Event Guidelines

UND recognizes the positive impact of social engagement and participation in campus activities. UND will strive to provide students, faculty, staff and campus visitors with opportunities to engage in campus events outside the classroom. Event plans may need to be adjusted as conditions change to support the health and safety of the campus community.

Campus Activities & Events Guidelines

The expectations for events held on-campus are consistent with UND’s policies and procedures.

• Campus events include all group activities, public lectures, symposiums, workshops, trainings, conferences, concerts, orientations, internships/co-ops and other campus activities held on-campus.
• An event approval form must be completed for all events held in or on UND-owned property and all virtual/remote events. Please adhere to the Event Policy and complete/submit Event Approval Form at least two (2) weeks prior to the event.
  • Academic courses and department/staff meetings are not considered campus events and do not need to have Event Approval Forms submitted.
• Event Approval Forms must also be submitted for UND-sponsored events held at off-campus locations (e.g., the Alerus Center, the Empire Arts Theater, etc.).
• UND-sponsored events held at off-campus locations must also be approved by the respective dean, director or vice president and they must follow the respective UND policies and procedures.

FAQs

Event approval forms should be received by the Office of Safety at least two (2) weeks prior to the event as campus event guidelines are frequently changing.

What is the event approval process?

Event approval requests should be submitted at least two (2) weeks prior to the date of the requested event. The Office of Safety reserves the right to deny requests not received at least two (2) weeks in advance.

Location reservations must be arranged prior to submission of the form in order for any review to occur.

Event request forms are reviewed no earlier than one-month prior to the event date, no matter how early they are submitted. Once the committee reviews the form, a response will be sent as early as two business days to the event contact/coordinator and building contact. Additional information may be required prior to final approval, such as certificates of insurance, permits, licenses, certifications, etc.

Are therapy animals allowed?

Yes, therapy animals may be allowed. Make arrangements as applicable for departmental/location approval/reservations. Animals must be approved through special request and require the following documentation to be current with the Office of Safety:

1. Proof of certification with a copy of the membership card updated annually
   ( e.g., Alliance of Therapy Dogs, Pet Partners, etc.)
2. Proof of insurance for the therapy animal
3. Proof of animal's current vaccinations

Are non-University sponsored events allowed?

Yes, non-university sponsored events are allowed. Make arrangements as applicable for departmental/location approval/reservations.

What are the food serving guidelines for events on campus?

When food is provided during an event, designated individual(s) are required to serve the items to attendees, as well as wear gloves and a mask, to protect the health and safety of the attendees. It is the responsibility of the event coordinator to designate individual(s) for this task. For example, if pizza is delivered to the venue the event coordinator must make serving arrangements.

If pre-packaged food items are provided for the event, self-service and grab-n-go are acceptable means of distribution.

All items served for events must be supplied from a licensed food vendor, i.e. Hugo's, Walmart, Sams, licensed restaurant. Homemade items are not allowed.

Where is the appropriate space to hold an event?

The preferred location for events is the Memorial Union. University members may also consider other non-academic spaces.

The space within academic and administrative buildings are prioritized for the departments within their units. Areas outside of these spaces are only to be considered when the Memorial Union or other appropriate space is not available.

Once the event is approved, how is building access obtained?

If the requested event is outside of normal business hours (Monday through Friday, 8:00am - 4:30pm), it is the responsibility of the building contact to schedule building access. It is then the responsibility of the event sponsor/contact to ensure the building contact has requested EDA and/or key access scheduling. Otherwise, the building will remain locked and access for the event will not be granted.

If the event is approved and outside of normal business hours (Monday through Friday, 8:00am - 4:30pm), there may be a requirement to have a UND staff/faculty member present at the time of the event. The Office of Safety will state if this is a requirement at the time of review/approval.

Are there guidelines for UND events hosted off-campus? Do they require an Event Approval form?

UND-sponsored events held at off-campus locations must be approved by the respective dean, director or vice president and must follow UND policies and procedures. An event approval form must be submitted for any UND sponsored event, as there may be insurance needed or a liability exposure related to the event.

All employees attending an off-campus event within the scope of their employment and/or representing UND in any capacity must follow UND policies and procedures.