General Reservation Policies (Back to Top)
Due to immense demand and the desire to serve as many organizations as possible, the Memorial Union requests that organizations use no more than two (2) meeting rooms per week with a four (4) hour time limit for routine weekly activities. Additional space can be requested one week in advance, pending availability.

The Memorial Union makes available a variety of media equipment, for use in Memorial Union facilities only. Use of this equipment may be arranged through the Event Management Office. All equipment is to remain within its assigned space.

Registered student organizations and University departments may reserve a rain location for events at half of the regular room rent. Non-University groups will be charged full room rent. Rain location charges are non-refundable. The final determination of the location for the event must be made six (6) hours prior to the start of the event.

Formal academic classes may use the Memorial Union on a temporary, emergency basis only.

Any charges or fees incurred by a campus organization must be paid with an intramural. The intramural needs to be signed by Campus Organizations Accounting (student groups) or the department authorizer and turned into the Memorial Union before the event or any future reservations for the organization will be cancelled.

Organizations failing to use their reserved space will be assessed a $10 no-show fee. If the minimum 24-hour advance cancellation notice is received, failing to use the space will not be considered a no-show.

Advanced approval from the Reservations Office is required for events that wish to schedule beyond regular open hours. A $50 per hour charge will be assessed for each extended hour with a maximum of 2 hours past MU closing time. Consideration for approval depends on other events happening in the building at the same time and events that are scheduled for that space the next day.

Public areas such as lounges and the Commons are generally considered non-reservable spaces. Registered student organizations and University organizations and departments may apply for permission to use these spaces under special circumstances.

Use of the Terrace may be requested through the Proposal for Terrace Events form, which is available in the Reservations Office. Terrace events are limited to three (3) hours in length and must conclude by 11:00 pm.

Special Statement regarding the Pioneer Room and Gallery: The Pioneer Room and Gallery serve as both meeting rooms and gallery exhibition space. Artwork exhibited in these rooms is secured through an electric alarm system, which will be activated should any of the artwork be moved. Only authorized Memorial Union personnel should touch or move the artwork in these rooms. For assistance, contact the Reservations Office or the Memorial Union Main Desk.

Memorial Union Reservation Priorities (Back to Top)
Student organizations registered with the Student Activities Center may make reservations for routine activities beginning:

• March 1 of each year for the following Fall semester
• November 1 of each year for the following Spring semester.

University Departments and student organizations registered with the Student Activities Center may request space for established events up to one year in advance. Established events are defined as events which:

• occur once a year
• are open to the public
• are sponsored by a University or student organization or department
• are long-standing ISU traditions (at least 10 years)
• are true all-University events involving many diverse segments and populations of the University community in planning and execution, and as target audiences

The Memorial Union reserves the right to work with organizations within the University community to plan events farther in advance, if it is deemed necessary.

Special Statement regarding reservations of Ballroom spaces: Reservations for weddings, conferences and other events sponsored by non-University organizations are limited to the period between the last day of final exams in the Spring semester and the Second day of the Destination Iowa State program in the Fall semester. In addition, the aforementioned reservations may be accepted during breaks in the academic year as follows: Labor Day and Memorial Day weekends, the weekends on each side of Thanksgiving Break, weekends during the Winter break, Martin Luther King holiday weekend, and the weekends on each side of Spring Break.

Weddings, conferences and other events sponsored by non-University organizations which are not taking place within the regular academic year, or which will take place during the break periods listed above, may reserve space as far in advance as is deemed necessary by the Reservations Office.

Changes, Cancellations and Excessive Room Set-Ups (Back to Top)
Once a serial reservation (semester long reservation) has been confirmed, a room or time change to that series of dates will result in a $10 change fee.

An additional set up fee may be assessed to a group when the desired set-up exceeds a standard room set or includes unusual requests. Charges will be based upon the costs incurred by the Memorial Union.

Changes to room set-ups may be made up to 24 hours before an event. A set-up change fee of $25 will be charged for room set-up changes requested less than 24 hours before the event, or when multiple room set-up change requests are made the day of the event. Room set-up changes must be directed to Reservations staff members, or the Facility Service Coordinator.

Cancellations of meeting room reservations must be made at least 24 hours before the event. A cancellation fee of $10 will be assessed for cancellations received less than 24 hours before the event. Cancellations of ballroom reservations must be made at least 10 business days prior to the event. A cancellation fee of $100 will be assessed for ballroom cancellations received less than 10 days prior to the event.

Security, Damages and Loss of Personal Property (Back to Top)
If damages or loss occurs to the Memorial Union facility or its furnishings and equipment, the group responsible for the reservation will be liable for any charges. Charges will reflect repair and/or replacement costs.

The Memorial Union reserves the right to cancel or suspend any event if it is deemed that the security and/or safety of the facility and its patrons is threatened. Organizations sponsoring events are responsible for adequate supervision of their activities, and for the conduct of all individuals associated with their event.

The Memorial Union does not assume responsibility or liability for damage to, or loss of, any patron’s property left in the Memorial Union prior to, during, or following an event. The Memorial Union does not provide storage for events being held within the Memorial Union.

A minimum $50 cleaning fee may be assessed if the room requires excessive, non-routine cleaning after the event.

Rights and Responsibilities (Back to Top)
The Memorial Union reserves the right to change, cancel or move a reservation to another room when needed. Every effort will be made to notify the organization in advance of scheduling changes or cancellations.

The Memorial Union reserves the right to refuse space or service to any group or individual.

The Memorial Union reserves the right to schedule personnel as it deems necessary for the protection and security of the facility and patrons. Groups will be notified in advance of the charges for these services.

Food and Beverage Policies (Back to Top)
All food and beverage service in the Memorial Union must be provided by ISU Dining. Exceptions may be made for registered student organization meetings that are not open to the public. Student organizations must clarify their intentions to have food at the time of reserving the room.

Alcoholic beverages will be served in accordance with the Code of the State of Iowa , Ames City Ordinance and social hosting guideline of Iowa State University . All alcoholic beverages will be served by ISU Dining.

No credit will be issued for any items purchased by a client, including canned or bottled beverages.

In accordance with state regulations and ISU Risk Management guidelines, clients may not take perishable food products form the premises. Beverages associated with catered events shall be served during the period the meal is scheduled. This period shall be defined as the service start and service end times identified on the Food Service Order.

Buffet events that exceed one (1) hour in service time shall be subject to an additional five percent (5%) charge for each additional one-half (1/2) hour of service.

Buffet events that are fewer than twenty-five (25) meals in count shall be charged the minimum buffet charge, which is based upon a meal count of twenty-five (25). Menu substitutions that cause higher product or service costs may result in additional charges upon notification to the manager.

Due to kitchen space and equipment limitations, registered student organization events that require kitchen space to prepare meals by volunteers are limited to one (1) such event per weekend.

Please use the following time frames for making final menu selections:

• Meals: 3 weeks prior to the event
• Catering/coffee breaks: 1-2 weeks prior to the event
• Weddings/Anniversaries: 1-2 months prior to the event

Please see separate policy regarding use of the Memorial Union kitchen in “Guidelines for Student Organizations and Special Cultural Events.”

Posting and Advertising Policy (Back to Top)
All posting within the Memorial Union will conform to the Iowa State University Posting Policy which states that posters, advertisements, or other visual display materials may be affixed only on permanent building bulletin boards.

No decorations, signs, postings, or other items may in any way be attached to interior or exterior Memorial Union walls, fixtures or property.

The Memorial Union has easels and sign standards available for use by those wishing to display items.

The glass display cases located on the West First floor landing are available for general posting by registered student and University organizations. Items may be submitted to the Memorial Union Main Desk for posting by Memorial Union staff .

Advertising via table tents in the Commons, banners, First floor booth and table space, and First floor display cases is coordinated through the Student Union Board. Registered student organizations and non-academic University departments and organizations are eligible to use these services. Reservations are taken in person only, in the West Student Office Space

Sales and Solicitation Policy (Back to Top)
It is the policy of Iowa State University and the Iowa State Memorial Union to permit solicitation by registered University organizations only. Solicitation shall be defined as any commercial, profit-making, or fund-raising activity as well as activities which involve petitioning, canvassing, campaigning, or distribution of literature. All approved solicitation activities in the Memorial Union are to be confined to reserved spaces such as the First floor booth and tables, or meeting rooms.

Credit card application solicitation is prohibited on-campus, and within the Iowa State Memorial Union.

Any fund-raising efforts performed on campus must be planned, sponsored, and coordinated by a registered University organization, not be sponsored by an individual or by a for-profit company outside the University. The organization sponsoring the fund-raising must obtain the product to be sold, advertise, deliver the product, and handle any complaints.

The Memorial Union reserves the right to refuse hosting fundraising activities which are in direct competition with the activities, programs, or services of the Memorial Union or the Student Union Board.

Political Activities (Back to Top)
Registered student organizations and University departments may reserve Memorial Union space for political activities. Political activities are defined as those events which have as their purpose the endorsement, support, or advancement of a politically affiliated cause, organization, party or candidate.

The name and/or logo of the sponsoring student organization or University Department must be included on all materials associated with the event that are displayed in the Memorial Union.

If all parties to the political debate, campaign, or election are represented equally, there will be no room rental charge for political activities sponsored by registered student organizations or University Departments. If equal representation does not occur, full room rental rates will be charged.

Political activities sponsored by outside groups will be charged full room rental rates.

All room rental fees must be paid in advance, at the time of making the reservation. Any other charges must be paid in full prior to the start of the event. Failure to pay rental fees or other charges will result in cancellation of the reservation.