Reservation Process

The Center for Campus Involvement makes reservations for UM's major venues with University Productions on behalf of Student Organizations, UM Departments and Non-University Clients.

  • Venue holds:

    • Venue holds are accepted for the current and following academic year.  It is recommended that holds be placed as far in advance as possible, as dates and venues fill up quickly.  

      • Holds should be placed a minimum of 2 months prior to the month of the event.  Holds placed after the first of the month prior to the month of the event will be subject to venue availability and the University's ability to appropriately staff the event.

    • The individual placing the hold or signing the venue contract/promoter agreement is considered to be the hosting organization's event contact. Throughout the event planning process, the event contact will serve as the primary liaison between the hosting organization and the Center for Campus Involvement.  

      • The hosting organization may designate an alternate or additional representative of the organization (no more than 2 total) to serve as the Event Contact(s).  When designating multiple event contacts, the hosting organization must inform CCI about the decision making capabilities and scope of authority of each Event Contact.  

Reservation Process 

The reservation process differs by client.

Student Organizations

  • Student organizations are allowed to hold up to two dates for an event until the event information is due [the first of the month prior to the month of the event], or until another client becomes interested in one of the dates being held, at which time a date must be selected.  

  • The Student Organization event contact must be an authorized signer of their organization. 

    • Due to reservation timing and frequent leadership changes with in student organizations, the event contact will automatically update to current authorized signers. 

  • An event information form will be emailed to the event contact approximately 2 months prior to the the reserved date. This form should be completed by the deadline specified, generally the first of the month prior to the month of the event.  The provided event information will be used to estimate charges, schedule staff, and set building access times.  Submission of the event information form initiates the contracting process.  Failure to submit the event information form will result in forfeiture of your reservation.

  • Upon receipt of the event information form CCI will email an estimate to the hosting organization’s event contact.  More information on venue fees is available on the Fee Structure page.

    • Please note, student organizations must have enough funds in their SOAS accounts to cover the entire estimate provided by CCI.  A hold in the amount of the estimate will be placed on the student organization’s SOAS account number provided via the event information form.  If there are not adequate funds in the account to cover the estimated charges, the event contact will be notified and given a deadline to secure funding.  More information on deposits and cancellation fees can be found by viewing the  Deposit & Cancellation Policy.

 

*All reservations and holds are subject to the Student Organization being recognized by the Center for Campus Involvement, considered to be in good standing with University Productions, and without sanctions in place.

 

UM Departments

University Departments wanting to host a major event in UM's major performance venues should contact the Center for Campus Involvement to reserve space and receive event planning assistance.  A production is considered a major event when it involves large-scale production, requires event coordination, features professional entertainment, or is being produced for commercial purposes. Examples include: departmental concerts, promoter concerts, comedians, beauty pageants, dance competitions, professional theatrical presentations, etc.   

  • UM Departments may hold date(s) without a contract up until the event information is due for the month of the event [the first of the month prior to the month of the event], or until another client becomes interested in one of the dates being held. At that time, a date must be selected and confirmed with a contract and deposit.  More information on deposits and cancellation fees can be found by viewing the Deposit & Cancellation Policy.     

  • An event information form will be emailed to the event contact approximately two months prior to the month of the reserved date.  This form should be completed by the specified deadline.  The provided event information will be used to estimate charges, schedule staff, and set building access times.

  • UM Departments must sign the Student Life Promoter Entertainment Agreement.  Upon issuance of the agreement, the event contact will be provided with a good faith estimate based on the event needs. This estimate is subject to change as the needs, details, and purpose of the event changes.

  • Final settlement of the event will be outlined in the Student Life Promoter Entertainment Agreement.

*Please note, for smaller events University Departments are able to reserve UM's major performance venues directly through University Productions.  If you're unsure whether your event is considered a major event, please contact the University Productions Facility & Booking Manager, or the Center for Campus Involvement.    

 

Non-University Clients

Non-University groups and concert promoters seeking to hold an event in UM's major performance venues should contact the Center for Campus Involvement to inquire about venue availability and receive event planning assistance.  

As a gesture of good faith, CCI will hold a date(s) for non-University clients without a contract, giving promoters time in which to secure an act before having to lock in a contract and pay a deposit.  CCI will hold dates for up to two months, until the event information is due for the month of the event [the first of the month prior to the month of the event], or until another client becomes interested in one of the dates being held. At that time, a date must be selected and confirmed with a contract and deposit. 

  • Deposit

    • Non-University clients may be required to pay up to the full balance of their provided estimate as a deposit.  The deposit is due upon the issuing of the Promoter Entertainment Agreement and is accepted via check or wire transfer. More information on deposits can be found by viewing the Deposit & Cancellation Policy.

  • Event Details

    • An Event Information Form will be emailed to the event contact approximately 2 months prior to the month of the reserved date. This form should be completed by the deadline specified.  The provided event information will be used to estimate charges, schedule staff, and set building access times.

  • Contract

    • The U-M Promoter Entertainment Agreement is used in all non-university client contractual arrangements.  This agreement will be issued a minimum of two weeks prior to the event and must be fully executed before tickets for the event are put on sale. Upon issuance of the agreement, the event contact will be provided with a good faith estimate based upon known event needs. The estimate is subject to change as the needs, details, and purpose of the event changes.

  • Cancellation Policy

    • The cancellation penalty is outlined in the Promoter Entertainment Agreement.  In addition to University Productions cancellation fees, there may be additional cancellation fees for services provided or costs incurred.  The cancellation policy still applies if the Promoter Entertainment Agreement has been issued, but is not yet fully executed. More information on deposits can be found by viewing the Deposit & Cancellation Policy.