Scheduling Priority and Permissible Uses
 

Priority is given first to Carlson School, then University of Minnesota educational activities. After academic needs are met, spaces may be used for events and programs sponsored by University colleges, departments, or registered student groups. The third priority is usage by non-University entities whose activities are consistent or complement the mission of the University.

Carlson School and Hanson Hall spaces cannot be used for events or activities that are primarily commercial, political, involve gambling, or are religious in nature. Fundraising or selling of products that benefit organizations outside the University and its recognized foundations is not allowed. The School reserves the right to review proposed activities and refuse rental for non-permissible uses.

Carlson-controlled, departmental spaces are not scheduled on weekends unless the event is sponsored by a Carlson School or University department.

Authorized Users are responsible for event supervision during the facility rental/usage period and assume financial liability for any additional custodial services, equipment, damages to rooms and any damage or loss of equipment.

Noise Level

Amplified music/sound equipment is not allowed in the atrium or classrooms without prior approval from the Dean's Office. Most spaces are surrounded by areas dedicated to studying or working (breakout rooms, labs and offices) and music/amplified sound is distracting to many students, faculty and staff who expect a quiet area to study and work.

Room Security and Damages

Rooms and spaces are inspected prior to and after each event. Users are responsible for following room security guidelines for their space, removal of additional equipment or food services and any damage that occurs during usage.

Outside standard business or building hours, rooms are locked unless they have been reserved through the Office of Classroom Management or Carlson School Building Services. The Security Monitor is authorized to ask that rooms be vacated if User cannot provide documentation of reservation confirmation.

Equipment and Furniture

Any additional furniture or equipment must be provided by the User and promptly removed at the conclusion of the rental period. Under no circumstances is furniture to be removed from adjacent areas.  Seating/chairs may not be added to exceed stated classroom capacity.

Users are responsible for resetting classrooms for the next class (desks/chairs in rows facing the front of the room). If groups neglect to reset the room, or remove any equipment or supplies brought in for their event (this includes disposal of catering refuse), additional service fees may be charged.
 

Users are responsible for providing any audiovisual equipment not available in the room. Contacts include University Classroom Technical Services at 626-1411 or HHH Events Technician at 626-3501. Carlson departments may also contact the Carlson IT Service Center at 624-1154 for information regarding available A/V equipment or technician services for their events.

Catering

Food can only be set up in Carlson-controlled, departmental spaces. No food can be brought from off campus without a Food Permit approved by Environmental Health and Safety (626-3904). Users are responsible for assuring that:

• A table is provided for any catering items; they are not set up on the desks or computer console.
• Catering refuse is disposed of in proper trash/recycling containers. Standard quad containers in the rooms are typically not sufficient for events' refuse. Delivery and removal of additional trash containers should be requested by submitting a Custodial Request Form.
• Catering equipment/supplies are to be promptly removed from the room, and spills wiped from all surfaces, by the end of the event.
• Carpet spills are to be reported immediately to a FM custodian (624-2900) or Carlson Building Services manager (624-3842 or 626-9378).

Required Permits

Food Permit: No food can be brought from off campus without a Food Permit approved by Environmental Health and Safety (626-3904). Allow two weeks turnaround time.

Alcohol Permit: If you have plans to serve alcohol at your event, you must submit an Application to Service Alcoholic Beverages at an On-Campus Event (Form UM 23) to the Office of Risk Management (call 624-5884; fax 625-7384). The form is available at the University Forms Library (type in "alcohol"). Be sure to read the instructions to determine if additional insurance is required.

Facility Use Agreement: External entities or Registered Student Organizations (RSOs that are not Campus Life) require a Facility Use Agreement to be completed (by the scheduling venue) prior to the event.

Insurance:  Registered Student Organizations (RSO) and External Entity activities or events to which the general public is invited are required to provide Certificate of Insurance or purchase additional liability coverage no less than $1,000,000 combined single limit for bodily and personal injury and property damage for their event.  If a User does not have its own coverage, the University's TULIP program is one option for obtaining this coverage. 

TULIP coverage is an on-line process that requires a credit card for payment. TULIP Insurance Coverage Information is available at http://urmia.bene-marc.com