Event Services FAQ

Online Room Booking (VEMS)

How do I make a user account?

To complete a reservation inquiry, you must have a user account. To create an account:

  • University Departments: Click “Request an Account” above and select “Department Account Request.”
  • Registered Student Groups: All groups were assigned an EMS account at Student Group Registration. To request account information, please email suares@umn.edu

Once an account is requested, the Event Services (ES) staff will contact you with a username and password.

University Guests: Please contact our office at suares@umn.edu or 612-624-9954

How do I make a reservation inquiry?

You must log on to this site. Click “Log In” and enter your username and password.

Can my group have multiple user names?

Student Groups can only create one account that is used across all reservations for the Student Group. Event Services will create an account for your group with a username that will fit your group for years to come. University Departments, by the nature of the way they manage reservations, may need multiple user accounts and are encouraged to work with their Event Coordinator to determine what is most appropriate. Guests should contact Event Services to determine whether a username is necessary for their inquiry.

General FAQ

Can my student group co-host an event with an outside company, non-profit, or UMN department?

Co-hosting with an outside company or non-profit can be a very rewarding and educational experience for your group. However, the rules regarding co-hosting an event with anyone other than a fellow UMN registered student group are very strict. In order to receive the student group benefits, including reduced rates, the entirety of the event must be initiated, programmed, planned, and executed by the registered student group members.

What are my options for catering?

Student Unions & Activities offers flexible catering policies, leaving the choices up to you! We can work with any licensed caterer of your choice giving you endless cuisine options for you and your guests.

Food permits are required for any group that is bringing food into the building for meetings or events. All food permits for catered events and potlucks must be submitted to the Event Services office 14 calendar days in advance (Building Code Department approval is required).

What is your Cancellation Policy?

CMU:

A notice of cancellation must be in writing and addressed to the Event Services Office. An event will be deemed canceled on the date of receipt of such notice. Licensee agrees that in the event of such cancellation, the actual damages incurred would be difficult to determine. Therefore, Licensee agrees to pay a percentage of the total fee stated below based on the date on which Event Services receives notice according to the following schedule:

Notice of Cancellation Received Cancellation Fee
Between 91 and 180 calendar days before the Event 25% of Fee
Between 31 and 90 calendar days before the Event 75% of Fee
Between 0 and 5 calendar days before the Event 100% of Fee

If Event Services receives a notice of cancellation within five (5) calendar days of the event, or if Licensee fails to notify Event Services of its intent to cancel, Licensee shall pay one hundred percent (100%) of the total fee and all charges for contracted audio and visual equipment and technical support.

SPSC:

Cancellation fees are a percentage of the original price quote based on the number of business days in advance of the event date that the event is cancelled or rescheduled. Technicians must be cancelled ten (10) U of M business days in advance or groups will be charged full technician rental costs.

Notice of Cancellation Received Cancellation Fee
16-20 U of M business days before the Event 25% of Fee
11-15 U of M business days before the Event 50% of Fee
6-10 U of M business days before the Event 75% of Fee
0-5 U of M business days before the Event 100% of Fee
Failure to Cancel or No Show 100% of Fee

Is parking available for my event?

Directions to Coffman Memorial Union

Directions to St. Paul Student Center

CMU:

Coffman Disability and Short-term Parking

The 1,900 space East River Road Garage provides both disability and short-term parking for Coffman and the East Bank campus. With an attached entrance to the south side of the building, the East River Road Garage is easily accessible from Delaware Street. For rates and maps please visit Parking and Transportation Services.

SPSC:

Disability Parking

Available on Buford Avenue, directly across from the St. Paul Student Center on the south side of the street.

Metered Parking

Available on Buford Avenue, directly across from the St. Paul Student Center on the south side of the street, Eckles Avenue on the east side of the street and Carter Avenue on the south side of the street.

Hourly Parking

Available in the Gortner Parking Ramp by following Buford Avenue to the second stop sign, and taking a right onto Gortner Avenue. The ramp will be on right.

Daily Rate Parking

Available in lot #S101 on the corner of Cleveland and Commonwealth Avenues. The #S101 lot closes daily at midnight and reopens at 6 a.m. the following morning. The lot is closed on weekends from Friday at midnight until Monday at 6 a.m. Additional daily parking is available in the #S106 lot by taking Buford Circle off of Buford Avenue.

Can I host my wedding here?

At this time, wedding ceremonies and receptions are not permitted in SUA Facilities.

Can I place a tentative hold on a space?

A two week tentative hold on a venue may be placed no less than 60 calendar days prior to the event. No group can have more than 2 active holds at any given time.

When can my group reserve a space?

Reservations for events occurring during the academic year may be made up to one year advance, with the exception of annual event reservations.

For more information regarding annual event reservations please reference the Event Services Policies.

Can I advertise my event in the Union?

Link to page on SUA website - RSG

Ask Marketing about making a page for DEPT - See word doc.

Can we reserve furniture or A/V equipment for use outside of the Unions?

Unfortunately, in order to maintain the quality of the furniture and A/V equipment, all SUA property must remain inside the unions.