University Policies

Smoking
The University of Minnesota, Crookston campus is a smoke free environment. Smoking is not permitted in any facility on the UMC campus or at the events that are held within the facilities.

Alcohol
An alcohol permit is required on campus. To obtain a permit contact Plant Services at 281-8483.

Room Reservations
Room reservations must be confirmed through Plant Services at 281-8483 before menu planning and event planning can begin. Room layouts, capacities, and services that can be provided in the rooms are completely outlined in the handbook.

Dancing
Dancing is permitted in Bede Ballroom. Contact Plant Services to reserve this room if needed.

Throwing Rice
Throwing rice, confetti, bird seed, or other similar item is not permitted.

Risk Management Insurance
Any group hosting an event on campus is required to have the proper insurance coverage for their event. Insurance coverage can be purchased through the University of Minnesota, Crookston, or personal insurance can be applied to the event if the policy’s coverage applies to such events. The cost of purchasing the insurance depends on the number of guests at the event and whether there is alcohol being served or not.

Financial Policies

Contract
A contract will be sent out 3 to 4 weeks prior to the event. There will be a 5% leeway for the guest count. A $250 deposit is also required along with the contract. A lease/insurance agreement is also required for groups as outlined in the table listed in the previous section. A final guest count and any changes in room layout or set up are required. These changes have a deadline of 72 hours before the event.

Deposit
The deposit of $250 is required to reserve catered events, but is fully refundable if the event is canceled more then 2 weeks prior to the event. The deposit will be forfeited if the event is canceled within the last 2 weeks prior to the scheduled event date.

Exceptions to Listed Prices
The prices listed in this brochure are subject to change due to the following circumstances including:

• Events that have less then 20 people.
• Events held during holiday periods.

Other Related Policies

Emergency and Short Notice Orders
We realize that our services may be required on short notice, we want to help out in any way we can. Late requests that do not allow a 4 working day notice will incur a 10% emergency charge to be added to the total cost of the event contract. Due to the short notice and possible problems getting special orders in on time, limitations may have to be made on the menu items and services that will be available.

Function Times
When planning an event at UMC please use the time allotments for the different types of events. If your event begins and/or ends more then 30 minutes over the allotted time, you will be charged an additional labor cost. The additional cost will not exceed the cost incurred by UMC Catering. Time must also be allowed before speakers or programs are to begin for staff to clear tables and dishes. Allotted times for events are as follows:

• Banquets 2 ½ hours
• Buffet Meals 2 ½ hours
• Served Meals 2 ½ hours
• Receptions 2 hours
• Social Hour 1 hour

If you have any questions about the time allotments and timing in event planning, we will be happy to address your needs and concerns.

Banquet Services

Room
Rooms listed below can host the following services listed below in corresponding numbers. Room capacities are also listed beside the selections, but will vary depending on the table and chair layout of your event. Please select the room that is best suited to your event’s needs. Further down is a section to select specific services your event will require. All rooms below are equipped with or to handle the following items:

Please reserve the room that is best suited to your needs.

• Room D Capacity: 20 Dimensions: approx. 19’ x 23’
• Brown Dining Hall Capacity: 375 Dimensions:
  approx. 72’ x 86’ (banquet capacity is 250 max)
• Bede Ballroom Capacity: 150 (banquet setting) Dimensions: approx. 48’ x 66’

Catering can also be taken to other rooms on campus that may be more useful for business presentations and meetings. Contact Plant Services to find out about a room that may better suit your event.

Decorating
Please assign someone to set up and take down all personal decorations, including candles. Use of adhesives in decorating is not permitted. The University of Minnesota, Crookston Dining Services will be responsible for the room arrangement, place settings, set up and clean up of everything but the personal decorations.