Reservation Process

CCI makes reservations with University Productions on the behalf of Student Organizations, UM Departments and Non-University Clients.  

Venue holds can be placed at any time for the current academic year, or the 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 event information forms are due for that month's events [the first of the month prior to the month of the event] will be allowed to occur subject to venue availability and the ability of the University to appropriately staff  the event.

The individual that places the hold or signs the venue contract/promoter agreement is considered by CCI to the hosting organizations Event Contact.  Throughout the event planning process, the Event Contact will serve as the primary liaison between the hosting organization and CCI.  The hosting organization may designate an alternate or additional representative of the organization to serve as the Event Contact(s).   While hosting organizations are allowed to have multiple Event Contacts, CCI reserves the right to limit the number of Event Contacts to a manageable number for each event [usually no more than 2].  When designating multiple event contacts, the hosting organization must inform CCI about the decision making capabilities and scope of authority of each Event Contact.  

The reservation process varies by client.

• Student Organizations
• UM Departments
• Non-University Client

Student Organizations

• Student Organizations are allowed to hold multiple* dates up until the event information is due for their 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 [whichever occurs first]. At which time a date must be selected.  *Due to limited date availability, student organization can hold up to two dates for the same event at any given time. 

• For Student Organizations the Event Contact should be an authorized signer.  Because of the timing of when reservations are made, and the frequent change in leadership in Student organizations, the Event Contacts will automatically update to the current authorized signers.    

• 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, 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 initiates the contracting process.  Failure to submit the Event Information form will result in forfeiture of your reservation.

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

• In order to host an event in one of the venues, a student organization must have enough funds in its SOAS account 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, and being in good standing with University Productions [not having sanctions in place].

UM Departments

University Departments wanting to host a Major Event should contact the Center for Campus Involvement to reserve any of UM’s Major Performance Venues and receive event planning assistance.  An event is considered to be a Major Event when it is a 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 can hold dates without a contract, or hold multiple dates, 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 [whichever occurs first]. At which time a date must be selected and confirmed with a contract and a deposit placed.  More information on deposits and cancellation fees can be found by viewing the Deposit & Cancellation Policy.     

• 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 upon known event needs.  The estimate is subject to change as the needs, details, and purpose of the event changes.

• 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.

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

Many University Departments are able to reserve UM’s Major Performance Venues directly through University Productions.  To find out if your event meets the Major Event criteria, please contact the University Productions Facility & Booking Manager, or the or the Center for Campus Involvement.    

Non-University Clients

Non-University groups and concert promoters seeking to hold an event any of 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 dates for non-University clients without a contract, or hold multiple dates.  This gives 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 2 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 [whichever occurs first].  At which time a date must be selected and confirmed with a contract.  If the date has been challenged and client wishes to continue holding the date a deposit must be placed to continue to hold.   

• The Deposit

  • Depending upon the arrangements made for their particular event, 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.  Deposits can be accepted via check or wire transfer.

  • More information on deposits can be found by viewing the Deposit & Cancellation Policy.

• The Contract

  • The U-M Promoter Entertainment Agreement will be used in all contractual arrangements.  This agreement must be issued a minimum of two months prior to the event, and 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.

• 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.