This page provides guidance for University departments on the Twin Cities campus to reserve space and arrange Facilities Management (FM) support for events held outside standard building hours or requiring special services. It includes step-by-step instructions, FM fee details, and answers to frequently asked questions.
Note: If you are an external organization looking to reserve space, please consult Rent Space on Campus or review UMN Major Event Policies and Procedures.
To minimize additional coordination and avoid fees: Consider scheduling your event during standard classroom hours which includes buildings that have Saturday classroom hours. Doing so can help you avoid fees and the need to arrange access to building rooms and exterior doors. Check building hours via Campus Maps.
Process for After-Hours or Special Events Facility Use
All requests for after-hours special events facility use require three steps:
1. Reserve the space
- Classrooms managed by the Office of Classroom Management (OCM): Use OCM Schedule an Event.
- Classrooms managed by Health Sciences Classroom Services (HSCS): Use HSCS Scheduling.
- Departmental space: Contact the department directly to arrange use of the space.
2. Arrange FM support for your event
- Once your space reservation is confirmed, submit the After Hours Facility Services Request Form.
- This ensures:
- Temperature is controlled.
- Custodial services arranged (if needed)
- Request support at least two weeks in advance.
Why this matters: FM must coordinate staff and resources for heating/cooling and cleaning outside standard scheduled hours. A 50% surcharge will be added if requested withing 10 business days (M-F) of the event.
3. Coordinate Access
- Work with your reservation contact (department facility representative, OCM, HSCS) to confirm:
- Event space access
- Exterior building access
- Important: Some buildings will not approve additional public access hours. Confirm early if you need to provide your own support for access (e.g., someone to let attendees in).
FM Fees
FM event fees are based on: event type, space size, attendance, food presence, and cleaning needs. Note that:
- Fees are charge via Peoplesoft chart account or invoice (sponsored events),
- The standard event fee may be waived if the event occurs during normal building hours,
- Additional charges will be incurred for enhanced cleaning (e.g., multi-day events or food services), and
- Some buildings operate at reduced capacity on weekends--fees will still apply.
| Classrooms Reserved Per Building | Standard Fee Each Day |
| 1-4 | $375 |
| 5-10 | $700 |
| 11-15 | $1,025 |
| 16 or more, or events with expected attendance of 200 or more | Refer to UMN Major Event Policies and Procedures |
- Cancellation: Fee waived if cancelled at least 3 business days (M-F) before the event.
- Late notice: 50% surcharge if requested within 10 business days (M-F) of the event.
- Additional Fees: OCM, HSCS and department-managed spaces may invoice charges for their support--confirm with the department.
FAQs
Why does FM charge for after-hours or special events?
Buildings have standard operating hours. When events occur outside of those hours, FM must schedule staff and resources for cleaning and adjustments to building systems for heating/cooling, which creates extra costs.
When are buildings and classrooms open?
- View building hours in Campus Maps.
- View classroom hours in Office of Classroom Management Classroom hours.
What buildings are typically open on weekends?
In general, only a small number of campus buildings are open to the public which applies to weekends. Because building and classroom hours change periodically, please check Campus Maps and OCM classroom hours for the most current information.
Why aren't all buildings open on weekends?
Limiting open buildings improves security and reduces energy and operational costs.
What is the difference between public, university and restricted access?
Definitions and details about access types are available on the Security Data and Access Department page.
How do I arrange after-hours access?
After-hours access is coordinated during the space reservation process. Confirm access needs with your reservation contact. Some buildings may require your group to provide its own access support.
What is considered enhanced cleaning?
Multi-day events or events with food may require extra cleaning. Review the Custodial Maroon Standard for general cleaning expectations and service frequencies. To confirm your space's cleaning category, work with your department facility representative or connect with your FM Team Manager.