Reservation Policies

Coffman Memorial Union / Saint Paul Student Center
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:

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.

SUA allows any licensed caterer that our customers choose. A licensed caterer may be used with an approved food permit from DEHS. More information about food permits can be found on the permits webpage. In addition to any necessary food permits and approvals, the following terms and conditions apply to all reservations:

• Kitchen appliances (instant pots, toasters, slow cookers, etc.) are not permitted in Event Services venues except:
  • Great Hall - Coffman Memorial Union, Minneapolis
  • North Star Ballroom - St. Paul Student Center, St. Paul
  • The Whole - Coffman Memorial Union, Minneapolis
• Homemade food and beverages are not permitted in Event Services venues except:
  • Great Hall - Coffman Memorial Union, Minneapolis
  • North Star Ballroom - St. Paul Student Center, St. Paul
  • The Whole - Coffman Memorial Union, Minneapolis
• Food sales are not permitted in Coffman or St. Paul Student Center conference rooms or contact tables.

Potlucks and serving homemade food at events must follow Health, Safety, and Risk Management policy.

Contact Table Reminders

• Distribution of printed material must not obstruct normal traffic flow. Representatives must remain seated behind or standing to the side of the contact table.
• Posters or banners are not permitted to be hung on walls or columns near contact tables, as it could cause damage.
• Food and beverages or food and beverage sales are not permitted at contact tables. This includes pre-packaged snacks and candy.
• A group is only permitted one contact table reservation, for a maximum of five hours, each day.
• University guests and departments are permitted up to six days per semester and registered student groups are permitted twelve days per semester. No more than three days in a week. A week is considered Monday-Sunday.

The following items are not permitted in Student Unions & Activities venues:

• The use of glitter, confetti, feathers, or similar materials 
• Tape or adhesive of any kind is not allowed on any surface unless approved by Event Services.
• Tacks and push pins are allowed only on bulletin boards or portable panels.
• Fog, haze, or smoke machines 
• Open flames. 
• All painting requests must receive prior approval from the Event Services Office.
• Any paint, chemical, or liquid that can damage the facility.
• Painting on carpeted areas of the facility.

Any decorations that require clean-up by SUA staff may incur fees. All decorations and indoor directional signage must be removed by the client immediately following the event.
 

Since dozens of registered student organizations and campus life programs hold weekly meetings in Coffman Memorial Union, there is a special process to review and schedule these requests. This process allows Event Services staff to best arrange reservations to maximize the number of weekly meetings that are able to be scheduled.

This process is called Reservations Day, which is essentially when reservations open. Reservations for contact tables also open on Reservations Day. More information on Reservations Day can be found on the booking webpage. This process typically starts in June for fall semester reservations and early December for spring semester reservations.

Please note that this process is just for series conference room reservations and contact tables. Large event spaces can be reserved up to a year in advance.

Some registered student groups host annual conferences and utilize both large event spaces and conference rooms for one or more days. Below are the guidelines associated with hosting a conference in Coffman Memorial Union. More information can be found on the Event Services policy.

• Conferences are three consecutive days (or less) in a row.
• Conferences must be booked at least 30 days in advance.
• Registered Student Groups and Campus Life Programs must reserve at least one large event space per day for the entire length of their conference. Large event space reservations during conferences will be charged at the normal registered student group rates.
• For each day of the conference in which a registered student group or campus life program has reserved a large event space, the group will receive up to 5 free conference rooms per day. Beyond 5 conference rooms, groups will pay the regular department reservation rates for additional conference rooms.
• Free conference rooms during registered student groups or campus life programs conferences are for up to 8 hours. Beyond 8 hours, groups will pay the regular department reservation rates for the conference rooms.

Please visit the Outdoor Events Office website for more information regarding outdoor event permits.

The following terms and conditions apply to individual students wishing to reserve space for a class project:

• Only one reservation is permitted each day for the same project
• Reservations are limited to conference rooms and Contact Tables. Requests for event spaces must be approved by Event Service Director
• The individual or group members must adhere to all University policies regarding literature distribution
• Sales/Fundraising is prohibited in conjunction with class projects
• Serving food is prohibited in conjunction with class projects, unless an approved food permit has been obtained via the Department of Environmental Health and Safety
• Sound amplification must be kept at a reasonable volume; SUA reserves the right to adjust sound levels
• SUA reserves the right to relocate or rearrange project locations where there is a conflict with other events or SUA tenant services
• The individual or group members of the class project must staff the project location for the duration of the reservation; other groups, organizations, departments, or University guests are not permitted at the table at any time for any purpose
• The project site must include a sign indicating that the individual/members of the group have reserved the space in conjunction with a class project and participation is voluntary
• Reservations are limited to a maximum of three bookings. Projects must be proposed and reviewed 2 weeks prior to booking. All proposals will be reviewed by the SUA Staff before the reservation is approved.