Policy 8.01

Part 1. Purpose

The purpose of the policy is to provide standards for the use of Minneapolis College facilities by internal and external parties.

Part 2. Definitions

College or Department Meetings: College or department meetings are those which occur within the normal scope of college business. Visitors who are on campus to conduct College business with college staff are exempt from the need to present liability insurance and complete an occupancy agreement, etc.

College (Sponsored) Event: A college event is an event that is driven or initiated by the College and is considered to be within the normal scope of the College's mission and for the benefit of the College, or its students or employees. College events may include external speakers or organizations invited by the event sponsor/lead. College events may be initiated by the administration, a department, or an academic unit.

Co-sponsored Event: A co-sponsored event is one in which an external party requests sponsorship by the College so that the event can occur on campus with the College assuming some or all costs associated with the event. Co-sponsored events must provide some benefit to the College, its students (or prospective students), or employees and are not considered open to the general public.

College Partner: An organization whose mission is aligned with the College and whose presence on campus will bring an indirect benefit to the College’s students.  College partners may receive reduced rates for college space.

College Preferred Partner: An organization whose mission is strategically aligned with the College and whose presence on campus has direct benefits to our students and/or is involved with recruitment or retention of Minneapolis College students.  College-preferred partners are eligible for the lowest cost rates for college space.

External Event: An external event is a meeting or other activity conducted solely by an external party and solely for the benefit of the external party's members or event participants.

Minneapolis College Dining Services: The vendor(s) the College has contractually authorized to serve food on college premises. Such contracts are managed by the College’s Auxiliary Services Department.

Student Organization Meetings, Activities, or Events: Student organizations have the privilege of being able to use college facilities for meetings, activities, and special events. Student Organization events must utilize and follow the Student Life Handbook.

1. Student Organization Meetings - Students have the right to use college space at no cost for officially recognized student organization meetings. Student Organization meetings are intended for the organization membership and the organization's activities or business. Student organizations may request a dedicated room or space for usage on a semester basis. These requests will be reviewed based on the unique needs of the student organization and the availability of facility resources. The College reserves the right to cancel a dedicated room reservation at any time.
2. Student Organization Events/Activities - Students have the right to assemble groups of less than 50, to select speakers, to set up informational tables, and to present information on issues of their choice. For these types of student events or activities, the College has designated the following three areas that are available at no cost to student organizations:
   • The outdoor plaza adjacent to Loring Park
   • The Helland Student Center spaces
   • The T Building Atrium area  
3. Special Events - A student organization special event is an event that meets at least one of the following criteria:
   • Is open to the public
   • For a group of 50 or more people
   • Charges admission
   • Is scheduled outside of the college's normal business hours
   • Is co-sponsored with an external organization

Part 3. Priority Use of Space Guidelines

College facilities exist for the purpose of educating the College's students. External parties will be allowed to rent college facilities only if such use does not interfere with the College’s core instructional and student support functions.

Areas of the campus funded by student fees are accessible to others for a fee only when students have first declined their usage.  This fee may be waived by Student Life on a limited basis.

Part 4. Non-Permissible Use

Unless the activity fits the allowable criteria under the College’s procedure regarding Auxiliary  Operations, the College will not enter into occupancy agreements for the use of its facilities for events or programs by non-college entities whose purpose for the request is:

• Revenue generation
• The sale, solicitation, or promotion of goods or services
• Commercial purposes

Any use of the College’s facilities for activities related to adult entertainment is forbidden.

Unless authorized elsewhere in this policy, the usage of candles or incense on campus is forbidden. 

Part 5. Use of College Space Provisions and Restrictions

The following provisions apply to the use of any spaces on campus.

Subpart A. Responsibility Toward Property

Care must be taken to ensure that College and personal property is not damaged, destroyed, or left littered. Those responsible for such damage will be liable for any clean-up, repair, and/or replacement costs.

Subpart B. Banners and Signs

The carrying, use, or display of posters, signs, placards, or banners is permissible. However, it is prohibited if done in a way that inhibits the normal movement of any vehicular traffic, pedestrian movement, or presents safety hazards.

Posting of lawn signs, such as those used in political campaigns, or similar signage is prohibited unless prior approval is obtained from the Vice President of Finance and Operations or their designee.
Any posting on campus must follow Minneapolis College Policy 8.08 Posting Policy.

Subpart C. Temporary Structures/Displays/Exhibits

Temporary structures may be constructed only upon prior approval and authorization by the Vice President of Finance and Operations or designee.

Subpart D. Use of Fire

The use of open flames, torches, flammable outdoor displays, etc. is prohibited within facilities. This includes the use of candles.

The outdoor use of open flames, torches, and outdoor displays that have a component intended to be flammable must receive prior approval by the Vice President of Finance and Operations or designee. This includes the use of candles.

Additional requirements and guidelines can be found in Policy 8.01 Facilities Use.

Subpart E. Noise/Sound Levels

Noise levels should not interfere with classes, meetings, campus events or operations, and activities in progress. Event noise heard within buildings may be determined disruptive and in violation of this policy if the noise is loud enough that it interferes with or prevents members of the college community from carrying out their normal activities. While the interpretation of the sound level may be subjective, the College and its representatives must err on the side of caution to reasonably protect the College’s operations. City ordinances may also apply.

Subpart F. Flyers, Distributable Items & Promotional Materials

Distributable items, such as flyers or promotional materials, must only be distributed within the designated space or area of the approved activity.

Subpart G. Sidewalk “Chalking”

Sidewalk “chalking” is acceptable only if it is approved by Student Life beforehand. No other materials or substances should be used on campus sidewalks or building surfaces.

Part 6.  Ceremonial Usage of Plants

The ceremonial burning of traditional plants for Native American events on campus is allowable with the approval of the College President, Vice President of Finance and Operations, or designee and notification to the Central Scheduling Department.

Traditional plants include sage, cedar, sweet grass, and tobacco. 

Part 7. Alcohol Use

Pursuant to Minnesota State Board of Trustees Policy 5.18, the possession, use, sale, or distribution of alcoholic beverages at Minneapolis College is prohibited, unless specifically approved by the College President.

Part 8. Resources for Facilities Use

The Minneapolis College Central Scheduling Department coordinates all scheduling of spaces on campus. The Central Scheduling Department should be consulted for more information related to campus procedures related to the use of space.

Owner(s) Title: Vice President of Finance and Operations

Date of Adoption: 7/1/1999

Date of Implementation (if different from adoption date): N/A

Date Last Amended: 10/30/2024 (Comprehensive Review)

History and Subject of Revisions: 10/30/2024 (Comprehensive Review. Substantial updates. Updated definitions, which added additional information and clarification to types of use. Updated non-permissible use information. Added Provisions and Restrictions section (provisions about responsibility for damage, banners/signs, temporary structures, use of fire, noise levels, flyers, and sidewalk “chalking), Added section allowing the ceremonial use of plants.), 6/27/2017, 9/22/2008

Regulatory Authority (e.g. Minnesota State policy, federal or state law): Minnesota State Board Policy 5.18 Alcoholic Beverages or Controlled Substances on Campus; Minnesota Statute Chapter 340A, Alcohol