K. Non-University Vendor Sales

1. Non-University commercial vendors inside SUA facilities may be allowed if deemed appropriate to the University mission, a valued service to students, not in violation of University policies and contracts, and upon approval by SUA Director. The location of vendor sales is restricted to the Great Hall in Coffman Memorial Union and the Northstar Ballroom in the St. Paul Student Center.
2. Outdoor sales will not be allowed.
3. Non-University vendors are required to have a use agreement with SUA, provide proof of appropriate insurance coverage, possess appropriate business licenses, and pay all costs related to the sale, including rent and storage at the Non-University rate.
4. A flat fee and/or percentage of gross sale will be paid by the vendor to SUA.
5. Sales are restricted to a maximum of five consecutive days within a semester per vendor. A maximum of three major sales will be allowed per facility per semester.
6. All sales must be in compliance with the Regents' Policy on Business Enterprises.
7. The SUA Director will review vendor sales proposals using the following criteria for selection of vendors:
   1. All applicants will be judged on financial stability, previous successful sales experience and performance both on campus and off, compatibility with existing goals and objectives of SUA.
   2. Selection of merchandise must be unique to the company in one or more of the following ways:
      • The major focus of the merchandise offered is not repeated in another company (such as original movie posters, hand-screened prints, individually fabricated jewelry).
      • The company carries an exclusive line, unavailable from other companies being considered.
      • The range of lines offered by the company is significantly larger than any other company being considered.
   3. Prices must be competitive within the collegiate and metro area markets.
   4. The company's display must be individually designed for clear presentation of work, ease of customer movement, and aesthetic appeal.
8. University of Minnesota staff reserve the right to inspect and approve the quality and selection of merchandise such as quality and registration of prints, quality commensurate with price, etc.

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L. Sales at Events

1. Sales at events are permitted if items sold are directly related to the event.
2. Sales are limited to the venue in which the event occurs.
3. A sales/fundraising permit must be approved through the Student Activities Office.
4. The approved permit must be displayed at the site of the sale.

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M. Possession and Carrying of Weapons

This policy is subject to all of the rules and regulations as defined under the "Regents Policy on Possession and Carrying of Weapons" (appendix 9).

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N. Keys

1. The Director shall be responsible for maintaining building security and will control the issuing of all keys.
2. Organizations occupying space in the Union will be assessed the cost for re-keying affected areas when security is compromised by the organization.

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O. Zoning

The Board shall designate certain areas of the Unions for specific activities and services. These zones shall be as follows:

Commercial Zones

• Commercial Zones 1, 2, and 3 shall be available only to commercial enterprises where goods and/or services are provided at a cost to the patron.
• Coffman Memorial Union:
  • Commercial Zone 1:
    • Basement floor rooms:
  • Commercial Zone 2:
    • Ground floor rooms:
    • Retail: GO57
  • Commercial Zone 3:
    • First floor rooms:
    • Retail: 101
  • Commercial Zone 4:
    • This zone shall be available only to groups and organizations for
    • the distribution of publications. CMU location is the Cube.
  • The requirements for distributing free newspapers / magazines in SUA are as follows:
    1. Publications must be free of charge.
    2. The literature rack must be used on a regular basis, with a distribution of not less than four publications a year.
    3. Publications must be placed in the assigned location in a neat and orderly manner.
    4. Old publications must be removed from the premises.
  • The University gives first priority to literature published by or for SUA, the University, and by registered student groups. Priority is given to others based on a first-come, first-serve basis for available space. All approved publications require a license agreement. Organizations external to the University are also required to provide a certificate of insurance as outlined in the lease agreement.
  • The Minnesota Daily, the official student newspaper, is allowed additional distribution sites in SUA facilities as designated by the Director.
  • This policy does not affect distribution of publications in TSCU lease holder office spaces, nor does it affect distribution of material in accordance with other house policies.

St. Paul Student Center:

Commercial Zone 1:

• This zone shall be available only to groups and organizations for the distribution of publications. The News Center on the first floor is designated as Commercial Zone 1.
• The requirements for distributing free newspapers / magazines in SUA are as follows:
  1. Publications must be free of charge.
  2. The literature rack must be used on a regular basis, with a distribution of not less than four publications a year.
  3. Publications must be placed in the assigned location in a neat and orderly manner.
  4. Old publications must be removed from the premises.
• The University gives first priority to literature published by or for SUA, the University, and by registered student groups. Priority is given to others based on a first-come, first-serve basis for available space. All approved publications require a lease agreement. Organizations external to the University are also required to provide a certificate of insurance as outlined in the license agreement.
• The Minnesota Daily, the official student newspaper, is allowed additional distribution sites in SUA facilities as designated by the Director.
• This policy does not affect distribution of publications in TSCU lease holder office spaces, nor does it affect distribution of material in accordance with other house policies.

Student Organization Zones

The Student Organization Zones are for office spaces for registered student groups.

• Coffman Memorial Union
• The second floor of CMU shall be available only to registered student groups, and shall be approved by The Board.
• St. Paul Student Center
• Room 4 shall be available only to registered student groups, and shall be approved by The Board.

Auxiliary Services Zones

• Coffman Memorial Union
  • Auxiliary Service Zone 1:
    • Basement floor:
    • Security Monitor Station: BO002-BO012c
    • Computer Lab: BO60-BO60g
  • Auxiliary Service Zone 2:
    • Ground floor:
    • Bookstore: G54-G56r
    • Printing Services: GO14
    • U-Card: GO22
    • University Dining Services: GO07, GO44-GO50
    • (UDS also includes building-wide vending machine locations)
  • Auxiliary Service Zone 3:
    • Fourth Floor:
    • The entire fourth floor is used for Campus Club.
• St. Paul Student Center
  • Auxiliary Service Zone 1:
    • Basement floor:
    • Bookstore: 5, 7-7c
    • Printing Services: 6, 6a, 8, 8a,
  • Auxiliary Service Zone 2:
    • First floor:
    • University Dining Services: 105,105a-c,109, 132, 134

Administrative Zones

These zones shall be available only for occupancy by the SUA Administration and/or University departments.

• Coffman Memorial Union
  • Administrative Zone 1
    • Basement floor:
    • Games Room: BO18-BO32C
    • The Whole: BO52-BO55
  • Administrative Zone 2:
    • Ground floor:
    • Post Office: GO011-GO011b
    • C-Store: GO012-GO012b
    • Facilities: GO063-GO063d
  • Administrative Zone 3:
    • First floor:
    • Info Desk: 134-135b
    • AV Control: 130-130b
    • Student Activities Office: 126-126K
  • Administrative Zone 4:
    • Third floor:
    • Conference and Event Services: 309-309J, 311
  • Administrative Zone 5:
    • Fifth floor:
    • The entire fifth floor is for administrative offices

St. Paul Student Center

• Administrative Zone 1
  • Basement floor:
  • Post Office: 32
  • Gopher Spot: 45, 55, 55a, 55f
  • COA: 4, 4a
  • Larson Gallery: 25, 25a
  • Administration office: 42-42k
  • Finance: 34, 36-36a
  • Communications Media: 61
• Administrative Zone 2:
  • First floor:
  • SUA Admin: 115a

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