Making a Booking

Large event spaces in Coffman or St. Paul Student Center cannot be reserved less than 30 days in advance. Conference rooms cannot be reserved through Mazevo less than 3 days in advance. There are a limited number of conference rooms in Coffman available for possible same-day reservations. These same-day reservations must be done through Event Services directly.

Generally, reservations can be made up to a year in advance. The priority scheduling process allows for scheduling further in advance and more info is below. Additionally, registered student group series conference rooms and contact tables are reserved through reservation day, more info about this process is also below.

For more information, visit event planning timeline.

When a reservation request is submitted through Mazevo or Event Services, your request is not immediately confirmed. Large event reservations are reviewed to ensure there is enough time for cleaning and preparing the space following and before other events on the schedule. Additionally, event details are reviewed to ensure space policies are being met. While being reviewed, your reservation will be listed as “pending” in Mazevo.

Following the review and approval, the requester will receive an email with the reservation confirmation.

Co-hosting an event with a registered student group, university department, or outside company or non-profit can be a very rewarding and educational experience. However, the rules regarding co-hosting an event are very strict. The official hosting party (i.e. registered student group or university department) must initiate, program, plan, execute, and fund the event. A co-host can support, but the hosting party should be taking the lead. If this guideline isn’t followed, the event rates may be changed to that of the co-host. For example, if a registered student group is working with an external non-profit, the student group leaders should be planning, implementing, and financing the event.

Registered Student Groups and University Departments may not reserve space for other organizations for the purpose of lower rates, this is called fronting. The organization or individual who holds the reservation must be primarily responsible for planning, implementing, and financing the event. SUA reserves the right to evaluate and make final determination of appropriate rates. If intentional misrepresentation has occurred, this may result in suspension of reservation privileges in SUA for the organization who holds the reservation, in addition to being charged the higher of the two rate structures. This policy can be found in section A of the Student Unions and Activities house policies.

Mazévo’s website has a lot of great information on how to best utilize the program. Please visit their site for how to make requests on Mazevo.

Once your request is submitted, you'll see it listed under My Events as Pending. You'll be notified by email once the request has been reviewed and approved or declined.

If you are making a request on behalf of a registered student organization or university department, you will need an account to fully utilize Mazévo to submit new and view current reservations. If you do not yet have an account, please visit the UMN Mazévo page and click “Request Account.”

Here is more information on how to manage your events in Mazévo. From your “My Events” page in Mazévo, you can view existing events you are associated with, request changes to events, and add new requests. As a reminder, you need to create an account in Mazévo before being able to utilize this feature. More information about this is under the “How to make a reservation in Mazévo” dropdown.

Priority scheduling is a predetermined time when SUA Event Services invites clients to submit their annual reservation requests for the following academic year. The process provides priority first to registered student organizations and campus life programs, then to UMN departments, and finally to university guests.

SUA Event Services accepts priority reservation requests for the following event venues:

Coffman Memorial Union (CMU)

• Great Hall
• CMU Theater
• Mississippi Room
• Presidents Room
• Whole Music Club

St. Paul Student Center (SPSC)

• North Star Ballroom
• SPSC Theater
• Cherrywood Room

SUA Event Services will begin accepting annual event reservation requests from registered student groups, university departments, and guests in June of each year.

Student groups, departments, and guests that are eligible for priority scheduling will be sent an email inviting them to submit their annual event requests. Reservation requests can be submitted online only using our Google form. The link to the Google form will be sent to clients prior to June. Event Services will not accept any reservations over the phone or through walk-in requests.

Requests received during the priority scheduling window will be reviewed and accepted based on SUA Event Services policies. Submitting a request for a venue & event does not guarantee acceptance of that request. However, we will do everything we can to accommodate one of your top three date choices. A reservation is not confirmed until you have received a confirmation.

Events are eligible for priority scheduling when they have been hosted two or more consecutive years in a CMU or SPSC venue. If your event is eligible for priority scheduling and you would like to be added to the contact list, please reach out to the CMU Event Services Office at [email protected]

On Reservations Day, all currently registered student organizations and campus life programs may make series conference room and contact table reservations in Coffman Memorial Union (CMU) and the St. Paul Student Center (SPSC) for the upcoming semester.

Reservations Day takes place in July for the upcoming fall semester and again in December for the spring semester. These scheduling dates provide student groups an opportunity to request reservations up to one semester in advance.

In order to submit requests on Reservations Day, student groups must be currently registered with the Student Activities Office. Students also have to be a listed officer of their student group on GopherLink in order to make reservations. 

If submitting a conference room request, it is important to determine the expected attendance and room set up preferences ahead of time. This will help ensure your group is assigned a room that adequately fits your group size.

Space requests can be submitted online only using an online form. The link to the Google form will be sent to student officers in the week prior to Reservations Day and on the day the form opens. The form will go live at 9:00 AM on Reservations Day. 

Event Services will not accept any reservations over the phone or through walk-in requests.

Conference Rooms:

Student groups are allowed one free conference room per week with a five hour maximum. Additional conference room reservations will be billed at the department rates.

Contact Tables:

Student groups are permitted 12 contact table reservations per semester with no more than three in the same week. A week is considered Monday-Sunday. Reservations can be made for up to five hours each day.

University guests - those not booking on behalf of a university department or registered student organization - should contact Event Services directly to discuss a possible reservation. Guests can also check general availability on the individual venue webpages.

To finalize a reservation, guests will be asked to review and sign a facilities use agreement. This agreement will outline reservation information and initial fees. Once the Facility Use Agreement has been signed, a deposit of 50% of the reservation fee is required. Then the remaining balance at least 30 days prior to your event.

Before the date of the event, all university guest reservations need to provide a certificate of insurance, including $1,000,000 general liability and must name the Regents of the University of Minnesota as additionally insured. We do not require the certificate of insurance in order to process the reservation, but we will need to collect it prior to the event.