Effective: April 11, 2019 Updated: December 6, 2019
1.1 This policy is intended to facilitate the fair allocation and efficient use of facilities within the William Monroe Trotter Multicultural Center (TMC) and to provide for the uniform and consistent administration of TMC facility usage.
1.2 This policy applies to the temporary use of the William Monroe Trotter Multicultural Center that is made available for meetings, activities, and events.
1.3 As used in this policy,
(a) “TMC” refers to the William Monroe Trotter Multicultural Center.
(b) “Fundraising” means (1) charging admission, (2) conducting a sale, or (3) soliciting contributions at an Event where one of the purposes of the Event is to obtain funds.
(c) “Event” means any use or planned use for no more than five consecutive days of the TMC facility.
(d) “Group” means an entity reserving TMC space.
(e) “MESA” refers to the Office of Multi-Ethnic Student Affairs.
(f) “Student Organization” is defined as a student organization currently registered with the University of Michigan’s Center for Campus Involvement (CCI) as a Voluntary Student Organization (VSO) or Sponsored Student Organization (SSO) and in possession of an account with Student Organization Accounts Services (SOAS).
(g) “SOAS” refers to Student Organization Accounts Services, with whom registered Student Organizations must have an active account in order to reserve the TMC facility.
(h) "University Affiliate" refers to an individual student, staff, or faculty member independent from a Student Organization or University of Michigan unit.
(i) "Non-University Affiliate" refers to any individual who is not affiliated with a University of Michigan unit.
2. GENERAL GUIDELINES
2.1 The TMC Administrative Staff is the official entity responsible for coordinating the use of the TMC. All requests for the use of facilities must be submitted to the TMC Administrative Staff or their designee[s].
2.2 The TMC facility is reserved in the order in which requests are received, with consideration given to the size of the Group, type of program, and space available with exception given to Student Organizations as described in section 4.1 and 4.2 of this policy.
Advertising an Event prior to Event confirmation is prohibited.
The TMC may assign, and if necessary, re-assign rooms to ensure the maximum and most appropriate utilization of the TMC. If the Administrative Staff reassigns a room, they will contact the affected Group within a reasonable period of time.
2.3 In consultation with the Office of the Registrar, TMC Administrative Staff may make the TMC available for University courses.
2.4 Student Organizations and university departments are permitted to engage in Fundraising during Events held at the TMC, provided that all revenues generated by such Fundraising are applied towards an internal organization at the University of Michigan, such as the activities of the sponsoring Student Organization or university department.
2.5 Requests for sales, fundraising, or solicitations may be brought before the TMC Administrative Staff for consideration. Otherwise, no group may engage in Fundraising during Events held at the TMC.
2.6 All advertising for sales or solicitations sponsored by departments or Student Organizations must prominently display the name of the sponsoring department or Student Organization.
2.7 Use of the kitchen facilities must be approved by the TMC Administrative Staff.
2.8 All food, beverages, and associated catering equipment must be provided by either Michigan Catering or an approved restaurant or catering organization identified on the TMC website. Please see the Trotter Multicultural Center website for a current list of approved caterers.
2.9 With permission and supervision from the TMC Administrative Staff or its designee[s], Groups may decorate their reserved space for the duration of their reservation as described in Section 7 of this policy. Groups will be charged for any damage to the room or special cleaning as a result of this decoration.
2.10 Setup changes need to be requested one (1) week in advance. All requested room configurations must comply with room capacity limits.
2.11 Service Animals, as set forth under the Americans with Disabilities Act, for guests with disabilities are welcome in the TMC. All other animals, including emotional support animals, are not permitted inside the TMC.
2.11 The TMC may require fire, police or other security personnel for Events in the facility. Need for such personnel shall be determined based on the time, place, and type of Event, along with consideration of any relevant safety and security concerns. Security personnel may also be provided at the request of the sponsoring organization. Requests for security personnel shall be made at least twenty-eight (28) days prior to the Event. Security cannot be guaranteed if requested less than twenty-eight (28) days in advance, and Events requiring security coverage will not be permitted if adequate security is unavailable. No security may be provided from agencies outside of U-M Division of Public Safety and Security (DPSS) without their approval.
2.12 All Groups using the TMC shall obey all published University and TMC policies, regulations, and guidelines in addition to all local, State, and Federal laws.
2.13 The Group sponsoring an Event in the TMC may determine the participants at the Event. The sponsoring Group is solely responsible for the actions of the participants, TMC policy is to call DPSS in the event that any person using the building appears to be under the influence of drugs or alcohol. The TMC staff may remove a person from the building if a staff member judges that the person represents a threat to the safety and security of others present in the building.
2.14 The TMC is a smoke, alcohol, and drug-free facility. Additionally, the usage of e-cigarettes and vaping is not allowed in the facility.
2.15 The TMC is not responsible for any lost, stolen or damaged property belonging to users of the facility. A Lost & Found bin is provided on the premises.
2.16 TMC comports with the First Amendment and other laws and policies that protect speech including the University of Michigan policy on Freedom of Speech.
3. RESERVING THE TROTTER MULTICULTURAL CENTER
3.1 A Group may reserve the TMC by submitting an online request form via the Trotter Multicultural Center website or by contacting the Conference & Events Services Office during normal business hours.
3.2 Reservations must be completed and confirmed no less than 48 hours prior to Event.
3.3 All Event reservations must end at least 30 minutes prior to the end of building operating hours.
3.4 In order to ensure that organizational funds are committed appropriately for an affiliate, an authorized signer is required to confirm the reservation.
Student Organizations must have the funds necessary to cover all estimated charges deposited in their account at the SOAS office prior to the final confirmation of the Event.
Any Event scheduled in the TMC will be canceled if the funds are not deposited appropriately at the SOAS office.
3.5 Non-University Affiliates must make applicable payments through the Conference & Events Services Office. Payments should be made at least five (5) business days prior to the Event.
3.6 University departments must provide the appropriate account number and the name of the authorized signer in order to reserve the facility.
3.7 Groups must abide by the University of Michigan Dance and Party Policy.
4. ADDITIONAL SCHEDULING CONSIDERATIONS
4.1 Reservations are granted on a first come, first serve basis. TMC may remove and/or reschedule any Event in order to host a TMC-sponsored Event.
Trotter Multicultural Center will provide identity-based Student Organizations (e.g. Black Student Union, Native American Student Association, Muslim Student Association, Arab Student Association, United Asian American Organizations, La Casa) in good standing early access to reservations for reservable space in the TMC. Early Access reservation refers to academic year room reservations which can begin in the Winter semester prior to the start of the new academic year.
To be an identity-based Student Organization in good standing with the Trotter Multicultural Center, organizations must have a relationship with Multi-Ethnic Student Affairs (MESA). This relationship can look different based on the needs and goals of the Student Organization, but could include:
Sponsored Student Organization (SSO) with MESA
Voluntary Student Organization (VSO) with informal support from MESA
MESA Program Manager advises the Student Organization
MESA Program Manager as an informal advisor or serves as support to the Group
Participation in a MESA Heritage Month Planning Committee
No guarantees will be made to specific reservable spaces in the TMC (e.g. Sankofa Lounge, Multipurpose Room).
4.2 After early access reservations have been completed, reservation access is granted to organizations in this order of priority: Student Organizations, Campus Units, and Non-University Affiliates (e.g., non-profit and for-profit organizations).
Room reservations for Events that align to TMC’s mission and vision which include themes of social justice, culture, diversity, equity, and inclusion are prioritized for each of the aforementioned organizational categories. (See TMC website for full mission statement.)
4.3 Scheduling requests beyond the scope of this procedure may be brought before the TMC Administrative Staff for special consideration.
5. HOLD POLICY
5.1 A Group may put a room on “tentative hold” for up to one week.
5.2 A “tentative hold” may be challenged by a Group desiring to definitively reserve a room at a date and time that overlaps with the “tentative hold.” At the time the “tentative hold” room is challenged, the Group tentatively holding the room must either confirm or release the room.
6. CANCELLATIONS AND NO-SHOWS
6.1 Cancellations must be reported to the TMC Administrative Staff ten (10) days prior to the Event. University department and Student Organization Events must be canceled by an authorized signer from the department or organization. Failure to do so will result in the assessment of a cancellation fee. For student organizations, this fee will be $75.00. For all other departments/organizations, the fee assessed will be equal to the agreed upon room rental fee.
6.2 All Groups will be held responsible for all charges incurred by any financial or contractual commitments made to facilitate the Event.
7. DECORATIONS, EXHIBITS, AND DISPLAYS
7.1 Decorations and/or displays must not compromise public safety or increase the risk of property damage.
Groups utilizing decorations, exhibits or displays must arrange for labor.
Stay within posted fire capacities.
Maintain access to fire exits, no blocking of exit doors or needed egress areas.
Special Effects equipment such as smoke, haze, fog and fire machines, sparklers, etc. are not permitted.
Candles are strictly prohibited.
Use of adhesives, hydrated beads, glitter, sand weights, confetti, rice, dance wax, powder, gel beads or similar materials is strictly prohibited.
Decorations may not be attached to ceilings, light fixtures, walls, floors, woodwork, draperies, windows, curtains or any painted or papered surface unless approved by the TMC Administrative Staff or its designee[s].
7.2 Any special needs or specific methods for placing decorations, exhibits, and displays beyond the scope of this procedure must be approved by the TMC Administrative Staff or its designee[s] prior to the Event date.
7.3 All Groups are responsible for the set-up and clean-up of their Event unless a prior arrangement has been established.
7.4 Decorations, exhibits and displays must be removed immediately following the Event or activity unless other arrangements have been approved by the TMC Administrative Staff or its designee[s]. If it becomes necessary for staff to remove materials left by a Group, the sponsoring organization will be billed for all costs of removing the materials.
7.5 The individual/Group scheduling the Trotter Multicultural Center is financially responsible for the reservation and any damages or additional cleaning resulting from the Event.
8. RENTAL RATE CATEGORIES
8.1 The following categories shall be used in determining room and equipment rental rates for the TMC:
(A) Student Organization (CCI-registered student organizations with a SOAS account)
(B) University Departments
(C) Community Organizations (e.g., 501c3 Non-Profit Organizations)
(D) Commercial Groups (e.g., For-Profit Corporations)
9.1 If any group violates any part of this policy, they may be sanctioned up to and including loss of scheduling privileges.
10.1 There is no parking available at TMC. There will be no blocking of emergency entrances and rampways, and no parking in the designated delivery/loading zones. Users who do so risk being ticketed and towed at their own expense.
11. STANDARDS FOR REVIEW
11.1 This policy shall be reviewed by the TMC Administrative Staff on an annual or as-needed basis.