All Memorial Union meeting rooms are scheduled through the Memorial Union Scheduling Office according to Priority Scheduling Policies. These policies, utilized during the spring priority scheduling process, will apply throughout the year. Groups which have been found in violation of these policies will lose scheduling privileges for a period of one regular academic semester.

1.1 Priority Scheduling - Major Events

The purpose of this policy is to allow for processing all major event and meeting requests in an attempt to accommodate as many requests as possible.

A. Priorities are established for use of rooms in the Memorial Union in the following order:

1. Special events/series. A special event shall be defined as programs or events that are considered traditions and meet the mission of the Memorial Union.

a. Special event series will receive priority over those scheduling individual events as long as their dates are submitted by the priority scheduling deadline.

b. The Director or designee must approve special events/series.

2. Recognized Student organization events.

3. University sponsored student events.

4. University sponsored prospective student events.

5. University community events meeting University sponsorship criteria.

6. Conferences, institutes, and workshops meeting University sponsorship criteria.

7. Community events.

8. Other off-campus events.

Note: In general, the Granite State and Strafford Rooms are to be utilized only for large groups and special events. They will not be scheduled for small groups or weekly meetings.

B. Reservations of major events scheduled in the Granite State Room, Strafford Room, Entertainment Center and Theaters by an organization may not exceed two dates per month. The sponsoring organization must confirm or release reservation(s) as soon as the information is known. Reservation(s) will be automatically canceled if a setup meeting is not scheduled 30 days prior to the date of the events. The name and daytime telephone number of the person responsible for the event must be clearly listed on the reservation form.

C. Organizations may not assign a reservation to another organization. Reservations must be canceled and the other organization must apply for the space through the Memorial Union Scheduling Office.

D. The Memorial Union Office in conjunction with Student Organization Services and the Program Advisory Board will hold no more than one night for student programming events in the Granite State Room or Strafford Room each week during the academic year. Recognized student organizations may reserve these dates through the MUB Scheduling Office with a confirmed program. Reservations on hold will automatically be canceled if there is no confirmed event 30 days prior to the date.

E. The process for scheduling meeting rooms not associated with a major event will occur after major events priority scheduling in the following order:

1. Recognized student organizations: (May schedule no more than 12 times each month) All requests will be processed on a first-come, first-served basis.

2. All other groups: (May schedule no more than 12 times each month.) All requests will be processed on a first-come, first-served basis.

1.2 Priority Scheduling - Organizational and Departmental General Meetings.

The process for scheduling meeting rooms not associated with a major event will occur after major events priority scheduling as follows:

A. Recognized student organizations may reserve meeting rooms during the month of April for the next academic year. Groups may schedule no more than 12 times each month. All requests will be processed on a first-come, first-served basis during that period.

B. All other groups may reserve meeting rooms beginning May 1 and will be processed on a first-come, first-served basis. Groups may schedule no more than 12 times each month.

1.3 Priority Scheduling – Non Academic Periods

Conferences and special events occurring during Non academic periods (breaks) may be scheduled at any time up to three years in advance following the established priorities. Summer events will be scheduled based on academic calendar and approval of the MUB Office, based on the mission of the Union. Priority will be given to events which target students and potential students, and those events which traditionally reoccur yearly.

1.4 General Requirements for Scheduled Events

A. Tentative Reservations for all meeting rooms must be confirmed at least 2 weeks prior to the date of the event or the reservations will be automatically canceled. Major events must schedule a setup meeting 30 days prior to event

B. Cancellation of a reservation is required immediately after the sponsoring organization knows they no longer need the space. Late cancellations made within 48 hours of the event will be treated as a no show.

C. Groups who reserve space and do not use it on two or more occasions will be denied the use of the facilities for the balance of the semester.

D. The sponsoring organization will be held responsible for the condition of the facility after the event.

E. Smoking is prohibited.

F. Exits must remain clear at all times.

G. Prior to the start of major events, State law requires the following announcement: "In the event of an emergency or fire alarm activation, you are required to leave the building via the nearest exit. Please note the exit doors in the room. Also, please be aware that there is no smoking permitted in the Memorial Union Building. Thank you." The Building Manager will familiarize the sponsoring organization with emergency procedures prior to start of event.

H. All decorations, set-ups and the general layout of the event will be subject to the inspection and approval of the Durham Fire Department. No major changes will be allowed after inspection.

I. Capacity of the room may not be exceeded. Capacities vary depending on room set up and are subject to approval of the Durham Fire Department.

J. Use of candles and/or open flames in public areas must be approved by the MUB Director or designee in writing.

K. Music rehearsals are not allowed anywhere in the MUB unless it is the express purpose of a recognized student organization and held in either Wildcats Den or the Entertainment Center. (ex. – A Capella groups meeting as a group to rehearse.)

L. No holes, paint or markings of any kind, size or location that may permanently damage the facility are permitted.

M. When Memorial Union audio/visual equipment is used, it must be returned in the same condition in which it was received. Fines or repairs will be charged back to the organizations. All equipment must remain in the Memorial Union Building. Technical support from the MUB does not include software support. If a client brings their own equipment, they are responsible for their own technical support.

The MUB will provide all audio/video equipment either internally or through external vendors. The MUB reserves the right to require a client to obtain outside technical assistance for unusual or complex AV set-ups. The MUB will coordinate with all internal or external vendors who may be providing service and equipment. Billing for all service and equipment will be done through the MUB Office and passed on to the client. Billing for such services will be handled directly by the provider.

N. No alcoholic beverages are permitted on the premises.

O. The Memorial Union accepts no responsibility for items left in the building before, during or after an event. No items of any kind will be stored in the Memorial Union for an extended period of time.

P. Excessive trash must be removed by the client or charges will be assessed.

Q. All scheduled events in the Entertainment Center and the Food Court seating area require the sponsor be responsible for returning the facility to its original setup (a diagram will be provided). The client must contact the Building Manager to approve room set-up before leaving. Charges will be assessed to groups if MUB Staff resets the room.

R. All events held in the Food Court area must receive prior approval from the Memorial Union Office and be open without charge to the University community.

S. Unless prior arrangements are made, attendees of the event must vacate the building by the scheduled closing time of the building. Arrangements to exceed scheduled building hours must be made at least two weeks in advance and are subject to the approval of the Director of the Memorial Union and the availability of staff. Additional charges will be incurred. Groups who do not make prior arrangements will be charged twice the current rate. Reservations requesting overtime will remain tentative until overtime approval is obtained.

T. Users of the facility are responsible for observing the Policies of the Memorial Union and all applicable UNH and USNH Policies, copies of which will be available for review through the Office of Memorial Union.

U. Special services provided by other campus departments must be arranged by the sponsor and verified through the Scheduling Office. Billing for such services will be handled directly through the provider.

V. The Office of the Memorial Union, Police, and/or Fire officials reserves the right to terminate any activity which violates Memorial Union, UNH or USNH Policy.

W. The sponsoring organization has an obligation and responsibility to control all who are participating in their event. Responsibility includes vehicles used to load and unload equipment so access for emergency needs is maintained.

X. Any media used in a presentation must conform to current U.S. copyright laws.

Y. Study group space and other day of requests will be handled on a first come first serve basis on the day of the request. Study group space cannot be reserved in advance. Requests will be processed by going to the MUB Information Center to check on the availability of space. If a room is available, the requester will be asked to leave a valid UNH ID. Rooms used for study space are Room 321, 207, 233, and 237 only.

Z. Political Candidate Scheduling in the MUB

1. All requests for political candidate visits must be directed to the Director of the MUB or designee. The MUB Office will coordinate all services, including, but not limited to, room reservations, parking, press and media needs, audio, video, and other equipment. They will also notify appropriate campus officials of the upcoming visit.

2. All visits will be co-sponsored by the MUB Office.

3. All fees will be billed in advance of the event and must be paid prior to the date of the event. Payment must be made either by credit card or a check made out to the University of New Hampshire.

4. Fees (irregardless of sponsorship):

a. One-half of current room rental (does not matter who sponsors the event)

b. Current audio/video equipment fees

c. Overtime fees (when necessary)

d. Additional staffing (Building Managers, Police, etc)

5. The MUB will provide all audio/video equipment either internally or through external vendors. The MUB will coordinate with all internal or external vendors who may be providing service and equipment. Billing for all service and equipment will be done through the MUB Office and passed on to the client. The MUB will directly reimburse vendors.

6. A representative from the candidates’ office must be present for a setup meeting. (If out of town, the setup meeting may be conducted by phone and/or e-mail). The MUB will deal with one contact only (or a backup contact when necessary).

7. The MUB, in consultation with UNH Police, may determine that a police officer must be on duty in the building during the visit. The candidate will be charged for this service.

8. Candidates must abide by all current University Posting Policies, both in the MUB and campus-wide.

1.5 Additional Requirements for Specific Areas

A. Games Room Requirements:

1. Available for rent during non-peak times, normally Sunday through Wednesday.

2. Members of the UNH community with an ID and their guests(s) or community members who are over 18 years of age may use the Games Room.

3. A parent or guardian must accompany individuals under 18 years of age.

B. Wildcat’s Den Requirements:

1. The space serves a dual purpose as a space for student programming, as well as meeting space:

a. Wildcat’s Den reservations may include use of dance floor and the DJ sound system.

b. Wildcat’s Den is available for rent as per section 2.0

2. Scheduled events shall meet the following requirements:

a. The space may be reserved for programming social events.

b. An organization/department may charge an admission fee.

c. Practice and rehearsal times may be scheduled twice per week in two hour blocks: 6 pm–8 pm; 8pm–10 pm; or 10 pm–12 am on Mondays, Tuesdays and Wednesdays and Sundays 12pm-2pm, 2pm-4pm. 4pm-6pm, 6pm-8pm, 8pm-10pm, 10pm-12am only.

d. Thursday, Friday and Saturday reservations are for functions only.

e. Meetings are allowed any day prior to 6 pm.

f. Reservations may be denied based on previously confirmed reservations in the Stafford Room or visa versa

3. In general, no more than two bands or acts will be approved. Reservation approval will be contingent on events scheduled in the Strafford Room.

C. Entertainment Center

1. This space may be scheduled for purpose of entertainment such as receptions, lectures, small symposiums, comedian, poets, DJs or acoustical performances. Space may be used for meetings as a last resort only. No weekly scheduled meetings allowed.

2. In general, no more than two bands or acts will be approved and all performers must use the Entertainment Center’s sound system.

3. No decorations are allowed from the suspended lighting.

4. During non-scheduled time, the room is available for general lounge and study space.

5. Practice and rehearsal times may be scheduled twice per week in two hour blocks: 6 pm–8 pm; 8pm–10 pm; or 10 pm–12 am on Mondays, Tuesdays and Wednesdays and Sundays 12pm-2pm, 2pm-4pm. 4pm-6pm, 6pm-8pm, 8pm-10pm, 10pm-12am only.

D. Public Spaces

1. Rockingham and Grafton Lounges

a. This space is to be used as a general lounge space to socialize, and study and as a place for campus community dialogues during the academic year.

b. The space may be scheduled for exhibits and activities that do not hinder public use of space. Special approval by the Director or designee is required to ensure appropriateness of the reservation for this space.

(1) The furnishings must remain in the room.

(2) No closed meetings

(3) Advertising use of space may not occur unless there is a confirmed reservation

2. Other Lounges:

Merrimack Lounge - TV Lounge

Non-Traditional Student Lounge

Commuter and Graduate Student Lounge

a. No scheduling allowed during the academic year

b. Special Purpose Lounges must remain open to the public

3. The living rooms and lounges may be scheduled during non-academic times.

E. Theater and Film Policy

1. No ongoing classes sponsored by academic departments will be scheduled in the Memorial Union Building other than the MUB Theaters. MUB Theaters will be scheduled during limited times through the Registrar’s Office only. This may still allow for a one-time reservation for a major speaker/event or the usage of the MUB’s special audio-visual equipment or facilities. EX. Satellite teleconference.

2. Licensing fees for films and videos shown in the Memorial Union are the responsibility of the organization or department. An event will be canceled if U.S. Copyright Laws are violated during the performance.

3. Projection technicians are required and may be arranged through the Office of the Memorial Union. Fees will be assessed.

4 Ticket Office services are available. See 1.7

F. Meeting Room Policy

1. Amplified sound is not permitted in meeting rooms. This includes the use of an electronic piano.

1.6 Memorial Union Food and Beverage Policy

A. Groups are responsible to inform the Memorial Union Scheduling Office if food will be in the scheduled space.

B. Non-catered food, for all scheduled meetings by recognized student organizations and any meeting or program sponsored for groups under 30 people:

1. Food may be brought into the MUB.

2. Food may NOT be delivered to meeting rooms.

3. Electrical equipment for the heating or cooking of food or beverages is not permitted.

C. Any meeting room, conference room, event room or public area with food brought in by client, must be left in same condition and set-up found with excessive trash must be removed from the room by the client.

D. All other events with food and beverage held in the Memorial Union must give the Memorial Union Food Service first right of refusal on all food ordered, purchased, or prepared for consumption in the Memorial Union building.

E. The Memorial Union will not be held liable for any food/beverage brought into the MUB, or any food/beverage not provided by MUB Food Service.

1.7 Ticket Sales

A. All events in the MUB that charge admission or collect money must use the MUB Ticket Office in order that a complete and thorough accounting of monies occurs. Donation collections such as “pass the bucket” at events are not allowed. Special circumstances must be approved by the Director.

B. In order to comply with fire codes all attendees must have a ticket.

1.8 Events Contract/Rider Requirements

A. All off campus bands/entertainers contracted by recognized organizations must, in accordance with UNH policy, be under written contract/rider and paid by University check. On campus groups contracted for entertainment will be paid through University transfer of funds. Contracts/rider must be reviewed by the Memorial Union Office, then approved and signed by the appropriate UNH official. No cash payments may occur.

B. The University reserves the right to review appropriate contracts/rider prior to confirming use of the facility by non-University organizations. When applicable, failure to supply a contract will result in the cancellation of the reservation.

C. An event’s planning meeting between all parties involved must be scheduled a minimum of 15 days prior to the event. The purpose of this meeting will be to finalize all details of the event. Failure to complete the meeting will result in the loss of the room.

D. An organization representative will be required to be on site at least fifteen minutes prior to the start of the event. The Building Manager will lock down space in the event if no organization representative is present or if the organization representative fails to comply with a request/direction of the manager. A representative is also required to identify him/herself to the authorities and be present during the entire event.

E. Events utilizing more than two bands in the Granite State Room or Strafford Room will require the approval of the Director or designee.

1.9 Tables

A. The hallways of the Memorial Union Building are the designated “Free Speech Areas” for students and non-students as established under Administrative Policies (21.1).In order to foster Free Speech activities the Memorial Union has established tables in the hallways that may be reserved on a first come basis in the Memorial Union Office. Organizations or Individuals using the hallways as a Free Speech Area are not permitted to engage in these activities beyond the corridors without the written permission of the Director of the Memorial Union.

B. University recognized student organizations and University departments may use designated tables free of charge for the distribution of literature, information and other goods or for free speech activities, and to raise funds for their organization where all proceeds go to the sponsoring organization and provided they follow guidelines for the commercial use of tables. Raffles require additional approval from UNH Police Department. (Considered a form of gambling)

C. Surveys & Questionnaires must be approved by UNH Institutional Review Board

D. Tables may be reserved for a maximum of two consecutive weeks each month.