Funding your Event
Several funding sources exist for your group to fund your event. Learn more about fundraising, Student Activities Office Grants, and Other Sources of Income including Student Services Fee and other related grants.
Venues and Spaces
The University of Minnesota - Twin Cities campus has dozens of reservable venues and spaces available to registered student groups, including theaters, athletic facilities, meeting rooms, reception areas, outdoor space, and classrooms. Below you will find information and links to different venues on campus. In general, the University’s Conference and Event Services is a great place to start when looking for venue and space resources.
Major Events
A Major Event is an event on campus that has the potential for large crowds, media involvement, and/or high profile speakers/performers. For the safety of your group, the performer/speaker, attendees, and the community, the University may require enhanced security, emergency personnel, or specific precautions for any events held on campus. if you are planning any large scale events to review all relevant University policies. The Student Activities Office can help you with the review and approval process. We want to make sure that your events are successful and that you experience as few surprises or issues as possible.
Before you reserve…
What are your needs?
When your group has identified a timeframe you would like to host your event, as well as determining back-up dates and times, you will want to determine what reservable spaces will meet your event needs. Consider the following:
- What atmosphere is needed for your event?
- What size room do you need?
- What kind of audio/visual/other technology needs do you have?
- What have you budgeted for venue and technology costs?
Accessibility
We encourage you to review the Guidelines for Accessible Meetings and Events provided by the Disability Resource Center. This will help your student group ensure it’s being as inclusive as possible for all potential attendees and group members.
Not all spaces are reservable
Particular areas throughout campus as well as within Coffman Memorial Union and the St. Paul Student Center are designated shared or public space. The following spaces within the Unions are considered shared/public. They cannot be reserved by student groups, University departments or University guests, nor used to conduct programs or activities:
- The Cube
- Fireplace lounges
- Television seating area
- Corridors excluding contact tables
- Lobby spaces
Sidewalks on campus are also not reservable; however, individuals are allowed to distribute information as long as they don’t set up any furniture or impede traffic flow. Per University policy, groups will need to acquire the appropriate permits related to any food/beverage distribution.
Large Venues Spaces
Large venue spaces should be reserved at least two months in advance. Verify space availability before you get too far into the event planning process. Some spaces on campus, particularly the large venues, may be reserved between a semester and a year prior to an event date, so it is never too early to beging the planning process. Groups are encouraged to review all cancellation policies in advance to avoid incurring any fees in the event your group can no longer move forward.
Student Unions and Activities Venues
SUA offers registered student groups free and discounted rates on spaces within Coffman Memorial Union and the St. Paul Student Center on our reservations site.
Office of Classroom Management Venues
University classroom space can be used for meetings or events that do not involve set-up, food, or decorations (for example, a lecture or panel discussion). Classroom space is free for student groups, as long as it’s used properly.
Outdoor On-Campus Spaces
Outdoor space includes event space, contact tabling space, and the University’s 5K Run routes. The reservation process is submitted via an application. Groups should familiarize themselves with outdoor space policies and procedures as they start planning for outdoor events.
Contact Tables
Many student groups find that tabling in public spaces can be a useful way to promoteshare their message with other students. There are specific policies in regard to tabling in both Student Unions, as well as the Residence Halls/Apartments.
Student Unions
Contact table reservations can be made online for Coffman Union, St. Paul Student Center and outdoor spaces.
Residence Halls/Apartments
Please review policies and reservation guidelines for contact tabling and use of table tents for Residence Halls. Questions about reserving tables in Residence Halls should be directed reslife@umn.edu or 612-625-2121.
Other On-Campus Event Venues
The University of Minnesota has many other venues available to student groups, including conference centers, theater space, meeting spaces, and sports/athletic facilities.
Visit University Conference and Event Services for details on what is available.
Scheduling Venues and Spaces
When your student group has identified which reservable spaces are appropriate for your event, check availability via the venue’s website or by contacting the venue’s Reservations Staff to check on date availability. If your initial dates are not available, tentatively hold the dates they can offer and check with your group, as well as any performers or vendors, to see if the new date will work. Once you have confirmed internally, and checked for any conflicting events taking place at the same time, confirm (or cancel) your room reservation.
The length of time you reserve your event space for depends on your event needs. Remember: you should reserve your room from the time the first person from your group needs to enter the room to start setting up for your event (including dropping off supplies) until the last person leaves the room. Room reservation times are typically much longer than the actual event time.
If you have questions, contact the venue directly.
Venue Coordination Staff
Best Practices for Working with Coordination Staff
The venue’s Event Coordination staff and your group’s event planning team have the same goal: for your group to have a successful event. If the Event Coordination staff recommends a change to your room layout or event’s schedule/agenda, it’s because they know the event space you are using. They know what kinds of events have been held there before, how traffic flow works, what room capacity is like, how much time is needed to change over tech equipment between performers or lecturers. They also know when their staff needs to have final event details in order to provide you the service you need for your event. You might need to make changes from your original event vision, but the Event Coordination staff will give you feedback that is going to help you better meet your event goals.
The venue’s Event Coordination staff should send you a room reservation confirmation/overview or contract for use of space and a tentative room diagram based on your conversations. If necessary, ask for the Event Coordination staff to resend you your event’s room reservation confirmation/overview or contract for use of space and finalized room diagram. That way, you can make sure the event your group has planned matches the event that you have communicated to the venue’s Event Coordinator.
The venue’s Event Coordination staff is planning for your event to be exactly as you have told them it will be. However, your group’s event planning team might still be finalizing details or something might change that affects your event schedule and venue requirements. Be sure to communicate any changes or updates to your event to the Event Coordination staff.
Steps for Working with Coordination Staff
Identify one point of contact from the group to reserve event space and communicate event needs. If necessary, identify who will take the lead for communicating audio/visual technical needs. Your group’s reservation event contact needs to be a listed officer from your group and will be the sole point of contact with your venue’s Event Coordination staff.
Schedule a preliminary event planning meeting. This meeting will allow you to adjust your preliminary event budget as needed, as well as determine deadlines and communication plans with your venue’s Event Coordination staff. You should try to meet with Event Coordination staff at least six weeks prior to your event date to discuss:
- room rates
- layout and setup
- tech equipment and personnel
- scheduling and rates
- catering/food and decoration policies
- permits needed
- Security and safety requirements
- any need to reserve additional rehearsal, decoration or rain back-up space.
Update your other group members and event partners on your preliminary event planning meeting. Go over any changes needed to your event so that the event planning team can make any needed adjustments within their area of responsibility. Make sure the event planning team is aware of your communication plan, timeline and deadlines that you have set with your venue’s Event Coordination staff. Set internal deadlines for communication and event planning goals, so you stay on schedule with the Event Coordinator staff.
Schedule your follow-up event planning meeting at least 2-3 weeks prior to your event. During this meeting with the Event Coordination staff, you will provide your final set-up and tech needs, the schedule of your event, and submit any remaining permits or agreements.
Notify your other group members that the event logistics, room layout, and tech needs have been finalized. If your group discovers they need to make an adjustment, check in with the Event Coordination staff to see if it’s possible. Changes and updates should be minimal leading up to your event. It is recommended that your group create a day-of schedule, with contact information of primary contacts and day-of venue managers.