Diag / Grove Reservation Process: Policies for Diag Use (Step 2 of 3)

Diag / Grove Reservation Process

Outdoor Space Use Policy Note

All outdoor events, including those held on the Diag and Grove, are required  to follow the Standard Practice Guide (SPG) for Facilities Use 601.41 and the Facilities and Operations’ Outdoor Events policies.

 

General Reminders about Recognized Student Organization Activities

The University of Michigan is home to more than 1,800 organizations through which students can meet, create community, and engage in myriad activities. At the university, Recognized Student Organizations (RSOs) form around the diverse ideas, interests, and activities. Just as with individuals, RSOs are free to gather and express themselves within the boundaries of the law and university policies.

The university upholds the First Amendment and has long welcomed protest and dissent. However, one person’s right to protest must not infringe on the rights of others, endanger our community, or disrupt the operations of the university

The University of Michigan follows individual and student organization accountability processes if there are alleged violations of policies
 

Policies for Diag & Grove Use

You must carry a copy of your approved permit on the day of your event! (Printed and/or on a Device)

EVENT TYPES

  • Information Tables: limited to 3 reservations per day, one permit per location. (NOTE: Info Tables must vacate by 5 PM)
    • Diag Locations
      • Info Table West
      • Info Table North
      • Info Table East
    • Grove Locations
      • Info Table 1
      • Info Table 2
      • Info Table 3
  • Bucket Drive: 1 per day
    • A Bucket Drive cannot be a standalone event; it must be supplemental to an existing event (Info Table, Large Event, or Night Event)
  • Large AM Events: Before 5 PM (limited to one permit per day; cannot overlap with Info Tables)
  • Large PM Events: After 5 PM (limited to one permit per day)

The Diag and Grove spaces are reserved by the day, not by the hour. Even if an event lasts only for an hour, it is the only instance of an event in that space for that day 
 

REMINDER: A reservation with the Diag/Grove team does not include rental equipment like tables, chairs, speakers, microphones, electrical cords, canopies, etc. SORC is a good resource for some rentals when available; please see 'Other Services'.

 

How do I know which type of space to request?

  • Info Tables are pretty simple; if you are passing out information about your organization or an event that you're having, one of the 3 Info Table spaces is just what you need.

  • Large Events are a little more complex; there is a broad range of activities that happen in the Large Event space.

    • One very important thing to bear in mind is that structures cannot block the Fire Lane. If the event that you're planning involves structures of any kind, you will need to discuss placement with the Diag Coordinator.

    • Some large events actually work better in the Info Table spaces. For example, if you are hosting an event with multiple event partners, and each partner only needs to set up a table, you should submit a request for all of the Info Table spaces, not necessarily the Large Event space. The Info Table spaces can accommodate up to 24 tables for large-scale tabling events with multiple partners.

    • Large AM/PM Events often have special set-up and operational needs, so the timeline for planning them is longer.

  • It is always best to explain your event set-up needs in the event description, so CCI staff can make an informed decision about which space will work best for you

Usage Guidelines

  • Only recognized student organizations and university departments with valid University accounts (i.e. shortcodes) are eligible to reserve the Diag or Grove
    • A representative from your organization must be present at all times. A more comprehensive staffing plan from org or department members may be needed depending on event size and scale.
    • Prominent signage that identifies the name of your organization should be displayed  
  • The Center for Campus Involvement does not share the name of organizations reserving the space
  • Time limits – 8:00 AM to 10:00 PM. Events outside of this time have the option to apply for a waiver. Time exemptions will be made in consultation with Campus Police and Facilities and Operations to ensure safety
  • "University Days" are days when the Diag/Grove cannot be reserved (no exceptions). This includes study days, exams, and graduation.
  • No motorized vehicles may be driven on the Diag/Grove or sidewalks leading up to the Diag/Grove
  • Sales and solicitations are strictly prohibited 
  • Physical contact activities are strictly prohibited
  • Simulated violence or gun play is strictly prohibited
    • This includes piñata activities, Nerf guns, bows and arrows, etc
  • Open flames are not permitted on the Diag at any time. This includes candles, grills, Sterno, etc.
  • Performances are limited to student performers

 

GENERAL EVENT LOGISTICS

*CCI will take care of placing all work orders (amplified sound, electricity, and trash) on behalf of your approved event

  • *Amplified Sound
    • Amplified sound is considered to be any type of music or sound played through speakers (including phones, tablets, laptops, wireless speakers via Bluetooth, microphones, etc.). Acoustic instruments are not considered amplified sound, but the Center for Campus Involvement must be informed of their use during the event planning process.
      • The need for amp sound must be fully outlined in your permit request for this office to review prior to receiving your approved permit — 10 days is typically required to process. 
    • Amplified sound is permitted from 12 - 1 PM every day without a permit
    • Noise Exemption Requests
      • Events that require an exemption to this rule have the option to apply for an exemption. Noise exemptions are requested by our office and reviewed by members of the neighboring libraries and academic building communities. Event details and the names of those requesting a noise exemption are not disclosed to the reviewing committee. If approved for a Noise Exemption, you may have amplified sound for up to an additional four hours. Times when noise exemptions are likely to be approved are outlined below but not guaranteed. Requests that fall outside the times below will not be considered for a Noise Exemption:
        • Monday through Friday, 5 PM to 10 PM
        • Saturday through Sunday, 8 AM to 10 PM
      • Amplified sound can only be permitted for a maximum of four (4) hours.

      • A separate email will be sent with the amplified sound permit, on behalf of F&O.

         

  • *Electricity
    • A work order is required to supply power to the Diag (a work order is not required for the Grove). 
      • The need for electricity must be fully outlined in your permit request for this office to review prior to receiving your approved permit 
    • DIAG: There are five 20-amp circuits available. 
      • Electricity is located near the base of the Hatcher Library steps, at the base of the center staircase handrails. 
    • GROVE: The Lurie Bell Tower is the main access to electricity on the Grove (five 20-amp circuits), other locations may be available by request.

    • Electrical cords must not pose a trip hazard to anyone accessing the Diags. Appropriate ADA-compliant coverings are required.

       

  • *Trash/Recycle
    • If your event will generate more trash than the existing receptacles can accommodate, it may be necessary to employ Grounds & Waste Management to deploy additional receptacles. There is a cost associated with this.
      • The need for trash/recycle must be fully outlined in your permit request for this office to review prior to receiving your approved permit.
    • Helpful Tips:
      • One trash container per every 50 people is considered adequate. 
        • If you are serving meals like boxed lunches, the containers quickly fill up, and we would recommend one can per every 20 people.
      • See this chart for the suggested quantity of trash/recycle boxes per estimated amount of attendees at the event.
    • If you are planning to have a zero waste event, please continue working with the Office of Campus Sustainability for their Zero Waste Program.
    • In general, approved events are required to keep the immediate area free from litter and to remove all of their materials from the area upon completion of use.

    • Trees, grass, and shrubs shall not be altered, damaged, or destroyed.

       

  • Food on the Diag/Grove
    • ​Food on the Diag is allowable with advance planning. The more complex the food, the more advance planning is needed.
    • All food serving must meet Environment, Health, & Safety (EHS) standards for approval.
      • Consult OSEH at 734-647-1142 prior to planning to bring food not listed in the linked document above. 
    • Pre-packaged snacks, water, coffee, donuts, and cookies are preapproved

    • No sales of food, including "suggested donations," are permitted on the Diag

       

  • Rental Supplies
    • A reservation with the Diag/Grove team DOES NOT include rental equipment like tables, chairs, speakers, microphones, electrical cords, canopies, etc.
      • SORC is a good resource for some rentals when available; please see 'Other Services'.
      • Event organizers are also allowed to use other outside vendors for event supplies.
    • The event organizers are responsible for coordinating a rental service and sending the applicable Certificate of Insurance (COI) to [email protected] once the event supplies are solidified.
    • When hiring a vendor, organizers must read the rental contract and adhere to all terms within.
    • Equipment CANNOT be staked down into the Diag/Grove. Please coordinate to have items weigh down any event supplies, like tent/canopy legs.
    • No vehicles delivering rental supplies are allowed on the Diag/Grove
    • If your organization is interested in deploying any form of structure or rental item, such as inflatables, it may not exceed the 8-foot height restriction 
      • All items cannot block the fire lanes on the Diag and Grove
      • All items must be kept clear of any trees, benches, or other stationary objects on Diag property 
      • Inflatable games must be attended by volunteers from the hosting organization at all times
    • Enclosed tents and encampments are prohibited
    • Hammocks and slacklines must be anchored to trees with a minimum diameter of 6 inches and 12 inches, respectively, and placed in accordance with the Hammock and Slackline Policy.
      • Hammocks left unattended in any location for thirty minutes or more are subject to confiscation by authorized personnel. 

 

  • Speakers and Presenting Organizations
    • A presentation or speaker event request must be sent at least 5 business days in advance of the event date, and the sponsoring organization of an event must provide the Center for Campus Involvement a final list of speakers and/or organizations that will be tabling or presenting at the event (including an event timeline).
    • Planned speakers or presentations utilizing amplified sound are required to take place on the Hatcher Graduate Library steps.
      • For planned speakers or presentations, the University may, in consultation with DPSS, establish a buffer zone around the podium to support the safety of event participants and attendees, as well as restrict speaker movement into or through the audience

 

SPECIAL EVENT LOGISTICS

  • Bucket Drives
    • Although sales/solicitation are not permitted, donations to nonprofits are allowed - Bucket drives are the collection of money for donation taking place in outdoor spaces.
      • These event types cannot be stand-alone events. They must be part of either an Info Table or Large Event.
      • Donations can only be collected in the form of CASH. Any other forms of fundraising or donation collection are not permitted on the Diag (can or clothing drives, etc.).
        • All money collected by recognized student organizations must be deposited into the organization's SOAS accounts (no exceptions) and must be handled in compliance with the requirements of the SOAS Office, via a University Fund Account.
        • For more information on donations, please visit the Student Organization Finances page on Donations.
    • Bucket drives must be for charities only; you cannot do a Bucket Drive to raise funds for your organization.
    • All event activities must be free and open to all. Donations MUST be optional. You may not ask for a donation in exchange for an activity. (For example, you cannot invite passers-by to smash a pumpkin for charity and require that they donate $1.00 in order to participate). 
    • Bucket Drives must be scheduled with the Center for Campus Involvement at least one week prior to the activity to allow for proper scheduling.
      • Permits are issued for no more than two consecutive days. Unless otherwise explicitly stated, a day shall be from 8:00 a.m. until 10:00 p.m. or dusk, whichever is earlier.
    • Groups sponsoring donations must provide donors and potential donors with written information about the beneficiaries (through pamphlets, leaflets, signs, etc.)
    • Only one donation per eligible user may be scheduled per day, per designated outdoor common area, and may not occur in the same areas and on the same day as a major program sponsored by another user. 
      • Eligible users may schedule up to two days per month, per common area (for up to six total days per month).

    • Donations must not interfere with normal University operations and may only occur in the public passageways.

       

  • 5K, Marathons, etc.

    • CCI handles the North Campus Grove permit. Facilities & Operations (F&O) takes care of all surrounding areas of campus — they will issue an additional permit, and we work closely with them to ensure all events like this can go smoothly. Organizers should submit their requests to both organizations as early as possible.
    • For the overall process of getting a 5K permitted through CCI and F&O, there are a few steps:
      1. Have a map of the route ready - this will be helpful for the planning process.
      2. Review the CCI Outdoor Events Policy, take a look at our Availability Form, and submit an event request through our Reservation Form.
      3. Submit a F&O Outdoor Events Request, similar to the request for CCI
      4. Both teams will follow up with you on next steps and schedule a logistics meeting with Fire/Food Safety, Custodial & Grounds, and DPSS
    • Important Notes:
      • If it is a fundraiser, organizers are welcome to have participants pay/register ahead of time and get their bibs or t-shirts the day of — we can't authorize money handling on the Diag/Grove day of the event. 
      • If it’s not a fundraiser, it is still good practice to have some form of RSVP to get a good estimate of headcount.
      • Additionally, it is good to have an idea of how/if volunteers from your organization will be visible to participants, if you will have a cap on participants, if there is a food/water plan, and if you plan to use amplified sound.

     

  • Balloons, Chalk, and Signage
    • Chalking with water-soluble chalk is allowed on University sidewalks and plazas. Chalking is prohibited on other University property including, but not limited to, buildings, columns, seating, walls, steps, and other surfaces, structures and fixtures.
      • The University has no responsibility for maintaining or removing chalk placed on sidewalks or plazas.
      • Aerosol spray chalk is not acceptable on any surfaces.
    • If the event will include balloons - we must know. 
      • Please do not pop balloons. If popping balloons for any reason, organizers are required to disclose this information and contact DPSS prior to your event.
        • Additionally, organizers are strongly encouraged to support the University's sustainability initiative by: using latex balloons that are biodegradable only, avoiding plastic clips, using string handles only when necessary, and not releasing balloons into the air for any reason.
    • Banners and signs may be placed on tents, canopies, and tables during your event hours only. 
      • Freestanding banners and signs cannot impede the flow of traffic, nor can they block the fire lane. Banners cannot be left up overnight due to the potential for theft, damage, or vandalism. We are not responsible for items left overnight.
        • Signs cannot be placed on sidewalks or between sidewalks and city streets.
           
  • Safety & Security
    • Fire lanes CANNOT be blocked or used at any time. If your set-up violates this rule, you will be asked to move immediately.
    • If the event’s subject matter has the potential to cause public disruption, or involves large-scale operations, DPSS may be involved to ensure the safety of all participants. 
      • A meeting with all connected departments may be requested if that is the case.
      • The Division of Public Safety and Security (DPSS) may determine whether safety or security staffing is appropriate for an event and the level of staffing needed to support university operations and the safe use of campus spaces.
      • Recognized student organizations will not be charged for safety or security staffing required by the University. 
    • Insurance:
      • All University units and SSOs are covered under the University's self-insurance for all sanctioned installations that are consistent with both the University's and the organization's missions.
      • If you are NOT a University unit or SSO (VSO, NSO, Affiliated Group, Alumni), organizers are required to provide a Certificate of Liability Insurance with minimum limits of $1,000,000 indemnifying the Regents of the University of Michigan 
      • Insurance must be procured for each day of any installation (including set-up and cleanup dates). If organizers have any questions regarding insurance requirements, please contact UM Risk Management Services directly at [email protected] or by phone at (734)764-2200.
         

 

Rules for All Outdoor Events

Diag and Grove policies are in alignment with the policy for Scheduled Use of the University of Michigan Outdoor Common Areas and the Standard Practice Guide (SPG) for Facilities Use 601.41. It is your responsibility to understand policies and follow guidelines. Please also be aware of the Student and Faculty Filming Guidelines and Requirements. Additionally, the Division of Public Safety and Security reserves the right to ensure the safety of events as deemed necessary or as requested by event hosts. 

Any user may seek to have specific parts of this policy waived for a specific purpose via the Diag Waiver Process. Waiver requests must be submitted 30 days in advance. For all outdoor, non-Diag events, you must submit a different request to Facilities & Operations. Click here to visit their website.

 

Questions?

If you have questions, please contact the Center for Campus Involvement at 763-5900 or email [email protected].

Proceed to Step 3: Application & Approval Timeline