Diag / Grove Reservation Process: Application and Timeline for Approval (Step 3 of 3)

Diag / Grove Reservation Process

Application and Timeline for Approval

 

TIMELINE

You can request the Diag or the Grove up to one year in advance.  It takes time to coordinate use of the space.  The more time you allow, the better.  For simple requests, approval may be possible in only a few days.  However, at certain times of the year, volume is such that we are not able to process requests immediately. For noise exemptions, electricity, food, and other details, you must allow adequate time.

Important Note: Your application will not be considered “approved” until you have received written confirmation from the Center for Campus Involvement.

  • Information Tables 

    • No food, no electricity, no noise exemption:  5 business days' notice is usually adequate

    • Serving food:  at least 7 business days' notice

    • Noise exemption:  3 weeks' notice (an exception might be possible)

    • Needing electricity:  at least 7 business days' notice

    • Bucket Drives as part of an Info Table:  3 business days' notice is usually adequate

  • Large Events

    • All Large Event requests must be submitted at least 10 business days prior to the event date.

    • Other elements of the event require more time for approval.  For example:

      • Noise exemption: 10 business days' notice (an exception might be possible)

      • Stage:  at least 6 weeks' notice

      • Food, electricity, and other services:  varies by event

      • Musical performances:  at least 6 weeks' notice

    • Bucket Drives as part of a Large Event:  varies by event, but generally same timeline as a Large Event on its own

  • Multiple dates

    • For Large Events, you might wish to consider holding multiple dates.

    • This helps if you don't know the availability of a performer, guest, etc.  

    • Dates can be held until 60 days prior.  (Example: a request for April 30 can be held until March 2).

 

SUBMITTING FORMS

Once all preceding and applicable policies are reviewed, event organizers should verify their preferred date/location is available on the Diag/Grove Availability Sheet.

After a preferred date is selected, event organizers can submit a reservation request to the Diag/Grove Reservation Form for the CCI Diag/Grove Team to review and confirm.

  • You'll need the following information:
    • Name of your Organization / Department
    • *Authorized Signer - Name, Uniqname/Email, and Phone Number
    • Shortcode (SOAS account or Department)
    • Date you are requesting
    • Duration of your event
    • Complete Description (the more detailed, the better)

*Be sure that the primary contact (authorized signer) information is for one individual. If applicable, additional contacts (like the on-site personnel) may be listed in the 'Additional Comments and Information' section at the end of the form

Remember:

  • Event organizers must be Authorized Signers of a recognized student organization and/or be affiliated with a UM Department
  • A University Shortcode will be required for all organizations in the request. Although the Diag is free of charge to reserve, the shortcode will be used in case of damages or other approved event charges, such as trash/recycling/compost
  • DO NOT assume your event has been approved until you receive an email confirmation from the Center for Campus Involvement (CCI)

Any and all further questions or concerns can be directed to [email protected]