University of Rhode Island - Memorial Student Union - Student Involvement - Center for Leadership - Conference | Event Facility

University of Rhode Island

URI A-Z | Directory | Search

Memorial Union

50 Lower College Road

Kingston, RI 02881

Phone: 401-874-2056

Fax: 401-874-5317

union@etal.uri.edu

URI Student Affairs

Memorial Student Union

Event Services

Policies

	Reservation Policy Any University recognized organization/department that is not charging for the event may reserve 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). Vendor Booths C & D (located on the first floor) are reserved for specialty retailers. Booths may be reserved for 3 days during any one-week or once a week for a three-week period. Reservations for the spring semester may be placed on October 1st and April 1st for the fall semester.
	Student Social Events Any student social event with attendance over 50 guests, whether open to the public or private, MUST BE REGISTERED with the Student Programming Office of the Memorial Union.
	University Event Cancellations In order 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, notice of cancellation must be made in writing no later than 30 days prior to the event
	Deposits and Payment A 50% deposit of all estimated costs is due 30 days from the time of booking. Final Balance is due on the day of the event.
	Insurance Due to liability concerns, the University reserves the right to require specific types and limits of insurance coverage for activities sponsored by an off campus organization. Upon request, proof of this coverage must be supplied no later than 30 days prior to the event.
	Food and Beverage All food and beverage catered in The Memorial Union must be provided by URI Dining Services or by Ronzio's Pizza and Subs. Arrangements for orders may be made directly by calling the URI Catering Manager at (401) 874-4331, or Ronzio's Manager at (401) 782-8360. Alcohol No alcoholic beverages are allowed at any event on Campus.
	Public Safety Depending on the nature of the event, functions in excess of 100 guests may require a University Police Officer and an Event Manager/Staff Person. Events in excess of 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 $32.00 per hour /per service person, with a four hour minimum. An Event Manager will be billed at the rate of $10.00 per hour for University Events and $15.00 per hour for Non-University Events
	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 $10.00 for each hour. Non-University organizations will be charged $15.00 for each hour.
	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 ahead of time from the Event Services Office or Building Manager. Approved decorations for use in and/or on the Memorial Union must be flame proof. 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 the removal of all signs, decorations, props, exhibits or like articles. A charge will be assessed by the Events Office if items are not removed by the end of the designated time, or if any damage has been done