Space Use Policy and Reservation Application

Residence halls are home to many students. For this reason, space use requests are monitored to ensure that the environment remains conducive to studying, relaxing, resting, and socializing. Quiet hours, the size, and the type of the event should be taken into consideration.

General Space Usage

Individual residents, resident groups, and those departments with a living/learning affiliation with housing may host functions in many spaces in the residence halls for the students who live in the residence halls and/or for those students participating in that particular living/learning program. These groups or departments can speak with the Leadership Team (LT) of the building to discuss usage and timing of the event. Online application information is found in the "Reservations" section of this document.

For Individuals or Organizations not affiliated with Housing, please continue to the bottom of this page for the section labeled "Space Use by Individuals or Organizations not affiliated with Housing".

Dining Space Usage

If the space being requested is a dining hall, retail, or cafe space, upon receipt of a reservation application the Leadership Team of the building will forward the request to the applicable Dining Services Manager for review and response.

Community Learning Center Usage

If the space being requested is a Community Learning Center, upon receipt of a reservation application the Leadership Team of the building will forward the request to the CLC Reservations team for review and response.

Minority-cultural Lounge Usage

The purpose of minority-cultural Lounges is to have a designated space in a residence hall that represents a cultural representation of students living in the building and on campus. This portion of the space use policy is in reference to the following minority lounge spaces: Abeng lounge in East Quad, Asubuhi lounge in West Quad, Afro American lounge in South Quad, Ghandi lounge in Oxford, Audre Lorde lounge in Barbour/Newberry, Rosa Parks lounge in Stockwell, Nikki Giovanni in Mosher Jordan, Umoja in Alice Lloyd, Angela Davis in Mary Markley, Martin Luther King lounge in Bursley, and the Grace Lee Boggs lounge Baits. North Quad has a space with no designated name, and Northwood does not have a minority lounge.

Multicultural Theme Lounge Usage

In addition to the minority-cultural lounges there are multicultural theme lounges. These lounges are designed to share a bit of the culture and to provide a space for all residents to gather and study, and where all students will have the opportunity to observe and participate in appreciating ethnic cultures.

These spaces are the Vicky Barner lounge in Alice Lloyd, the Cesar Chavez lounge in Mosher Jordan, and the Yuri Kochiyama in South Quad. While these lounges are available for use by individual residents, resident groups, and those departments with a living/learning affiliation these lounges also have student legacy groups that may also request the use of the space. These legacy groups are the Native American Student Association, Latino/a Student Association, and Asian American Student Association.

An order of preference is given to minority-cultural and multicultural theme lounge usage applications om the following order:

Student legacy groups
Academic Units with a living/learning, housing affiliation component
Residents of the building, multicultural council, residence student staff, and building team staff
Housing affiliated departments (e.g. Division of Student Affairs departments)

Learn more about the purpose and histories of the Minority-cultural and Multicultural Theme Lounges.

Policies and Guidelines

Most applications must be received at least 5 business days prior to the proposed date of the event.If anticipated attendance at an event is 75 or greater, then the application must be submitted at least 10 business days prior to the proposed date of the event.
All applications received will be considered on a first-come, first-served basis.
Food and beverage products from any vendor other than Residential Dining Services are not permitted in the residence halls.
Non-residents are not permitted on residential corridors at any time unless escorted by a resident.
Student rooms in residence halls are to be used for student living; no gathering of more than 10 people is allowed in any residential room.
No monies shall be collected at any event. Only charitable, item donations (coats, toys, non-perishable food, etc.) may be collected as a condition of entry to an event. Housing personnel will remove any posted materials that promote the use of alcohol or other drugs or that discriminate on the basis of race, sex, color, religion, creed, national origin or ancestry, age, marital status, sexual orientation, gender identity/expression, disability, or veteran status.

Who May Attend An Event

Residents of the building in which the event is held and their escorted guests may attend. Residents of the building must show valid U-M ID. No resident may bring more than two guests.
All participants and guests are expected to adhere to the Community Living Standards as noted in the Community Living at Michigan Handbook and/or The Student Code of Conduct.

Timing of Events

Most events can begin during any time the lounge space is open with some restrictions as noted below and no event may end later than 1:00 am.
For events larger than 75 and for those rare occasions when a group not affiliated with Housing is approved to use the space, the activity/event hours may be restricted to begin no earlier than 10 am and end no later than 8 pm, Sunday through Thursday.
Between the hours of 5pm -12am, a person and/or group may reserve space in a specific lounge no more than four times a semester. If a group would like to request additional times beyond the 4 per semester, it is necessary that the requestor reserve space in another building.

Large Events and/or Events with Amplified Sound

For events larger than 75 in attendance and/or for gatherings where the event will employ amplified sound, regardless of anticipated attendance, these guidelines are in place:

Host Responsibilities

Contact Housing Security to schedule a pre-event meeting at least ten days prior to the proposed date of the event.
In addition to the Housing Security meeting, the host must designate a coordinator who will be present at the event.
The coordinator is expected to meet with Housing Security 15 minutes prior to the scheduled start time of the event. At this meeting, responsibilities and expectations for the event will be reviewed. If necessary, wristbands will be issued at this time. The number of wristbands will reflect the prearranged maximum capacity for the event. All people attending the event must wear a wristband including band members, disc jockeys, members of the sponsoring group, etc.

The host will be expected to:

Monitor and maintain orderly lines for the guests waiting to be admitted to the event.
Ensure adequate staffing commensurate for the event and that staffing level decided in consultation and agreement with Housing Security and/or the Leadership Team of the building.
Ensure that the number of people admitted to the event, including guests and group members, does not exceed the agreed upon capacity for the event.
Ensure that the event does not disrupt other activities in the building due to noise levels, guest behavior, crowds, etc.
At the end of the event, clear the area of all attendees.
Clean the area and put all furnishings back in place. Report to security any problems such as broken furniture, missing plants, etc.
Assume responsibility for all costs related to the event.
Housing Security is the final arbiter of all problems during an event. Decisions to remove patrons, close down an event, control noise, etc. will rest with Housing Security.

Security Responsibilities

Attend the pre-event meeting with members of the sponsoring group if one is scheduled per the above requirements.
Notify the Leadership Team of the specific building of event cancellations or the sponsoring group's failure to attend a pre-event meeting.
Provide Security staff for the event, if deemed necessary.
Attend a post-event meeting with the Hall Director and representatives of the sponsoring group if one is requested.
Maximum attendance will be determined prior to the event by Housing Security. Total maximum number includes group members, performers, guests, and all other participants. Once the maximum number is reached, no additional persons may enter.

Violations

Any individual or organization found violating these guidelines or any other applicable University policy, including policies prohibiting solicitation in a residence hall without permission, may be escorted from the applicable building by University Security and/or public safety personnel. Housing staff may also revoke lounge use privileges to students and/or groups who incur damage to the lounge property and/or fail to comply with rules as stated here.

Reservations

Reservation requests for all spaces are made online at the link below. The process of reserving online informs the LT staff of the building of the need and usage and informs the Community Center Manager (CCM) to reserve the space. An LT member will respond back with status of the request. Again, Dining and CLC space requests will be forwarded to the respective unit for for review and response.
- Reservations for minority lounges are made through the link below. In addition, the LT of the building will confirm availability of the lounge and will notify the building's Diversity Peer Educator (DPE) who will be in contact with the requestor and will conduct an information session explaining the cultural aspects of the space. This information session is mandatory prior to the use of the space.

University Housing reserves the right to bar groups that practice or promote harassment on the basis of race, sex, color, sexual orientation, national origin or ancestry, religion, age, marital status, gender identity, gender expression, disability, or veteran status.

By completion and submission of the online request form, it is assumed that all guidelines stated here are understood and will be followed.

Space Use by Individuals or Organizations not affiliated with Housing

Space usage for departments and organizations not affiliated with University Housing is considered on a very limited exception basis rather than an application basis. Those groups not affiliated with Housing that strongly feel they have an extenuating circumstance that Housing should consider approving for space use, must register with University Housing Administration. University Housing Administrators will review the request and respond with a written response. The organization must have received written, pre-approval prior to entering any residence hall. University Housing reserves the right to limit the number of times an individual or organization may conduct an activity in a residence hall each year/academic year, to ensure equal access for all individuals and organizations. Inquires can be made to hsg-solicitation@umich.edu or by calling 734-615-2147.

Alternative Venues

There are many other on-campus facility options available and we encourage groups not affiliated with Housing to explore the following for availability and scheduling:

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