Reservation Policy
Any University recognized organization/department that is not charging for the event may reserve Memorial Union meeting space at no cost. Non-University Organizations are welcome to reserve meeting space for a nominal fee.

Booths 1- 5 (located on the second floor) are reserved for University recognized organizations (only). Booths may be reserved for three days during any one week or once a week for three weeks. Reservations for the spring semester may be placed on October 1 and for the fall semester reservations may be made on April 1.

Student Social Events
Any student social event with an attendance of over 50 guests, whether open to the public or private, MUST BE REGISTERED with the Student Event Advising (SEA) Office of the Memorial Union.

University Event Cancellations
To meet the needs of our community, we kindly request that meeting room cancellations be submitted in writing 72 HOURS in advance of the reserved start time. Failure to cancel a reservation may result in loss of meeting privileges, and the organization may be charged for the costs incurred by the event’s preparation. Events/promotions with zero attendance after 1 hour will be considered a cancellation, and the Union reserves the right to release the space.

Non-University Event Cancellations
To receive a full refund, a cancellation notice must be made in writing no later than 30 days before the event.

Deposits and Payment
A 50% deposit of all estimated costs is due 30 days from the time of booking, and the final balance is due on the day of the event.

Insurance
Due to liability concerns, the University reserves the right to require specific insurance coverage types and limits for activities sponsored by an off-campus organization. Upon request, proof of this coverage must be supplied no later than 30 days before the event.

Food and Beverage
URI Dining Services must provide all food and beverage catered in the Memorial Union. Arrangements for orders may be made directly by calling the URI Catering Manager at 401.874.4331.

Public Safety
Depending on the nature of the event, functions over 100 guests may require a University Police Officer and an Event Manager/Staff Person. Events over 400 guests may require a Kingston Fire Person and a URI Safety and Risk Technician. That determination will be made at the time of booking.

All events with police, fire, and safety personnel should estimate a cost of $35.00 per hour/per service person, with a four (4) hour minimum.

An Event Manager will be billed at $15.00 per hour for University Events. Additional housekeeping charges may be assessed due to the size of the event or due to post-event clean-up.

Early and Late Closings
There are special fees for opening and closing the facility beyond the regular hours of operation. All organizations and departments will be charged $15.00 for each hour and staffing charges.

Signs and Decorations
No signs, decorations, props, or exhibits shall be affixed to any item on the premises, including, but not limited to, floors, walls, ceilings, and furniture. Exceptions will be considered on an event-by-event basis. Permission must be obtained from the Memorial Union Operations Office or the Building Manager.

Approved decorations for use in or on the Memorial Union must be flameproof. No thumbtacks, staples, or tape (except for blue painter’s tape) may be used on painted or varnished surfaces.

The organization or group booking the facility is responsible for removing all approved signs, decorations, props, exhibits, or like articles. A charge will be assessed by the Memorial Union Operations Office if items are not removed by the end of the designated time or if any damage has been done.