Classroom expectations

Events that are compatible with general purpose classrooms include those that agree with the academic nature of classrooms and buildings. Events must not adversely impact classrooms or adjacent areas. The following examples are allowed in classrooms:

• Meetings
• Workshops
• Seminars
• Review, information, or breakout sessions
• Exams
• Study groups
• University staff events
• Facilities Management maintenance

Events that are not compatible with the academic nature of general purpose include those that adversely impact classrooms, research, study, or other academic pursuits in adjacent areas. The following examples are not allowed in classrooms:

• Amplified music
• Events that involve dance or martial arts
• Catered dinners
• Theater, stage events, or performances
• Events that require re-furnishing of rooms
• Events that require removal of equipment or furniture
• Events with animals
• Crafting events (e.g., using glue, glitter, paint, frosting, etc.)
   

The University has alternate venues that can support events not well-suited for general purpose classrooms. Alternate venues include, but are not limited to the Twin Cities Student Unions, Weisman Art Museum, Ted Mann Concert Hall, and Northrop Memorial Auditorium.

Please also be aware of restrictions in classrooms during events:

• Under no circumstances is furniture or other property to be removed from a classroom or study space
• Instructors, teaching assistants, or graduate students who have access to locked equipment or spaces for academic classes are not authorized to access the locked equipment for non-academic events
• Existing technology or systems in classrooms may not be opened or modified in any way

The University does not require additional general liability insurance for most events scheduled in general purpose classrooms by groups internal to the University. However, if the general public is invited to your event, separate insurance may be required.

Student groups: please refer to the SUA insurance information.

Every event reservation requires a designated primary department and contacts, which is typically a University department or student group and their representative. The primary department and contact will be held responsible for:

• Adhering to the classroom expectations of use and University policies
• Planning and coordinating all event-related arrangements
• Ensuring proper conduct of the event
• Ensuring proper use of classroom space, furniture, and equipment
• Returning the classroom to its original configuration after the event
• Any fees, deposits, or charges incurred during the course of the event

Failure to adhere to the guidelines, regulations, and policies that govern the use of classroom space may subject the primary department contact to restrictions on future classroom reservations, such as deposit charges or restriction of privileges.

At the time you place your reservation request in Astra you will be asked to provide the name and contact information for your department.

Email [email protected] directly if you need to change or cancel your event.

The authorization to use reserved space cannot be transferred to another organization or individual without prior written approval from OCM.

Transferring, loaning, or subleasing a reservation and/or misrepresenting the intended use of the room are serious matters that directly violate University Real Estate Office requirements and may result in immediate suspension of a group's eligibility to use classroom facilities.

Food, beverages, and catering for your event may be allowed with prior approval from OCM and by obtaining a food permit. Note that receiving a room reservation confirmation does not automatically include approval to serve food or beverages. Additionally, serving food or beverages may be subject to additional custodial charges by Facilities Management.

If you would like to serve food or beverages at your event, the following items will need to be completed:

• Submit a food permit to the Department of Environmental Health and Safety at least 10 days prior to the date of your event.
• If applicable, obtain written approval for food or beverages from OCM that will be included as part of your Use Lease Agreement.

Two of our rooms have distinct rules regarding food and beverages:

• Food or beverages are not allowed at any time, under any circumstances, in Willey Hall 125 and 175.

Classrooms are provided in "as is" condition for events. This means that the installed, unlocked equipment, features, and furniture in the room are available for your event as-is. The following items are typically included as part of a classroom reservation:

• Standard classroom furniture (seating, tables, etc.)
• Use of unlocked, standard room equipment
• Use of unlocked technology

A classroom reservation does not include any event support services (A/V equipment, catering, custodial support, security). However, these services may be arranged on a fee basis with external partners.

Many OCM classrooms have various accessible features. Use Room Search to view accessibility features in specific classrooms, or contact the Disability Resource Center with questions.

If you have specific accessibility needs for your event, please make these known at the time you request to schedule your event.

You must vacate your reserved room with respect to the standard classroom hours of operation. Be aware that classroom doors will automatically lock at the standard closing time.

When you vacate, you must leave the classroom and its equipment in good order, and reset the classroom to its original configuration before vacating the room. You must:

• Reset and straighten chairs and tables
• Erase marker board and dispose of any unusable supplies (dry markers, dirty erasers, paper towels)
• Turn off any electronic equipment
• Remove or dispose of any items you brought with you (supplies, waste, etc.)
• Check for any damage to the room, furniture, and equipment
• Generally ensure the room is class-ready

Some events may require additional cleaning after the event, particularly if food and/or beverages are served. If your event results in excess cleaning or damage to a classroom, additional fees may be charged at the discretion of Facilities Management.

The University maintains a policy for distributing publications. Please review the policy before posting signs, flyers, or publicizing your event. Distributing promotional materials in classrooms is prohibited.

The University’s alcohol policy prohibits the unlawful or unauthorized use, possession, distribution, consumption, promotion, marketing, or sale of alcoholic beverages on University property or as part of any University activity. Violation of the University policy by a student will be adjudicated in accordance with the Student Conduct Code.

The University is a smoke- and tobacco-free institution. All students, staff, faculty, and visitors are prohibited from smoking, using, selling, free-distributing, and advertising tobacco products and electronic cigarettes in all facilities and on all University property.

If there will be minors at your event, you must comply with the University's Safety of Minors policy. For a summary of responsibilities under this policy, please see the Safety of Minors Registration Grid. If applicable, an addendum to your Use Lease agreement may be required.

Violation of classroom rules, expectations of use, license agreements, policies, or other guidelines may result in probation or suspension of future classroom use.