Kansas Union and DeBruce Center

Event Policies

The KU Memorial Union (Kansas Union, Buge Union and DeBruce Center) establish space utilization policies to ensure guest comfort and safety and efficient building management. As such, organizations sponsoring events that fail to comply with policy, following a warning, may lose booking privileges.

If you have any questions about Event Services policies, you can contact us by email (eventservices@ku.edu) or phone (785-864-4651). The KU Memorial Union reserves the right to change policies without notice.


Alcohol Policy

Under circumstances permissible by State Statutes and Regulations of the Alcoholic Beverage Control Commission, official University academic and administrative units and University affiliated organizations may serve alcoholic liquor at approved events in designated non-classroom areas on the University campus.

Alcoholic liquor service may only be provided at campus events that are related to legitimate functions of the University. Such events cannot be opened to the general public and only members of the sponsoring organizations, their spouses and invited guests may participate. Such events may not be of a commercial nature, but rather occasions which are luncheons, dinners or receptions in honor of certain individuals and which occur in connection with official University events and/or fundraising activities for University programs. A copy of the complete University Policy or the Alcoholic Beverage Request form is available online or from the Union administrative office.

KU Catering Guide (Includes Bar Prices)

Alcoholic Beverage Request Form

Ballroom (Kansas Union) and Special Forum Events (Burge Union) Policy
The sponsoring organization must provide information on stage setup needs. Unauthorized alteration of the stage setup is prohibited due to safety and liability concerns. If a special stage setup is needed, additional fees may apply.
Banners

Banners may be hung from the ceiling hooks on Jayhawk Walk in the Kansas Union. All banners must promote university-related events; priority given to events held in the Union. Only registered campus organizations or university departments may use banners to sponsor events. Banners must be professionally made and approved by the Union.

Indoor banners on Jayhawk Walk: $10/day, minimum of $20; maximum size: 2’ high x 15’ wide. Grommets (with ½” holes) should be placed (at minimum) in the upper left and right corners of the banner. Printing may be on both sides. Time limit is one week. No paper banners will be allowed unless laminated.

Billing of Charges

An invoice will be sent following the event. All charges should be paid within 30 days after receipt of an invoice. For questions, call 785-864-4687.

Any organization with past due accounts (past 60 days) will be denied access until past due bills are paid in full.

Bulletin Boards

The Kansas Union has two public bulletin boards. One is located near the southwest stairs on Level 3; the other is located in the south main entrance. Flyers and notices may be posted in both locations. The boards are cleared on Fridays. Flyers may not be posted on walls and/or doorways, in restroom stalls and/or elevators, nor left in stacks in the building. Clean-up fees may be assessed to organizations violating the posting policy. Materials left in the building will be removed and discarded.

Cancellation Policy

Cancellation Deadlines

A group may cancel its meeting room reservation without charge or penalty up to the end of the business day prior to their event. For example, a 7 p.m. reservation on a Friday must be cancelled by contacting the Event Services Office (864-4651, eventservices@ku.edu) no later than 5 p.m. on the preceding Thursday. Please note the Event Services Office is open 8 a.m.-5 p.m., Monday-Friday. Weekend cancellations must be communicated by 3 p.m. on the preceding Friday.

Cancellations Involving Catering

Event cancellations that include catering services require at least 72 hours’ notice or charges will be assessed.

Cancellation Fees

Any fees (room and equipment rental, personnel charges, catering, etc.) associated with a reservation will be assessed if a cancellation for space does not meet the deadlines listed above.

No-Shows

When a group or individual does not utilize a meeting room reservation and does not communicate to the Event Services Office in the timely manner described above, the group or individual has committed a “no show” and is subject to the following: Student Organization, University Department Events, or KU Individuals. A warning is issued upon the first occurrence during a semester and documented on the reserving group's account. Upon a second no-show all remaining semester reservations for the group will be canceled and no additional reservations will be permitted during the remainder of the semester. Off-Campus Organizations or Individuals. These entities are responsible for all charges for room rental as well as any services associated with the event such as audio/visual equipment and catering if the reservation was not canceled within the parameters listed above.

Multiple Room Reservations

The KU Memorial Union provides event space to the KU community and beyond. Our mission requires careful management of this finite resource to ensure the fullest access by KU students, faculty and staff. To that end, the following policy has been created: For groups holding multiple rooms on a particular date, cancellations for all or part of the reserved space must be received at least 60 days prior to the event date. Cancellations received within 60 days of the event date will be assessed the university room rental rate for the cancelled spaces. Registered student groups are excluded from this policy.

Right to Cancel

The KU Memorial Union reserves the right to cancel a reservation if it conflicts with the general policies of the University regarding meetings on campus or in case of an emergency.

Candles

Candles used in the building must be approved by the KU Memorial Union. Candles must not drip nor smoke and must be enclosed in holders to catch any wax. Tapers with paper ring holders are not permitted. Wax cleanup charges will be billed to the group.

Chalking
  1. University units and student and campus organizations that are registered with the Student Involvement and Leadership Center are permitted to chalk on the property of the University or its affiliate organizations in order to publicize events they are sponsoring or to promote student participation in University events. Any other individual or group wishing to chalk on the property of the University or its affiliated organizations must obtain permission in advance from the University Events Committee. Chalking by unauthorized individuals or groups is subject to immediate removal and the individuals or groups responsible may be charged for the cost of cleanup.
  2. Chalking is permitted on horizontal paved/concrete, uncovered campus sidewalks. Only water-soluble dry stick sidewalk chalk may be used. Aerosol spray chalk is not permitted. Chalking on covered sidewalks, stairways, curbs, or stair risers, on brick surfaces, on buildings, benches, planters, trash containers, pillars, any vertical surfaces, or anything other than the paved/concrete, uncovered sidewalks mentioned above is not permitted.
  3. All other chalking is subject to immediate removal and the individuals or groups responsible may be charged the cost of cleanup. Student groups that are registered with the Student Involvement and Leadership Center may also lose their registered status if they violate this policy.
  4. A member of the University community who chalks on the property of the University or its affiliated corporations in violation of this policy is subject to applicable University disciplinary proceedings.
  5. Any person who is not a member of the University community and who chalks in violation of this policy on the property of the University or its affiliate organizations also may be charged with violation of a criminal offense under state law for criminal damage to State property.
Changes in Reservations

Changes should be made at least two days before the event. The KU Memorial Union reserves the right to reassign space to meet campus needs. For last minute room changes, or when notification cannot be made in time, Union staff will post signs directing people to the correct room.

Cleaning/Damage Fees

Additional charges may be added for cleaning and repairs. This includes but is not limited to carpet cleaning if spills occur, wall repairs if decorations are attached to the wall, and other repairs resulting from accidents or abuse. Applicable repair or replacement costs will be billed for any equipment damage. Neither glitter nor confetti are permitted in the Kansas Union, Burge Union, or DeBruce Center.

Collection Areas

The KU Memorial Union offers a donation collection area available to be reserved for up to 14 consecutive days by registered student organizations and university departments under the following circumstances.

The collection receptacle:

  • may not exceed 21” in depth and 28” in width.
  • has signage that identifies the sponsoring organization/department as well as the organization the proceeds are to benefit.

Management responsibilities include daily collection and monitoring by the organization/department to assure the receptacle does not overflow or collect unwanted items. Failure to meet these protocols will result in the immediate removal of the receptacle and suspension of further reservations of these locations in the future.

The Kansas Union location is across from the Union Programs Office on level 4.

Decoration

Notify the reservations staff in advance of any decorating plans. All exits must be free of obstruction; exit signs must remain clearly visible. All paper materials must be fire retardant. The building engineer must approve any extensive electrical power demands. Nothing is to be driven into walls, floors, ceilings or tables. Tape or glue that damages any surface must not be used. Do not use duct tape on floors. All decorations must be removed by the conclusion of the event. No use of glitter or confetti. The sponsoring organization will be charged for any damages associated with their event.

Deposits

The KU Memorial Union provides event space to the KU community and beyond. Our mission requires careful management of this finite resource to ensure the fullest access by KU students, faculty and staff. To that end, the following policy has been created.

For any event when room rental is assessed, a nonrefundable deposit will be required in order to secure a reservation for space. The nonrefundable deposit will equal the total room rental charge due, with the deposit not to exceed $500. The deposit will be applied to any charges associated with your event.

Entertainment & Vendors

The KU Memorial must be notified of all entertainment and outside vendors for events. The KU Memorial Union reserves the right to regulate the volume of any entertainment in our event spaces. A copy of all entertainment technical requirements and all outside vendor contracts must be supplied to the KU Memorial Union.

Extended Hours

Selective Opening Charge, Kansas Union, Burge Union: $500, to open the event facility on a day when it is normally closed. Add additional extended hours charges at $50/hour if over 8 hours.

Extended Hours Charge, Kansas Union, Burge Union: $50 per hour, to open the building early or stay after normal closing time. Minimum $25 fee. Requests for extended hours must be submitted at least 1 week prior to the event date.

All events must end no later than 12 a.m. Events ending past 12am are subject to Late Night Event policy requirements; see the Late Night Event section for details.

Selective Opening Charge, DeBruce Center: $1,000, to open the event facility on a day when it is normally closed. Add additional extended hours charges at $50/hour if over 8 hours.

Extended Hours Charge, DeBruce Center: $100 per hour, to open the building early or stay after normal closing time. Minimum $50 fee. Requests for extended hours must be submitted at least 1 week prior to the event date.

All events must end no later than 12 a.m. Events ending past 12am are subject to Late Night Event policy requirements; see the Late Night Event section for details.

Food Policy

The University of Kansas Food Policy requires that any food/snacks sold or given away on campus be prepared by KU Dining Services (the University's licensed, health-inspected facilities). Exceptions to the University Food Policy require the approval of the Provost.

No food or beverage acquired outside of the KU Memorial Unions may be served at events held in the KU Memorial Union facilities unless the sponsoring group has been approved for an exception to the University Food Policy. Food exceptions are typically granted when the type of food appropriate to the event (often when a particular culture is being celebrated) is not offered by KU Dining Services.

Policy Guidelines

Request Form

Inclement Weather

On days with extreme weather conditions that may result in campus closures, our office will contact you with a deadline cancellation time. Events cancelled within the designated time frame will incur no charges. All other cancellations may be subject to cancellation fees equal to room rental at the university rate for reserved spaces.

Individual Usage of Meeting Space

Individual reservations are available for current students, faculty and staff and are limited to the alcoves located on level 3 of the Kansas Union.

  • All food and beverages served in the Kansas Union must be furnished by KU Dining Services. Contact Whitney Fox, Union Catering Coordinator, wlfox@ku.edu, 785-864-2444, during regular business hours of 8 am to 5 pm if you wish to place a refreshment order (see refreshment list) for your session.
  • Please note that the Union’s room cancellation policy applies to these spaces. Failure to cancel reservations at least 24 hours in advance may result in the loss of future booking privileges.
  • All reservation requests are subject to approval. Requests will be processed between 8 am and 5 pm, Monday through Friday. If you would like to request same-day space usage after 5 pm or during the weekend, call the Union Events Services staff at 785-423-7128 to check room availability.
  • Policies for meeting room usage apply.
Internet Access

Wired: A limited number of rooms have wired internet connections. Users are responsible for providing their own computer equipment and software. Connecting cables will be supplied by the KU Memorial Union. Time should be set aside before the event to check the connection.

Wireless: The Kansas Union, Burge Union, and DeBruce Center offer wireless internet access in all public and reservable locations. There are three wireless networks available. The “Jayhawk” network requires a KU online ID to access. The “Guest” network does not require a KU Online ID but does require an acceptance of terms. The “Guest” network is restricted to internet browsing only (http protocol).

For event or conference guests who do not have a KU online ID, Event Services can generate online IDs for the KU “Passport” network. A single Passport network log-on may be used by multiple guests during an event. Passport log-ons must be requested in advance by an event coordinator.

Late Night Events

After hours dances and concerts will require approval from the Office of Public Safety and the University Events Committee. See the UEC Guidelines.

Requests must be made at least 17 days before the event. For a copy of the full Late Night Event policies and procedures, see the Late Night Event Guidelines.

Major Events

A major event is defined as a function that impacts multiple campus units and presents a significant risk to public safety. Major events may include, but are not limited to, live music shows, comedy acts, concerts, conferences, meetings, lectures and dances. Such events must be consistent with the Board of Regents conditions for use of campus facilities as follows:

  • State university facilities and grounds shall not be made available for fund raising events for any candidate, party committee or political committee, or for filming or otherwise producing partisan political advertisements.
  • Except as prohibited above, university facilities may be made available for the purpose of holding political meetings, or public forums, provided there is no interference with regularly scheduled functions, the person requesting the space can clearly demonstrate that there is not otherwise available a reasonably suitable facility in the community, students are permitted to hear the speakers without charge, and payment of the regular fees for use of the facilities is made in advance of such use.
  • Use should be reasonably related to the institution’s mission.

Procedures:

Requests for a function that meets the above conditions must be provided to KU Memorial Union Event Services office at least 30 days prior to the requested event date. Requests must include the following as applicable:

  • sponsoring University of Kansas (KU) department or registered student organization
  • contact information
  • event description
  • anticipated attendance to include a ratio of current KU faculty, staff and students to non-affiliated individuals
  • admission fee, if any
  • technical requirements
  • public safety concerns
  • recent history of similar event/function/bookings
  • special needs for the performers, vendors and setup crews

University Events Committee (UEC) approval is required for a major event.

The KU Memorial Union reserves the right to reject, move or cancel events that compromise the safety of the KU community and/or the physical property of the University of Kansas and its affiliates.

The KU Memorial Union retains the right to preserve the safety of individuals, the protection of property and the continuity of operations including maintenance of entrance to and egress from offices, meeting rooms, corridors, stairways, elevators, retail areas, etc.

The following items are not permitted in proximity of major event venue, except by public safety officials - helmets, sticks, protective gear, mace, pepper spray, open flames, bottles, knives and other items that might pose harm to any person(s) and/or incite violence.

Compliance with all applicable Union and University of Kansas policies, procedures and codes as well as all applicable city, state and federal laws is the responsibility of the sponsoring university department or registered student organization.

When public safety concerns are present, the University of Kansas, Office of Public Safety will provide a security protocol and cost that will be the responsibility of the sponsoring university department or registered student organization.

Management of Meeting Space

The KU Memorial Union is responsible for the space management of the Kansas Union, Burge Union, and the DeBruce Center. To that end, the lobbying or coercion of reservation holders by organizations seeking space in either facility will not be tolerated and may result in the revocation of space reservation privileges by the organization.

Media Guidelines

Media Guidelines and Practices Requirements for film, video and photography permissions on campus:

The university requires prior permission for use of the university’s property or image in commercial or other non-university film, video or photography projects.

  • Marketing Communications will facilitate the request with appropriate offices and units, such as the University Events Committee, Trademark Licensing, General Counsel, Parking and Transit and Public Safety.
  • Entities seeking access to the campus or campus buildings for such purposes should submit their requests to Marketing Communications well in advance of an anticipated shoot date.
  • Marketing Communications will be the point of contact for communicating general required procedures to the requesting entity.

The complete university policy can be found here.

Misc. Services
Special Personnel Charges (need advance notice)
A/V technician $25 per hour
Custodian $25 per hour
Electrician $35 per hour
Event Supervisor $25 per hour
Projectionist $25 per hour
Piano Tuner $100 per piano
Setup Charges
Special Stage Setup $75  
Table Cover $10 each
Unauthorized Room Reset $25 per hour (labor), min. $50 (see standard setups below)
Movies & Copyright

When you want to show a film in the Union, you will be asked to provide proof that you have obtained permission (the “rights”) to show that material. To do it right, please read I Want to Show a Movie!

One Contact Person

To assure the best communication possible, one contact person should be designated to make the arrangements for the group to avoid conflicting details.

Parking Passes

Parking passes for the Mississippi Street or Allen Fieldhouse Garages may be purchased for events. A two weeks’ notice is recommended. The parking rate is $1.75 for the first hour; $1.50 for each subsequent hour.

Passes with QR codes will be generated by KU Parking & Transit and emailed to the event planner for printing and distribution to their guests. The event sponsor will be billed for the actual garage usage times by their guests. Any unused passes may be turned in to Event Services for disposal or disposed of by the event planner.

More information on event parking is available here.

Political Activity

Because the University is a state-supported institution, there are certain state laws, Board of Regents policies, and University policies that govern the ways in which members of the University community may participate in partisan political activity and use University resources in support of such activities.

Use of public funds, equipment, vehicles, supplies, and paid time of employees

State law specifically prohibits use of these resources to advocate the nomination, election or defeat of candidates for state office. For example, an individual who wishes to distribute a letter in support of a given candidate or cause or to schedule a fund-raiser may not use University computers, letterhead, email, copiers, fax machines or other equipment to produce it, nor may this be done on state time. Employees who wish to campaign for a given candidate may do so, but they must take annual leave or do so on their personal time. State law also prohibits state officers or employees from using their authority or influence to compel membership in, or contributions to, a political organization.

State employees, public office, and political party positions

Board of Regents policies specify the conditions under which University staff may accept public or political party positions, run for public office, or serve in the state legislature or the U.S. Congress.

Individual political activity

Board of Regents policy specifically notes that "...personnel are free to express opinions speaking or writing as an individual in signed advertisements, pamphlets ... in support of or opposition to parties and causes" but stresses "the commensurate responsibility of making plain that each person so doing is acting for himself and not in behalf of an institution supported by tax funds drawn from citizens of varying political and economic views."

Use of campus buildings

State facilities may not be used for fund-raising events for candidates or parties. According to Board of Regents policies, KU facilities may be made available for holding political meetings if there is no interference with regularly scheduled functions, there is no suitable facility available elsewhere in the community, students are permitted to hear the speakers without charge, and sponsors pay in advance the fees for use of the facility.

Introducing politicians and candidates

Political office holders or candidates are not to be introduced or recognized on campus unless they are participating in a campus event.

Handbills

Distribution of political handbills is prohibited in areas devoted primarily to instruction or study and at the immediate sites and times of enclosed public events such as football games, Lied Center performances or University Theatre performances.

Campus mail

Use of campus mail for political purposes is expressly prohibited.

Electronic mail and broadcast email

KU email, including broadcast email, cannot be used for: political purposes such as support of candidates or causes; fund-raising; commercial purposes; personal financial gain; or support of outside organizations not authorized to use University facilities. The University does permit its use to provide students with voter registration information, as Federal law requires that universities provide all students with this information. It is inappropriate for an individual to use his or her campus email to invite colleagues to a fund-raiser for a political candidate or to encourage support of a particular candidate, position, or cause. However, registered student or campus organizations such as the KU Young Democrats or the College Republicans may use their list-serves to notify their members of meetings, speeches or rallies. See the complete electronic mail policy here.

Bulletin boards

The Kansas Union has two public bulletin boards. One is located near the southwest stairs on Level 3; the other is located in the south main entrance. Flyers and notices may be posted in both locations. The boards are cleared on Fridays. Flyers may not be posted on walls and/or doorways, in restroom stalls and/or elevators, nor left in stacks in the building. Clean-up fees may be assessed to organizations violating the posting policy. Materials left in the building will be removed and discarded.

Other postings

Information may not be posted on walls, exterior doors, chairs, utility poles, bus stops, newspaper distribution boxes or other surfaces that are not designated for such purposes. Such materials are subject to immediate removal without notice to the sponsor, and the sponsor may be billed for costs related to removal, clean up or repair. See https://documents.ku.edu/policies/provost/BulletinBoardsUseof.htm for further information.

Signs and posting in Student Housing facilities

Residents may submit signs to the hall front desk to be posted on bulletin boards. Otherwise, no signs, bills or fliers of any type may be posted. A removal charge may be assessed to residents who violate this policy.

Solicitations in residence halls

No solicitation, political or otherwise, is allowed in Student Housing facilities. This includes distribution of fliers and door-to-door canvassing, which must be approved by the University Events Committee and the Complex Director.

The policies are available in more detail here

Application for Political Use of University Facilities

Full details on Political Policy at KU here.

Rain Sites

Registered student organizations and University departments may reserve a rain location for events at the university room rental rate. Non-KU groups will be charged at the standard room rental rate. Rain location charges are prepaid and non-refundable. The final determination of the location for the event must be made no less than six (6) hours prior to the start of the event.

Rain sites are not permitted for events where control of room capacity and prohibited items (non-Union food, alcohol and other beverages) cannot be maintained. Rain sites for outdoor major events, especially events without a ticket system, cannot be accommodated.

Rallies, Protests and Demonstrations

The purpose of this operating policy is to establish procedures for rallies, protests, demonstrations and public assemblies (hereafter “activity”), that allow for the freedom to assemble and exchange views without disrupting the mission or daily functions of the KU Memorial Union. Subject to the reasonable restrictions set forth below, an individual or group wishing to protest at an event may do so as long as such action does not disrupt or obstruct the event, hinder the free expression involved in the event, or preclude the audience’s right to attend or participate in the event.

This procedure applies to KU Memorial Union facilities to include the Kansas Union, Burge Union, and DeBruce Center interiors and the surrounding grounds. The Kansas Union grounds include the areas bordered by Mississippi Street and Jayhawk Blvd to the west and east, respectively; to the parking garage tower and the grounds of Dyche Hall to the north and south, respectively. The DeBruce Center grounds include the green space on the east side of the Center, bordered by Naismith Drive to the north, and, to the south by the walkway that runs from the corner of Naismith Drive and Sunnyside Ave to the south entrance of the DeBruce Center. The hardscape on the west and north sides of the DeBruce Center are also considered part of the DeBruce Center grounds. The Burge Union grounds include the areas bordered by the parking lot 72 on the east side, Irving Hill Road on the north side and Anderson Strength Center sidewalk edge on the south side. The shared walkway between the integrated science building Jayhawk Central, Edwards Campus grounds include the covered sidewalk portico on the west end of the upper level.

Procedures:

Activities are subject to the reasonable restrictions of time, place and manner, as described herein, with such restrictions being applied without discrimination toward the speaker(s) or the content of the view being expressed.

The rights of assembly, free speech and expression do not include unlawful activity or activity that endangers the safety of the campus community or threatens damage to facilities and/or property. In addition, these rights do not permit the disruption of operations or events on Union premises. To clarify expected behaviors, the following parameters have been established:

  1. The activity must be lawful, and may not violate or conflict with Union and University policies or local, state and federal laws. This restriction shall not preclude an otherwise compliant activity regarding the subject matter of policy or law.
  2. The activity may not unduly disrupt the mission of the Union as follows: “The mission of the University of Kansas Memorial Corporation (the Union) is to provide and facilitate programs and services which meet the physical, social, and intellectual needs of current KU students and of other members of the university community.”
  3. The activity may not unduly disrupt traffic, either pedestrian or vehicular.
  4. The activity may not be in violation of fire code restrictions such as room capacities and the maintenance of exits and egresses.
  5. The activity may not jeopardize public or individual safety.
  6. The activity may not prevent, unduly obstruct or interfere with the audience’s ability to view, hear, or enjoy a speaker and/or event.
  7. The activity may not include expression that is obscene, defamatory, or constitutes “fighting words”, threats of physical harm or imminent lawless action, to the extent not entitled to protection as expression.
  8. Individuals may not tamper with the publicity for scheduled events in an effort to affect awareness or attendance for the activity.
  9. General safety does not permit signs affixed to poles or sticks. Displays of signs, banners, etc. at events must not be obstructive or interfering in nature and should be confined to the back of the hall or room.
  10. The activity must not disrupt other events or activities concurrently occurring on union premises.
  11. The individual(s) reserving Union space is responsible for the activities in that space and should request intervention from the Unions and/or KU Public Safety if the organizers find they are unable to maintain order and continue activities due to the disruptive behavior of others.

Solicitation areas have been designated in Union facilities for free speech purposes. Individuals must remain behind assigned table(s) and must display a sign identifying the sponsoring organization. Amplified sound is not permitted.

Violations of this policy are subject to immediate action by KU Public Safety and/or the Lawrence Police Department. Any police arrests and/or criminal charges of students, faculty, and staff are separate from judicial or disciplinary actions that may be invoked by the Union and/or the University of Kansas.

This policy is effective until canceled or superseded.

Recurring Events

Recurring meetings are scheduled one semester at a time. Registered student organizations may submit requests for one recurring meeting for the next semester on the Monday following fall break week or the Monday immediately after spring break. Student organizations may request additional meeting spaces on the Monday of the third week of classes for the current semester.

Requests for special, one-time events may be considered outside of these time parameters and in consultation with Event Services. Considerations include scope of event, continuity of program coordination and quantity of space requested. Tentative holds will be limited to two dates while planning progresses.

Live music events will be usually be directed to Woodruff Auditorium, Alderson, the Hawks Nest, The Jay and the Kansas Room. Fall semester meeting requests require registering the organization for the new school term. Until the organization is recognized for the new academic year, rooms can only be reserved while the registration process with the Student Involvement & Leadership Center is open. After the process is closed, only student organizations registered with the Student Involvement & Leadership Center can utilize meeting rooms. The Union reserves the right to make room changes in order to maximize building usage.

Rehearsals

For special events and performances in the facilities of the KU Memorial Union, groups may schedule one rehearsal date when making the initial reservation. Additional rehearsal times may be scheduled, space permitting, within two weeks of the event date. Sound checks must be made without disturbance to other groups in the building.

Room Rental Fees

University departments will be assessed room and equipment rental, at the university rate, if either of the following is true. Registered student organizations will be assessed room rental, at the university rate, if either of the following is true:

  • There is an admission charge or registration fee
  • Less than 50% of the people attending the event are current KU students, faculty and staff.

Room rental is reduced 50% for catered meals or formal receptions. Room discounts do not apply to refreshment orders.

Registered student organizations will not be charged room rental when the event participation of non-KU individuals/groups is the result of a service learning opportunity for the student organization's members.

Registered community organizations will be assessed room and equipment rental at the university rate.

Groups requesting access to space beyond the particular event date(s) will be assessed room rental at the university rate for those meeting rooms.

Outside organizations sponsored by university departments and/or registered student organizations may qualify for the reduced university room and equipment rental rates. See Sponsorship of non-KU Groups.

See room descriptions/rates.

Sales Events

All sales occurring in KU Memorial Union facilities must be approved by the KU Memorial Union Event Services department and the University Events Committee. Approval from the KU Memorial Union's Event Services department will be contingent on approval from any KU Memorial Union unit (KU Bookstores, KU Dining Services, etc.) that may be in competition with the vendor in question.

Vendors or sponsoring organizations must also consult with the University's Comptroller's Office at Carruth-O'Leary Hall regarding the collection of sales tax. The Comptroller's Office provides instruction on the proper collection and submission of sales tax. The Comptroller's Office must also sign the vendor or sponsoring organization's University Events Committee form before it may be submitted to the committee for consideration. At least two weeks advance notice of a sale is required to receive all approvals.

  1. Vendors may not leave established area to approach or solicit patrons via interaction or material distribution.
  2. The Unions reserve the right to decline access to registered student/campus organizations and/or departments that facilitate sales, solicitation or promotional activities that are in conflict with Union mission, and/or are detrimental to Union sales, services and/or business partners.
  3. Activities are subject to the reasonable restrictions of time, place and manner.
  4. The activity must be lawful, and may not violate or conflict with Union and University policies or local, state and federal laws.
  5. The activity may not unduly disrupt the mission of the Unions as follows: “The mission of the University of Kansas Memorial Corporation (the Union) is to provide and facilitate programs and services which meet the physical, social, and intellectual needs of current KU students and of other members of the university community.”
  6. The activity may not unduly disrupt traffic, either pedestrian or vehicular.
  7. The activity may not be in violation of fire code restrictions such as room capacities and the maintenance of exits and egresses.
  8. The activity may not jeopardize public or individual safety.
  9. The activity may not prevent, unduly obstruct, distract or interfere with the audience’s view or enjoyment of a speaker and/or event.
  10. The activity may not include expression that is obscene, defamatory, or constitutes “fighting words”, threats of physical harm or imminent lawless action, to the extent not entitled to protection as expression.
  11. Individuals may not tamper with the publicity for scheduled events in an effort to affect awareness or attendance for an event or activity.
  12. General safety does not permit signs affixed to poles or sticks. Displays of signs, banners, etc., at events must not be obstructive or distractive in nature.
  13. The activity must not disrupt other events or activities concurrently occurring on union premises.
  14. The individual(s) reserving Union space is responsible for the activities in that space and should request intervention from the Unions and/or KU Public Safety if the organizers find they are unable to maintain order and continue activities due to the disruptive behavior of others.
  15. Commercial and/or for profit entities may explore promotional opportunities through sponsorship by the Unions to the extent that the promotion does not include elements that are in conflict with Union mission, and/or are detrimental to Union sales, services and/or business partners.
  16. Sales activities must comply with the following requirements:
    1. All sale activities will be reviewed and approved by the appropriate Union department(s) to assure that the sales activities are not in conflict with Union mission, and/or are detrimental to Union sales, services and/or business partners.
    2. When the University's name or logo is used, permission must be received from the University Trademark Licensing Administrator.
    3. Appropriate sales tax collection is the responsibility of the group conducting the sales effort.
Scheduling During Finals

No University organization shall schedule events or meetings that require student participation during the final examination period, including Stop Day. Exceptions are allowed for local events or meetings that are scheduled between noon Saturday and 6:00 p.m. Sunday. A committee that must meet during the final examination period to resolve an academic issue may meet only at a time mutually convenient to all members. No other exceptions allowed unless by explicit direction of the Chancellor. (University Senate Rules and Regulations 1.3.7)

School Field Trips
Space for field trip luncheons is available for reservation seven days in advance of your group’s visit. If reserving space in advance of this time frame is necessary, standard room rental fees will be applied. Check space availability by contacting the Unions at 785-864-4651; eventservices@ku.edu. Should space be available, please dispose of all trash in the receptacles provided. Rooms, if available, may be reserved for a maximum of three hours.
Security

Any security arrangements, outside of those staffed by KU Public Safety, for events occurring in KU Memorial Union facilities must be approved by the KU Memorial Union Building and Event Services Director at least three business days prior to the event in question. In the absence of such approval, the event in question may be subject to cancellation. The KU Memorial Union reserves to right to prohibit, cancel or suspend any event when it is determined that an unreasonable risk to the security and/or safety of the facility and/or its patrons exists.

Selective Openings for The Market

The Market at the Kansas Union has established a fee schedule for weekend selective openings:

2.5 hour minimum
Option 1 Breakfast 8am-10:30am
Option 2 Lunch 11am-1:30pm
Per option:
Sales exceeding $750 - no charge to open
Sales between $500 and $749 - $250 to open
Sales below $500 - $500 to open.

Fees will be assessed on the event invoice after sales results are tabulated. Customer requests beyond this scope will be promptly reviewed and determined by KU Dining Services.

Shipping/Receiving

The Client is responsible for the arrangements and all expenses involved with the shipping of materials, merchandise, exhibits, and any other items the Client arranges to move to and/or from KU Memorial Union facilities. The KU Memorial Union must be notified in advance of shipping arrangements to ensure proper acceptance of these items upon arrival at the facility. The KU Memorial Union is not responsible for lost or stolen items. No COD packages will be accepted. If KU Memorial Union staff receives a package for a group using our meeting space and no arrangements for storage have been made, a $5 per box charge will be assessed. For groups expecting a significant amount of material for their event, a room must be reserved for the storage of the shipments at least 1 day prior to the event and until the event has concluded. The group will be charged room rental at the University rate for the storage space regardless of campus affiliation. In the case of early shipments, a $5 per box charge will be assessed if the box precedes the reservation for the storage space. For large single shipments, special arrangements must be made by contacting the Event Services Department at 864-4651.

Please address all packages to:

Kansas Union – Room 476
Attn: Your Event’s Name AND your KU Memorial Union Event Coordinator
1301 Jayhawk Blvd Lawrence, KS 66045
Solicitation and Tables

Any form of solicitation must receive prior approval by the KU Memorial Union. Information or solicitation table reservations are made on a first-come, first-serve basis. Solicitors must remain behind the table and must display a sign identifying the sponsoring organization.

Information tables will be scheduled up to a maximum of 10 days at a time. An off-campus vendor sponsored by a campus organization is limited to a total of 5 days per semester.

A $20 per day fee is charged to the campus organization sponsoring vendors or an off-campus event. Vendors not sponsored by a campus organization will be charged $200 a day. Any rental charges are to be paid in advance.

One warning will be given for an organization's failure to comply with tabling policies and procedures.  Booking privileges will be revoked for a second violation.

See the complete policies & request form.

Sponsorship/Non-KU Groups

University departments and registered student organizations have the option to sponsor non-KU group use of the KU Memorial Union facilities. In this case, the organization being sponsored will be charged at the university rate for space and equipment rental. Those rates can be found on the Room Descriptions & Rates Page. Rental for tables on Jayhawk Walk is $20/day for sponsored non-KU organizations and $200 a day for non-KU organizations without sponsorship.

The sponsoring organization assumes responsibility for the non-KU group activity to include policy compliance, event charges and damages. The sponsored organization will be invoiced for any services associated with the event. Any charges that are 90 plus days overdue become the responsibility of the sponsoring organization. A contact person for the sponsoring and sponsored organization must be designated. It is highly recommended that both contacts be part of the planning process and be present at the event. The completion of sponsorship agreement form is also required.

Standard Setups

Several of our rooms (such as in the Kansas Union, all Alcoves, Curry, Governors, International, and Regionalist) have what is termed a “standard setup.” These rooms are often reserved back to back. Moving tables in these rooms is prohibited. Reset charges will be billed to the responsible organization.

Special room setups should be requested no later than 48 hours before the event. Extra labor charges may be assessed for any extraordinary, last minute changes.

Seating will be limited to the designated capacity for each room and availability of chairs.

When a Deposit is Required

In the case of rooms reserved by a group or individual not representing a KU department or organization, a non-refundable deposit is due to secure a space reservation in the amount of the total room rental charge (up to $500). If the group in question has a prior history and is in good standing with the KU Memorial Union, the non-refundable deposit may be waived.

Who Can Use the Facilities?

Priority goes to university departments and registered organizations. Individual-use meeting room reservations (Alcove conference rooms only) are also available to current KU students, faculty and staff up to seven days in advance.

External organizations and individuals have access to the facilities after campus needs are met. External organizations may be permitted to use Union facilities provided that the proposed use conforms to Board of Regents policies, is appropriate, and does not interfere with the academic, research, or other mission-related functions of the institution.

See University Facilities, Use by External Organizations or Entities, Policy and Procedures.


One of 34 U.S. public institutions in the prestigious Association of American Universities
44 nationally ranked graduate programs.
—U.S. News & World Report
Top 50 nationwide for size of library collection.
—ALA
23rd nationwide for service to veterans —"Best for Vets," Military Times
KU Calendar Events at the Union

KU Memorial Union on Twitter
KU Memorial Union on Facebook
 
 
KU Today