Reservation Request

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Room Requested

Space 2435 Media Gateway

Your Contact Information

First Name Last Name Uniqname Email Phone Department If you selected other above, please fill in your department below. Shortcode

Sponsor/Co-Sponsor Contact Information
(All student requests MUST have a faculty/staff sponsor)

First Name Last Name Email Phone Department If you selected other above, please fill in your department below. Shortcode

Event Information

Event Title Event Type Event Description (Limited to 350 characters)

Event Date

Event Start Time Not Including Setup (e.g. 5:00 PM). Event End Time Not Including Cleanup (e.g. 7:00 PM). Amount of time needed for setup (please no shorter than 30 minutes). Amount of time needed for cleanup (please no shorter than 30 minutes). Please enter the number of people that you expect to attend. Caterer

General Guidelines

The North Quad Shared Spaces support the needs of the North Quad complex’s students, faculty, and staff, followed by those of the campus community. These spaces can be reserved on a first-come, first-served basis. Events should be inclusive and open to the North Quad community.

Policies

General Eligibility

1. You must be a University of Michigan Student, Staff or Faculty member.
2. If not affiliated with the university, your event must be specially directed toward benefiting the North Quad and University community and have a University of Michigan sponsor.

Event Planning Information

North Quad Programming is happy to discuss event options with organizers, however it is the responsibility of the organizers to manage the event. Organizer responsibilities include:

1. Must contact the NQ Technology Coordinator at least 72 hours before the event to finalize tech details. All requests made after the deadline cannot be guaranteed to be filled.
2. Event filming and photography
3. Public Performance Rights for film screenings
4. Event setup and cleanup (additional details below)
5. Event promotion, fliers and announcements should be shared with the North Quad Programming Coordinator no later than one week in advance of the event.
6. Catering arrangements and delivery

Space Reservation Priority Levels

1. North Quad building stakeholders. This includes students, faculty and staff from the North Quad Residential Community, Global Scholars Program, Max Kade House, Language Resource Center, Sweetland Center for Writing, Communication Studies, School of Information and Screen Arts & Cultures.
2. University of Michigan students, faculty and staff, including departments, programs and student organizations.
3. Ann Arbor community members with a University Sponsor (see eligibility above).

Priority Level Reservation Window

Level 1 Can reserve up to 2 years in advance.
Level 2 Can reserve starting 1 week after the first day of classes for the current semester.
Level 3 Should contact the NQ Technology Coordinator to discuss options. (Generally, reservations outside of the current semester are not permitted.)

Reservation Policies

Reservation requests must be made at least five business days before the proposed event. All groups and individuals interested in hosting an event must first submit this form. The North Quad Programming Staff will respond to requests in the order they were received. Submitting a request does not guarantee that the event will be approved.
All reservations must provide a University Shortcode. Charges will only be made in the case of damages, loss of North Quad property or additional cleaning fees. Cleaning fees start at an hourly rate of $33 per hour.
For groups submitting a request from outside of the university, a credit card number will be accepted in place of a shortcode. They must also provide, in advance, proof of commercial general liability coverage of $1,000,000 per occurrence and aggregate, naming the University as an additional insured.
Student-organized events must provide the name and contact information of a faculty or staff member as their Event Sponsor. The sponsor will be held accountable for the behavior of the students in the space, while the students themselves will be held for their actions. Damages, loss of property or additional cleaning fees incurred will be charged to the account provided in the reservation form, or when necessary directly to the student organizer’s university account.
Recurring reservations are not allowed. North Quad stakeholders and North Quad Programming may organize recurring events as long as they are not closed courses or have a frequency of more than once a month. Otherwise, space can be reserved up to two weeks in advance of each individual event date if still available.
Tentative reservations are unacceptable. Reserving space as a backup takes away the opportunity for others to use it. Event cancellations must be made a week in advance of the event date. If your cancellation is made less than a week before your event or you do not show up for your event, the shortcode on file will be charged $100.
Space 2435 is a multipurpose space. It accommodates a variety of events, from exhibitions to lectures, screenings and workshops. Due to this variety, all event organizers should be aware that the space setup could change at any time based on the current events taking place. The Programming staff will do our best to accommodate the needs of every event. Event organizers should be prepared to adjust their event setup when necessary. For example, sometimes this means that setup on one side of the room may have to be moved to the other, or an art display will be up during a lecture event.

Cancellation Policy

Tentative reservations are unacceptable. Reserving space as a backup takes away the opportunity for others to use it. Event cancellations must be made a week in advance of the event date. If your cancellation is made less than a week before your event or you do not show up for your event, the shortcode on file will be charged $100.

Fire Doors

The two fire exits must not be blocked. There is one double door exit on the west side of the room and another single door on the north side of the room. These doors must be kept clear at all times. They should not be obstructed by tables, chairs or any type of signage or board.

Space 2435 Drop-In Policy

It is possible for an eligible group/individual to use Space 2435 on a drop-in basis. If the room is available, the room can be used for casual use, such as small informal group or class meetings, quiet study time, or interaction with the space technology or rotating exhibitions. The sponsor for a non-University group MUST be present at all times.

Event Setup and Cleanup

Space 2435 and the Media Gateway are limited-service spaces. It is the responsibility of the event organizer to set up and clean up their event and to make sure that they have everything that they need before our Tech Team member leaves.
Cleaning includes wiping tables free of spills, sweeping the floors and mopping when necessary, and discarding all trash in the trash bins.
Filled trash bags and larger trash items should be disposed at the North Quad Loading Dock, which is located halfway down the hall between Space 2435 and the Dining Hall on the right.
Cleaning supplies in Space 2435 are stored in the white cabinet located in front of the south windows in Space 2435.
There are two standard trash bins and one recycling bin provided in Space 2435. If additional trash receptacles are needed, event organizers should submit a completed Plant Operations Work Order to the Plant Operations Call Center (326 East Hoover Street – 1002) or Fax: 763-2932 with their request. Additional trash receptacles may require a fee.
Upon completion of an event, organizers are required to stack the chairs on the chair dollies and return them with the tables to the south side of the room next to the moveable whiteboard walls.
Decorations, flyers, etc. can be attached to walls with blue painter's tape and push-pins only. Do not adhere anything to the north projection wall. All decorations must be removed upon completion of use.
Candles and open flame are prohibited.
Please exercise care during setup and cleanup. Do not stand on tables or chairs. Be alert to slippery floor surfaces during cleaning.
Failure to clean and ready a room for subsequent use will result in cleaning charges that will be billed to the group or the individual user. Damage to rooms, equipment or furniture will also be billed to the group or the individual user. Payment is required within 30 days of billing. Repeated incidents of failure to clean, or damage by a group or an individual may result in denial of future reservation privileges.

Food and Beverage

1. All food served in Space 2435 must abide to the guidelines laid out in OSEH Food Safety. Food must be prepared in a licensed kitchen. Serving homemade food that requires a refrigerator or heat to maintain is not allowed.
2. If you plan to use a caterer, that caterer must be named on the reservation request form at the time of submission. If you use a caterer from the Caterers With University Contracts List, it will expedite your process. If you choose to use a caterer who is not on this list, you will be asked to contact our OSEH representative for clearance. Your request will remain pending until the clearance is received.
3. Space 2435 is located at 105 S. State Street in the North Quad building, on the corner of S. State St. & E. Washington St. There is 15-minute parking available in front of Space 2435 on S. State Street. Caterers can park there to drop off food; an event organizer is required to be present to open the S. State Street facing door of the space, which is permanently locked on the outside. For larger deliveries, the loading dock is located around the corner on E. Washington Street. Candles and open flame are prohibited.

Alcohol Policy

Alcohol is not permitted in Space 2435 under any circumstance.

Exhibition Policy

Space 2435 supports collaborative exhibitions that make use of the unique technology of the space. We only accept proposals for digital exhibitions. Space 2435 is not a standard exhibition space, and therefore cannot accommodate artwork that must be mounted on the walls or set out in the physical space. All exhibitions must provide a written description to be displayed on the wall outlining the intention/context of the exhibition.

Liability

All event organizers agree to unconditionally and irrevocably release the Regents of the University of Michigan, its employees and students (“University”) from liability, claims, causes, demands, and causes of action arising out of or related to any loss, damage, illness, death, or injury sustained by any participant in connection with any food, services, personnel, staff, beverages, rental items or equipment, props, entertainment, decorations, or other items not directly provided by the University.

By entering your name in the box below and pressing submit, you agree to the policies and obligations outlined above. required A signature is required below.