The UM Conference and Event Planning Office (406-243-4119) provides logistical information regarding your event in the University Center such as room rental, room set-up/ tear-down and audio-visual needs. This office also schedules additional on campus areas such as The Oval, ALI Auditorium and Schreiber Gym. We reserve meeting spaces on a first-come first-served basis with the exception of some classroom buildings where academics take precedence. Our office is located in Room 340 in the University Center, and it is open Monday-Friday from 8 AM to 5 PM.  To contact Conference and Event Services, please stop in, email ces@umontana.edu or call (406-243-4114).

The room preferred will be assigned when available.  However, the Conference and Event Planning staff reserve the right to change the location of a reservation if scheduling conditions deem it necessary, at which time the contact person will be notified by phone or e-mail.

Where to start?

The following information is needed when reserving space:

• Your name and phone number (and e-mail if available)
• The name of your organization, business, or department
• Date(s) and time(s) of the event
• Preferred location of the event—building and room
• Title of the event
• Number of people attending
• Room set-up needs (theater style, classroom, round tables, etc.)
• Technology needs (see “UC Audio and Lighting” section)
• How the charges are to be billed and a correct billing address

The Conference and Event Services staff can serve each group only in regards to the received information.  Please be accurate and complete in requesting reservations.  Last minute changes or additions may not be able to be accommodated.

UC Audio and Lighting

The University Center can provide specialty lighting and sound for any event through the UC Audio & Lighting Department (UCAL). This includes basic hardware like laptops, projectors, and microphones, as well as advanced technology like concert lighting and zoom equipment. Check with Audio & Lighting before you book the event to see if they can accommodate their requests on that date.   They provide audio and lighting all over Campus.

You are more than welcome to bring in your own DJ or band for your event. They often have their own equipment, however, the UC does have audio equipment available to rent if needed. If a live band is playing, campus-assisted electrical hookup may be required at an additional cost.

Equipment and Set-Ups

When you rent a room at the UC, basic equipment such as tables and chairs are provided at no charge.  Additional equipment can be rented for an additional charge. There are several templates for setting up a room for ease of planning. Some classic set-ups include lecture style, hollow square, classroom, and U-shape. Please work with your coordinator to pick a set-up that works best for your event and the space that you are provided.

Parking

To park in University parking lots during normal business hours (7 a.m. - 5 p.m., Monday through Friday), you must pay for parking. Passes can be purchased online using the UM Parking Portal website. Hourly ticket dispensers can be found in parking lots and cost $1.25 per hour.  Please contact the Event Services office for information about parking for large events.  A detailed parking map can be found on the UM Transportation and Parking Services website.

Catering

The University of Montana has award winning full on site catering services available anywhere on campus for your events. The University Catering Office holds the first right of refusal for food service here on campus.  You may not bring an outside caterer in to do your event on campus.  For a full list of food service policies you can contact the Catering office in the University Center at 406-243-4899 or visit their menu on the UMontana Catering website.

ADA

Assisted Listening Devices

A number of UM's classrooms and venues are already set up for the use of ALDs, which help guests with hearing impairments listen to a speaker or presentation. If the venue you want isn't already wired for ALDs, we can work with you to get them set up and ready for your event.

Live Captioning

Worried about making your media accessible? Captioning Services are available to render audio into text, so deaf or hard-of-hearing guests won't miss out on any part of your event.

ASL Interpreters

We have access to qualified American Sign Language interpreters, ensuring that any guests who are members of the deaf community will be welcomed.

Accessibility for Power Chairs

Because UM is dedicated to removing barriers, all of our conference centers and virtually all our buildings are accessible for power chairs.

Dealing with Snow

Montana winters are beautiful, but not necessarily easy. A fresh blanket of snow in the morning can present challenges for some, but not at UM. We will have the snow cleared from the sidewalks early, so all of your guests can get to your event without unnecessary difficulty.

Policies

Tentative Holds: We will hold space for you for a short period of time if you are deciding between two dates or whether or not your event will fit at the University of Montana.  We ask that as soon as you know either way you will confirm or cancel with us.  Also, during this time, if another group calls and wants your space we will contact you and ask you to make an immediate decision.

No Show/Cancellations: Please cancel with our office if you cannot make it to your reserved space or mall table by at least noon the day before. Depending on the amount of set-up and planning your event requires, your coordinator may pick an earlier cancellation date. If you book a space and do not show up, your group will receive a phone call or email. If it happens a second time, your group will receive a written warning. After a third time, your group will lose booking privileges for the rest of the semester.

Outdoor Amplification: Amplification of sound on The Oval and in the University Center is allowed between 12 p.m. and 1 p.m. only.  University staff has the right to stop and/or move your event if the noise is deemed disruptive or if it interferes with academic or administrative activities.

Copyrights: All organizations and individuals must comply with Federal Copyright laws.  Screening a film, producing a play, playing audio recordings, and reprinting artwork for advertising use are just some activities that might require permission from an author or publisher.  Contact CES if you need help determining whether permission is necessary and how to obtain it.

Clean-up: Each group is responsible for basic cleaning after their event.  We ask that all decorations and props be removed. UM staff will do all major cleaning. Anything left behind will be placed in the lost and found located at the Ship-Ex on the first floor of the UC.  The UC is not responsible for lost or stolen items or items left behind after an event. Any event requiring extra cleaning may result in additional cleaning fees.

Alcohol: The University of Montana policy on alcohol is consistent with that of the state law of Montana. Montana law prohibits the sale of, or consumption of, any alcoholic beverage by any person under the age of 21. If you plan on having alcohol at an event on Campus, you must go through University Catering to make the necessary arrangement. If you are planning on using the alcohol vendor for more than four hours at your event, University Catering will need to get permission from the President. Food and security are necessary for any event that has alcohol.

Bake Sales & Potlucks: Allowable only for campus affiliated groups, all bake sales on campus require approval from the Missoula City-County Health Department, 301 West Alder, Missoula, Montana 59802 (406) 258-4755. The approved form must be brought to the Conference and Event Planning Office before the bake sale can be scheduled. All food items for sale must be individually pre-wrapped.

Allowable only for campus affiliated groups, pizza parties and potlucks are allowed at events or meetings closed to the general public. If a mess is left in the room after the event, a clean-up fee will be charged.

Fire and Smudging: All flames, including candles, for decorations are prohibited in the UC. Any smudging for ceremonial purposes must be approved ahead of time in any space other than the Branch Center.

Pricing

Facility rental fees do apply for student group meetings or departmental business and events such as staff meetings, staff training and staff receptions. Facility rental fees are offset by the President’s Office; the department/student group is only responsible for the set-up fee. Facility rental fees are not waived for events that are promoted to off-campus groups or for events that have an admission or registration fee. Departments do receive a 25% discount on room rental rates for events they sponsor, and student groups receive the largest discount at 50%. This discount applies to specialty equipment and technology. Please contact our office for a detailed price sheet.

Sponsorship

University users may co-sponsor an event with an off-campus client. As a co-sponsor, you assume joint responsibility for the event including playing an active role in the planning and execution of the event as well as liability. A certificate of liability insurance with the University named as an additional insured party may be required. If your group does not have its own insurance, event insurance can be purchased through our state risk management office. All revenue and expenses associated with the event must be processed though the University sponsor’s account, unless otherwise approved. Sponsor must be prepared to assume responsibility for any damage caused during the event and any unpaid charges.

FAQ

• Can I reserve a table in the UC Atrium?
  • University Center Atrium tables are booked on a first-come, first-serve basis. Groups can reserve tables 2 weeks ahead of time, unless the tabling aligns with a special event or date, in which case the tables can be held earlier. There is no charge for using tables. In order to allow every group to table, departments and student groups may be limited to 3 table bookings per week.
• Do I need to bring any equipment of my own?
  • The University Center provides chairs, tables, etc. that come with the cost of the room or set up fee. If you have any equipment needs, please inform your coordinator when you book your event.
• How early should I book an event?
  • Student groups can book weekly/biweekly meetings two weeks before the semester starts. Special events can be booked as early as student groups or departments would like, depending on space availability. As soon as you know your basic details, you should hold space to ensure you have a venue as you move forward with your planning.
• Can I bring my pet with me to an event?
  • Pets are allowed outdoors at UM. In the University Center, animals are not permitted with the exception of service and companion animals.
• What should I do if an emergency takes place during my event?
  • Any concerns (i.e. room temperature, room set-up, spills, accidents, etc.) should be reported as soon as possible to the Conference and Event Planning Office. After hours you can reach the building manager by calling 243-5817.If the fire alarm sounds during your event, everyone must evacuate the building as quickly as possible.
• Can you help us market our event?
  • Due to the number of events we put on, UC Marketing does not have the capacity to work with additional clients. Your group is required to provide your own images, flyers, posts, etc. required for marketing your event.