After-Hours and Special Events Facility Use

This page contains information about reserving University space, associated FM fees, and related FAQs for events outside of standard services.

Please note: all requests for after hours or special events facility use require two steps.

1. Reserve the space

• Office of Classroom Management (OCM) classroom: Use OCM Schedule an Event.
• Health Sciences Classroom Services (HSCS) classroom: Use HSCS Scheduling.
• Departmental space: Determine who has authority to authorize you to use the space and work directly with that department for approval. 

2. Arrange FM support for your event

• Use the link below to arrange for after-hours and special events support: After Hours Facility Services Request Form. This required step ensures your space will be unlocked, the temperature controlled, and custodial services arranged, if needed.

FM Fees

FM event fees are based on event type, size of space needed, number of people attending, whether or not food is present, or if there is excessive cleaning required after the event. Fees are charged directly to the customer's account in PeopleSoft (internal sponsored events) or via invoice (external sponsored events). The standard event fee may not be charged if the event is held during a time when the building is typically open. However, if excessive cleaning is required after the event, a fee will be charged to the department. In addition, some buildings operate at a reduced capacity on weekends and charges may still apply to those buildings.  View building hours on campus map     

FM Event Fees (To avoid fees, schedule events in one of the buildings that has scheduled weekend classroom hours available for events):

Cancellation Fee: Waived if cancelled at least 48 hours (business days) prior to event 

Late notice Fee: 50% more if event is requested within 48 hours (business days) of event

Additional Fees: Charges for spaces managed by departments might apply. Please contact the department to confirm.

NOTE: External sponsored event customers may receive an invoice from the Office of Classroom Management (OCM) or Health Sciences Classroom Services (HSCS) to cover the expense of their support AND an invoice from FM for the event fee.

FAQ

Why does Facilities Management charge for an after hours or special event? All buildings at the Twin Cities campus have established University hours. If you need to use facilities outside these hours, FM needs to coordinate staff and resources to ensure heating/cooling are properly set, building access and security are arranged, and custodial services coordinated as needed.

When are buildings and classrooms open? Standard classroom hours are 7:00 a.m. - 10:00 p.m., but building hours may vary. Specific building hours are available by clicking on the building in Campus Maps

What buildings are typically open on the weekends? Clinics, performance spaces, athletic venues, recreational sports facilities, research labs, libraries, student unions and museums are open per their stated schedules. Buildings that are primarily office and classroom space have a reduced schedule. The Office of Classroom Management (OCM) and FM partnered to identify a set of buildings with open hours on Saturdays. 

Why aren't all buildings open on weekends? Concentrating support to a limited number of buildings allows for improved security while reducing energy use and operational costs.