Memorial Union Reservation Policies
Updated September 10, 2024
USER CATEGORIES
1. UNIVERSITY COMMUNITY
1.1. Student Fee Funded Departments will receive Group A Rates, which is equal to 100% discount of room rentals fees. Equipment rental, labor and other services with fees are additional.
1.2. Recognized Student Organizations (RSO) will receive Group A Rates, which is equal to 100% discount of room rentals fees. Equipment rental, labor and other services with fees are additional.
1.3. OSU Departments (Education and General funded), OSU Foundation and the OSU Alumni Association will receive Group B rates. Equipment rental, labor and other services with fees are additional.
1.4. Individual Students will receive Group A Rates for rental of specified space for study and practice rooms.
2. EXTERNAL GUESTS
External Guests are permitted to reserve indoor meeting rooms and event spaces only.
2.1. OSU employees and individual student activities of a social nature and not directly connected to the operation of the University will pay full rates. Group C rates which are full rates with no discounts.
2.2. All Commercial, Regional and National Organizations and Agencies not sponsored by a Category 1a, b, or c users. Group C rates which are full rates with no discounts.
Rates: https://mu.oregonstate.edu/room-rates
Category 1 users may rent meeting rooms and large event spaces in the MU, MU Quad, Student Experience Center and Plaza.
Category 2 users may rent meeting rooms and large event spaces for a rental fee at the MU.
It is the intent of the following policies that whenever Memorial Union facilities are used by Category 1 groups for the purpose of generating income, for whatever purpose, a rental fee will be charged in addition to charges for all direct services provided to the event. Events scheduled by groups in both Categories 1 and 2 must be under the direct control of that group. The MU does not discount for co-sponsored events within Category 1 groups, (i.e., OSU Departments and Recognized Student Organizations (RSO) unless the RSO is a department student group (DSO) funded with a department index.
Public areas include lounges, hallways, and dining areas. Public areas are not available for rentals unless connected to a large event space or standard meeting room and used as overflow activities. Pre-approval from the MU Reservations Office is required for public space overflow use.
SCHEDULING
Category 1 and 2 users request for space must be made to the MU Reservations Office. Recognized Student Organizations are required to use the MU Online Reservations System. Access to the online system is allowed upon completion of the annual recognition process.
Departments are requested to use the MU Online Reservations System or accepted through email: [email protected]. The cost of the reservation is based on the event times start and finish. Event time is defined by the event program as advertised. Client access to the facility during non-open hours or event space earlier than time listed below for client setup may be billed on a half hour basis.
3. Scheduling of Event Spaces
3.1 Pre-set standard meeting rooms may not be reserved for more than one year in advance of the requested event date. Included in the cost, client access to the rooms reserved 15 minutes prior to and 15 minutes post event for setup and teardown.
3.2 Large event spaces or multiple meeting rooms (3 rooms or more) requiring setup may not be reserved more than one year in advance. Exceptions to this one-year scheduling rule may be granted by the MU Director. Included in the cost, client access to the rooms reserved 60 minutes prior to and 30 minutes post event for setup and teardown.
3.3 The Memorial Union Main Lounge is often regarded as the "living room" of campus and has served as a favorite gathering space for students for generations. The Memorial Union takes immense pride in maintaining this historic and welcoming environment, ensuring it remains accessible and enjoyable for all students.
To preserve the availability of the Main Lounge for the student body, the policies governing its use for events are designed to maximize access for informal gatherings, studying, and daily use. These policies ensure that the Main Lounge continues to fulfill its role as a central, inclusive hub for student life.
We appreciate the cooperation of all members of the Oregon State University community in adhering to these policies, which help us maintain the lounge's availability and uphold its tradition as a cherished campus space.
The Main Lounge is limited to one reservation per week. This is to ensure that the space remains open and available for general student use and informal gatherings.
3.3.1 One reservation can occur weekly from Monday through Friday weeks 1 – 9 during the Fall, Winter, and Spring Terms
3.3.2 Requests can be made 365 days in advance and no later than 90 days from the date of the first booking.
3.3.3 If the setting up of the Main Lounge for an event requires the removal of furniture, a secondary room must be available and reserved for the storage and/or setup of the displaced furniture. The client is responsible for the cost of the secondary space.
3.3.4 The Director of the Memorial Union reserves the right to utilize the Main Lounge as a gathering location for the OSU community in times of need, crisis, or celebration at their discretion. This provision ensures that the Memorial Union can effectively serve the immediate and emergent needs of the Oregon State University community. Events or reservations may be adjusted or rescheduled to accommodate these priority uses as determined by the Director. The primary goal is to provide a supportive and responsive environment for students during significant moments.
4. Term Reservations
Term reservations for Recognized Student Organizations will begin on the 1st of the month prior to the start of each term.
4.1. Meetings are limited to three hours per week for the second floor, 104, and 105 meeting rooms.
4.2. Recognized Student Organizations may secure up to two reservations, per term, for large event spaces up to one year in advance. Additional dates can be added on the first day of the term based on availability. Limited to one reservation with a maximum of three hours per week.
4.3 Rehearsals, which are defined as a closed event and contiguous to the scheduled open event, may be requested on a waiting list status up to one year in advance. Requests on a waiting list status will be reviewed seven days in advance of the date requested. If the date is not reserved by another Category 1 user for an open event 7 days in advance, then the wait list status will be changed to confirmed. Technical rehearsals may be held as schedule allows.
5. Outdoor Reservations
Outdoor reservations will occur rain or shine. The request for additional space in the event of inclement weather will follow cancelation policies below.
7. Event Set Up
In the event of setup of tables and chairs, or moving of furniture, labor will be charged to the sponsoring group.
8. Study and Practice Rooms
8.1. Reservations are on a first-come-first-served basis and available to OSU students.
8.2. Maximum reservation time is 3 hours. Students may check out a room for immediate use if rooms are available. Immediate use check-outs do not count against the daily limit for advanced reservations.
8.3. Reservations are limited to one per person per day and may be made up to 3 days in advance online.
8.4. If the guest for a reserved room does not check in at the Information Desk within 15 minutes of the reservation’s start time, the reservation will be canceled, and the room will be made available to guests for immediate use check-outs.
8.5. Failure to leave a study room when requested by MU staff, regardless of reason, may result in loss of the privilege to use study rooms, a referral to the Student Conduct office, or a referral to campus Public Safety.
8.6. Thesis presentations can request space by contacting [email protected].
9. Room rental fees include the setup and use of basic audio-visual equipment. Refer to room rental fees for details.
PAYMENT
9.1 OSU Departments must provide a billing index or foundation account at the time the reservation is made.
9.2 Recognized Student Organizations must provide payment seven working days in advance of the event. Forms of payment accepted are Purchase Authorizations, cash or credit cards. Personal checks are not accepted.
9.3 External guests must provide a 50% deposit upon confirmation of the event. Full payment is required 30 days in advance of the event.
CANCELATIONS
10.1 Cancelations are only accepted by the authorized representative listed on the reservation, department head, RSO officer or budget authority in writing by emailing [email protected]. Category 1.2 users (RSO) with a 100% discount on room rentals may be assessed a cancelation fee based on type of reservation. Category 1.1 (SFF Departments) users with a 100% discount on room rentals will be charged the Category 1.3 (OSU Departments) rates as follows.
10.2 For cancelations of pre-set standard meeting rooms more than seven working days in advance of the event date, there will be no charge.
10.3 Cancelations of large event space and/or multiple meetings rooms and multiple outdoor spaces are as follows:
10.3.1 90 - 30 days in advance of the event date will be 50% of the room rental.
10.3.2 Less than 30 days in advance of the event date full price of the room rental will be charged in addition to any labor incurred. Event planners that do not arrive for their scheduled date shall be
considered canceled.
10.4 Cancelations for a single outdoor space will be no charge 24 hours in advance.
10.5 Cancelations of rented equipment or furnishings will follow the vendors’ cancelation policy.
10.6 Cancelation of outdoors spaces for inclement weather will incur no charges over 72 hours in advance.
EVENT STAFFING AND SECURITY
11.1 Event staff are required for events for event management, operating sound systems, lighting systems, streaming, and recording. The MU Reservations Office will determine event staffing needs. Labor fees are additional.
11.2 Security staff may be required for specific events, as determined by the MU.
11.3 Alcohol monitors are required for all events serving alcohol. Alcohol risk will be assessed by MU administration and the number of required alcohol monitors will be determined.