Palmer Commons

classroom

Facilities and Services Handbook

 

Terminology

BOOKING: a reservation for a space.

COMMERCIAL: any group or user that is not a University department or voluntary or sponsored student organization.

GENERAL USE AREAS: Windows Lounge, Atrium 4, Atrium 5, Atrium 6

PRIMARY ROOMS: Great Lakes Room, Forum Hall

SECONDARY ROOMS: Great Lakes North Central, Great Lakes South Central, Great Lakes North, Great Lakes Central, Great Lakes South

STANDARD MEETING ROOMS: Boardrooms 1-5, Plaza Room

STANDARD SET: The set-up where furniture of room is stationary.

STUDENT ORGANIZATION: a University recognized voluntary (VSO) or sponsored student organization (SSO). Non-affiliated student organizations (NSO’s) are considered as commercial users for the purpose of this policy.

General Policies

Groups are not permitted to bring their own food or beverage into Palmer Commons. All catering service must be obtained from one of the Palmer Commons Approved Catering Partners.

No use of adhesives, glitter, sand weights, confetti, rice, dance wax, powder or similar materials is permitted.

Decorations and/or displays must not compromise public safety or increase the risk of property damage.

  • Stay within posted fire capacities.

  • Maintain access to fire exits.

  • Special Effects equipment such as smoke, haze, fog and fire machines, sparklers, etc. are not permitted.

  • Candles must be enclosed.

The group scheduling Palmer Commons facilities is financially responsible for any special clean-up or damages resulting from the event or the activity.

Due to the nature of our facilities and proximity to other events, noise levels must be minimized.

A room may be put on tentative hold for up to 10 business days pending no other requests. In the event of a competing request, the group tentatively holding the room must either confirm or release the room.

All groups wishing to claim a tax exemption must provide appropriate documentation prior to the event date.

Although we endeavor to honor all room reservations as made, Palmer Commons reserves the right to change rooms at any time to maximize usage for the University community.

All groups wishing to enter or exit our building after operating hours will be assesed a $36.00 exception hour charge.

Significant changes to set-up&/or audiovisual equipment within 10 of your event, could result in a $25.00 late set-up fee, to be determined by the Events Manager(s).

Any on-site changes to your set &/or audiovisual equipment the day of your event is subject to a $50 on-site set-up charge fee and will be determined by the Mananger on Duty.

 

Sales, Solicitation & Promotions

All sales and solicitations must be approved by Palmer Commons. During the academic year only sales co-sponsored by the Center for Campus Involvement, other University departments or sponsored student organization or will be considered. All advertising for sales sponsored by departments or student organizations must prominently display the name of the sponsoring organization or department.

Student organizations and University departments may schedule lobby space under the following conditions:

  1. The sale of any product or service offered as a fundraiser must be directly provided by the department or student organization. No sponsorship of commercial groups or solicitors is permitted. The sale of food as well as the sale or promotion of cellular devices and credit cards are specifically prohibited.

  2. Lobby tables must be staffed by U-M students from the student organization or department staff with University identification.

  3. Approaching passersby or other active solicitation is strictly forbidden.

  4. Lobby users must remain behind their table.

  5. Event Services must approve goods and services that are to be sold or distributed from lobby space. No product or service may be sold or distributed which duplicates or is similar to those sold by any on-site Palmer Commons business operation.

  6. The use of sound amplification equipment is not permitted.

  7. Lobby spaces are limited to one (6-8’) table with two chairs.

Gaming Events
For all gaming events, the group hosting the event must take full responsibility for gaming coordination, the license application procedure and qualification materials, any equipment vendors involved and enforcing all applicable state laws and directives. Additionally, all advertising must be pre-approved by Palmer Commons prior to distribution.

Bingo and Casino Events

If the event is charging an admission fee or prizes are awarded to competitors based on their performance, a state license must be secured from the Charitable Gaming Division of the Michigan State Lottery.  

Most “Casino Night” type events will require a “Millionaire Party” license.  Only those groups which are 501(c)(3) non-profit organizations are eligible.  Allow a minimum of six weeks for the qualification process.  If the license is not received by the event date, all admission charges will need to be refunded to participants.  

For additional guidelines, including the application and procedures, please visit the Michigan Charitable Gaming Division website http://www.michigan.gov/cg.

Card Tournaments

All card games are considered gambling under state law and require a casino-type license if prizes of financial value are awarded or admission charges are involved.  

Raffles

Any prize awarded by chance, if entrants must pay an entry fee, participate in some event, or be present to win, are raffles which require a state license.

Other Games of Skill

It is acceptable to award prizes without the need for a state license for other types of "games of skill" (ex. trivia, chess, billiards).

Student Organizations

Scheduling Policies

Student organization reservations must be made by an authorized signer. To confirm facilities, student organizations must have an active SOAS account with adequate funds to cover the rental rate of the rooms. If the necessary funds are not deposited by the cancellation deadline for the rooms, the rooms will be released.

One week prior to the event date, funds adequate to cover the balance of all charges including catering and audio/visual services must be secured in the group's SOAS account. If the necessary funds are not deposited, the event will be subject to cancellation.

Student organizations may schedule 12 events for each semester of the academic year. Provided rooms are available, student organizations may book additional rooms as long as they do not exceed 12 active reservations within the semester at any given time. Events may be scheduled up to 18 months in advance.

If a group changes the set of a standard set room and does not return it to its original configuration, they will be assessed a $25.00 reset fee.

For events determined to be of higher risk, VSO’s must provide to the University a certificate of insurance evidencing general liability insurance ($1 million per occurrence/$2 million annual aggregate) and naming the Regents of the University of Michigan as additional insured. Renters must give the University thirty (30) days prior written notice of any reduction in limits or cancellation of insurance.

Cancellation Policy

If a student organization fails to cancel a room reservation at least 7 days prior to their event (90 days for a Primary and Secondary rooms), the group shall be assessed the applicable room rental fee as well as any costs incurred by the facility.

Changes to event date within the cancellation deadline will result in a cancellation fee.

 

Sanctions

If a student organization violates any part of this policy, they may be sanctioned up to and including loss of scheduling privileges.

Dance Party Events

DEFINITION

An event is considered to be a dance/party if it includes all of the following:

  1. The use of music (i.e. DJ, band, Ipod, computer) and an open area for active, non-seated attendees.

  2. Expected attendance of more than 125, with at least 2/3 of the attendees being U-M students.

  3. Scheduled ending time for the event is later than 10:00 p.m.

SCHEDULING

Dance/Party events may be held on Fridays and Saturdays during fall and winter semesters with the following exceptions:

  • Study or Exam days.

  • Home football game weekends unless specifically approved by the facility management in consultation with U-M DPSS.

For full dance party policy, visit website http://uunions.umich.edu/pdfs/dancePartyPolicies.pdf

Date Auctions

Date auctions may only occur under the following conditions:

  1. A pre-event meeting with the host facility, in consultation with Palmer Commons Event Coordinator must be scheduled by the student organization event coordinator a minimum of two weeks prior to the event.

  2. The event must be conducted in a manner that is respectful to the participants as well as the audience

  3. Advertising must be pre-approved by Palmer Commons prior to distribution

  4. The auction must be for a specific item, event or lawful activity with a specific individual.

Charity Drives

Palmer Commons does not allow money collections and will not assume liability for items stolen from drop boxes. Use of the drop sites is subject to the following requirements:

  1. Drop boxes must be neat in appearance with their function and the sponsoring organization clearly stated.

  2. Pick-ups occur regularly so as to minimize theft and prevent overflow.

  3. Charity Drives may last a maximum of two weeks.

 

U-M Department

Scheduling Policies

To confirm all services including facilities, catering and audio/visual services, University departments must provide the appropriate shortcode.

University departments may schedule events up to two years in advance.

Cancellation Policy

If a University department fails to cancel a room reservation at least 10 days prior to their event (90 days for Secondary rooms and 180 days Primary rooms), the group shall be assessed the current room rental fee as well as any costs incurred by the facility.

Changes to event date within the cancellation deadline will result in a cancellation fee.

Late Set Up Fee

Significant changes to set-up &/or audio visual equipment within 10 days of your event, could result in a $25 late set-up fee, to be determined by the Events Manager(s). 

Any on-site changes to your set &/or audio visual equipment the day of your event is subject to a $50 on-site set-up change fee and will be determined by the Manager on Duty.

Commercial Users

Scheduling Policies

As of July 2011, the entire University of Michigan campus is SMOKE FREE.

Commercial groups may schedule 18 months in advance.

Saturday reservations for the Great Lakes Room must fall within the following timeframes:

  • Daytime events must end by 4:30pm.

  • Evening events may begin no earlier than 5:30pm.

To confirm the facilities, Commercial groups must submit an advance deposit equivalent to room rent. Receipt of advance deposit indicates acceptance of this policy.

Two weeks prior to the event, funds to adequately cover the balance of all charges including audio/visual services must be paid in the form of:

  • a check or money order for the total estimated charges made payable to "University of Michigan" or a Visa, Mastercard, American Express or Discover credit card.

  • a credit card authorization form must be submitted to cover additional charges incurred during the event.

Any outstanding charges will be billed to the authorized credit card following the event. All refunds will be distributed in the same form as payment method after accounting is complete.

For events determined to be of higher risk, Non-University clients must provide to the University a certificate of insurance evidencing general liability insurance ($1 million per occurrence/$2 million annual aggregate) and naming the Regents of the University of Michigan as additional insured. Renters must give the University thirty (30) days prior written notice of any reduction in limits or cancellation of insurance.

Cancellation Policy

Cancellations for primary rooms are non-refundable. Secondary room cancellations must be received within 180 days’ notice for refunds. Standard rooms cancellations must be received within 90 days’ notice for refunds.

Changes to event date within the cancellation deadline will result in a cancellation fee.

 

Late Set Up Fee

Significant changes to set-up &/or audio visual equipment within 10 days of your event, could result in a $25 late set-up fee, to be determined by the Events Manager(s). 

Any on-site changes to your set &/or audio visual equipment the day of your event is subject to a $50 on-site set-up change fee and will be determined by the Manager on Duty.

 

Catering Policies

General Policies

Palmer Commons catering services are provided exclusively by a complement of Approved Catering Partners who offer a wide variety of menus and price points designed to accommodate your food and beverage needs. Only the Approved Catering Partners may provide food and beverage in Palmer Commons--outside catering/food is not permitted.

Due to health department regulations, leftover perishable foods may not be removed from any event by anyone except food service staff. This policy addresses public safety concerns and is non-negotiable.(Examples of acceptable items to remove: whole fruit, baked goods, canned sodas).  

Guest Guarantees

Accurate counts and meal designations help to optimize service.  The final guaranteed count must be provided a minimum of five business days prior to the event.

Cancellations

While reasonable effort will be made to minimize cancellation charges, groups will be held responsible for all charges incurred as a result of any commitments made to facilitate the event.  Events canceled within three business days may be charged up to 100% of the total estimated food and beverage charges.

Payment Policies

University Departments and student organizations may pay with a University Shortcode.

Student organizations must deposit adequate funds to cover all charges in their S.O.A.S. accounts no later than one week prior to the scheduled function. Food and beverage is subject to the current State of Michigan sales tax. If your student organization is tax exempt, your tax identification number must be supplied prior to the event.

For commercial events, funds to adequately cover the balance of all estimate charges must be paid two weeks in advance of the event in the form of:

  • a check or money order payable to "University of Michigan" or

  • a Visa, Mastercard, American Express or Discover credit card. A credit card authorization form must be submitted to cover additional charges incurred during the event.

Any outstanding charges will be billed to the authorized credit card following the event. All refunds will be distributed in the same form as payment method after accounting is complete.

Alcohol Service

 

If you are requesting alcohol service for an event scheduled in Palmer Commons, you must know:

-        Palmer Commons does not have State of Michigan liquor licenses; the facility is ‘unlicensed’

-        As an ‘unlicensed’ facility on the campus of UM, alcohol may be served using the guidelines below

 

Facts:

-        All alcohol served to your guests must be purchased by the customer, transported to the facility, and then removed within 24 hours of the end of the event.  

-        All alcohol must be dispensed by staff employed or authorized by Palmer Commons who have been trained and certified in alcohol management

-        Alcohol can be served at events that are designated ‘by invitation only’.

-        Alcohol service has a maximum serving time of 4 hours.

-        All shots of liquor must be combined with a drink mixer; straight shots are not permitted nor are ‘shots on ice’ permitted.  The bar serves only a one-ounce shot per customer.

-        Shots of liquor are not permitted as part of a wedding reception ‘dollar dance’; alternate dollar dance items may include candy, such as chocolate, filled with liqueurs, etc.

-        Beer is supplied to guests by the glass; no pitchers; no kegs.  Guests are permitted one glass of beer each visit to the bar.

-        Palmer Commons authorized beverage service does not serve blended, ice cream drinks or milk/cream drinks; only drinks with a standard one-ounce shot of liquor combined with a mixer

-        The customer is required to provide ‘host liability insurance’ naming the ‘Regents of the University of Michigan’ as additional insured in the amount of $1M.

-        One month prior to the alcohol service event (to be completed with your catering provider chosen from our list of Approved Caterers): the beverage service contract must be paid in full and the beverage service contract must be signed.  Changes may be made to the contract after signing but only up until 3 weeks prior to the event.  If the contract is signed less than 3 weeks prior to the event, then changes are not permitted.

-        One month prior to the alcohol service event (to be completed with Palmer Commons Event Services): host liability insurance must be provided

-        Host Liability Insurance: The same insurance company that provides your homeowner’s insurance does not normally provide host liability insurance.  If they do not, please check providers such as www.wedsafe.com for the required insurance; cost is approximately $175.

Special License:

-        Special licensing to sell alcohol at an event is available only to non-profit or civic organizations if alcohol is sold in an unlicensed facility.

-        Only drink tickets may be exchanged for alcohol.  It is the responsibility of the organization to sell drink tickets to their guests.   Only tickets may be exchanged for alcohol at the bar.

-        In order to complete the application process, the process to secure the Special License must begin no later than 45 days prior to the event.  If the process begins less than 45 days before the event, there is no guarantee a license will arrive before the event.

-        The State of Michigan requires the University of Michigan to sign the license application before it is sent to the approving authority in Lansing.   Your group is required to send the application to University of Michigan.  Address details will be provided.

The original Special License must be received by Palmer Commons Event Services prior to the event.  The original license will be posted in the bar by Palmer Commons Administration.   The original license will be returned to the event contact person upon conclusion of the event. Due to the scope of our conference Liquor License, Palmer Commons is limited to offering alcoholic beverage service to events scheduled by

  • a University department or entity affiliated with the University to carry out the University's objectives,

  • a current or retired University employee or their immediate family member,

  • a University student or alumnus or

  • an educational, alumni, cultural or public service organization or group with which the University has an affiliation.

At all events where alcohol is to be present, food of a substantial nature must be provided for the guests by the host. For receptions, food of a substantial nature is equivalent to a minimum of three hors d'oeuvre portions per person attending the event for each hour of bar service.

Bar service is limited to four hours. For events including a full meal service, two hours of wine service may be added during meal service.  Bar service may begin no earlier than one hour prior to meal service and must end one hour prior to the end of the event. Any adjustments to bar service times must be made prior to the start of the event.

All bartenders are trained in and observe the "Techniques of Alcohol Management."  In an effort to maintain the health and safety of guests the following parameters apply to alcohol service:

  • All drinks must be served with the appropriate amounts of mixers and ice.

  • No straight shots of any liquor or combination of three or more liquors will be served.

  • All beer, wine and mixed drinks will be provided in individual servings.

In regard to alcohol service, Palmer Commons reserves the following rights:

  • to limit the maximum number of drinks an individual may purchase at one time.

  • to deny alcoholic beverage service to anyone at any time.

  • to recheck ID's.

  • to shut down alcohol service entirely.