Several funding sources exist for your group to fund your event. Visit the Funding sections for more information about funding your event. Below are possible sources of funding:
Each funding source will come with stipulations about how the money can be spent, especially grants and Student Services Fees. Please visit the sources’ websites for specific information about each funding option.
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.
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:
We encourage you to review the Guidelines for Accessible Meetings and Events provided by 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:
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, any food/beverage distribution or fundraising will need to have additional permits approved (see Approvals and Permits below).
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 being the planning process.
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.
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 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
Many student groups find that tabling in public spaces can be a useful way to share their message with other students. There are specific policies in regard to tabling in both Student Unions, as well as the 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 firstname.lastname@example.org or 612-625-2121.
The University of Minnesota has many other venues available to student groups, including conference centers, theater space, meeting spaces, and sports/athletic facilities. For details on what is available, visit University Conference and Event Services.
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.
Best Practices for Working with Coordination Staff
Steps for Working with Coordination Staff
Student groups are responsible for knowing and following University policies and procedures, as well as following event approval timelines and permit/application deadlines. Applications and permit deadlines vary. It can take the full approval timeline for a permit to be approved, so please plan accordingly for your preferred submission timeline. As a reminder, “business days” for the University are typically Mondays through Fridays.
Please see Fundraising and Sales for student group policies and applications related to fundraisers and sales during events. This includes the Student Group Sales and/or Fundraising Permit application and Bake Sale Agreement. Applications are due a minimum of ten business days (two weeks) in advance of event date.
If your group is interested in applying to have alcohol present at your event, you need to submit the Alcohol Use Application for registered student groups. Completed application is due a minimum of fifteen business days (three weeks) in advance of event date.
In order to screen a film, you must submit a Public Performance Application and attach a copy of your approved public performance license agreement. Public performance agreements are also needed if you want to play video games in a public venue. Please see Use of Copyrighted Works for more information.
Please see Student Group Insurance (Link to Insurance policy/process) webpage. You may be required to get general liability insurance coverage to protect your group and its members.
If your group would like to hold a dance or concert, contact Student Activities immediately to discuss your event plans, additional fees for security, and event policies. You must contact Student Activities at least one month in advance of your proposed event date.
For information, best practices and resources to promote your event, please see the Promotion webpage.
Make sure all people involved with your event (including attendees, volunteers, vendors, and speakers/performers) can get to your venue, and what their transportation and parking options are. Many event venues have links and map resource they can provide to you. Event venue staff can also advice on vendor load-in route and options, including the use of loading docks/areas and supply storage options.
If a Registered Student Organization (RSO) does not have its own coverage, it may purchase Tenant User’s Liability Insurance Policy (TULIP). This program is designed for third-party facility users who need to purchase general liability insurance for an event. TULIP is a General Liability policy that protects both the facility user and the University. The policy provides coverage for bodily and personal injury or property damage arising out of the use of University premises by external users.
To purchase coverage for your event:
General Exception: Athletic events, such as ‘fun runs,’ are outside the scope of the coverage. K&K Insurance or sanctioning by USA Track and Field are options for obtaining coverage.
If you have any questions or need further clarification on University of Minnesota insurance policies, please contact the Office of Risk Management, 612-624-5884.
Student Groups hosting minors for an event on campus are responsible to be aware of and in some cases adhere to the Regents policy on the Safety of Minors.
Student Groups that operate programs or activities on campus or in a University facility where minors attend without an accompanying adult, or when the program includes an overnight stay must certify to the University that all individuals who will have ongoing interaction with minors have received training and have undergone the criminal background check that meets or exceeds the University’s Health and Safety Requirements for Programs Involving Minors.
CLP’s would follow the Safety of Minors policy through involvement with a campus department. RSO’s responsibility for meeting safety requirements are similar to an outside organization using space on campus. Responsibility for meeting requirements are shown on the Safety of Minors - Requirements Grid attached to the Safety of Minors Policy.
For assistance in determining your group’s responsibility, please contact Student Activities at email@example.com or 612-626-6919.
How to Adhere to the Safety of Minors Policy:
If it is determined that your group will have to meet the Safety of Minors requirements for an event on campus, your group will be responsible for completing the following steps. Program staff/Volunteers include paid or volunteer students or staff that will be working with minors as part of the group’s event.