Procedure 8.01.01

Part 1. Purpose

This procedure is intended to facilitate responsible stewardship of institutional resources and supports Minneapolis College Policy 8.01

Part 2. Space Requests and Rates

Requests for use of space should be coordinated via the Central Scheduling Department. The department has a SharePoint site which contains up-to-date information related to the use of space, how to request space, and additional resources pertaining to campus facilities use.

Subpart A. Meetings and Events

All meetings and events taking place in campus facilities must be scheduled in the official Minnesota State scheduling software. That software is maintained by the Minnesota State System Office, with individual colleges and universities establishing an authorized Campus Administrator to coordinate campus-specific data. The Central Scheduling Department is the Campus Administrator for Minneapolis College.

Minneapolis College has established Standard Operating Instructions (SOIs) pertaining to Event Planning that should be referenced before reaching out to Central Scheduling and/or using the online space request tool. This SOI can be found on the Marketing and Communications SharePoint site.

Subpart B. Co-sponsored Events

College employees interested in obtaining co-sponsorship for an external organization should contact their supervisor. All co-sponsored events must be approved in advance per the Standard Operating Instructions related to Event Planning.

Subpart C. Partnerships

To qualify as a partner or preferred partner, an application must be submitted to the College’s Central Scheduling Department stating how the party meets the criteria identified in College Policy 8.01 Facilities Use. All partnership applications will be approved by a Vice President serving on the President’s Council.

Partners and preferred partners will receive discounted space use rates upon designation as a College partner or preferred partner. Contracts negotiated specifically with an external party may supersede college policy and procedure.

Subpart D. Incremental Costs

In general, any incremental cost to the College (e.g. staffing, equipment usage) for an event or an activity will be assumed either by an external party or from an applicable college budget/funding source sponsoring the event. Central Scheduling will include any anticipated costs related to your space use with the space use summary and/or confirmation. Space fees are eligible for a discount, but incremental costs shall not be discounted. The waiving of incremental costs is at the discretion of the appointing authority.

With the exception of the usage of student fee-funded space, College meetings and events are not subject to room charges but in some cases, may be subject to incremental costs.

Departments and student organizations pay for equipment and staffing fees if:

• Costs are part of a co-sponsored event
• Real over-time costs exist
• The event is in a space where a special set-up is required and/or
• Event Management is required due to the location of the event.

Subpart E. External Use

External events are subject to space fees and incremental costs. External parties not designated as a partner or preferred partner will be charged a rate consistent with the market. 
Market Rates will be maintained and updated by the College’s Central Scheduling Department and are subject to change at the discretion of the appointing authority.

Subpart F. Misrepresentation

Any person or organization using college facilities must adhere to applicable college policies and procedures and federal, state, and local statutes, regulations, and ordinances. Groups, employees, or students that misrepresent an event or affiliation to avoid space fees and/or incremental costs will be charged appropriately, and may have their reservation privileges suspended and, if applicable, are subject to discipline.

Part 3. Food and Catering

Subpart A. Permissibility of Food

Per Minnesota State System Procedure 5.20.1, catering is allowed for non-alcoholic refreshments and food for meetings that consist primarily of state employees when the non-alcoholic refreshments and/or food are an integral part of the event and are necessary to sustain the flow of the meeting and to retain a captive audience and meet one of the following criteria:

• Conducting business with members of advisory committees
• Student recruitment activities
• College-sponsored events, receptions for speakers, performers, student recognition, and commencements that have predominantly non-state employees in attendance
• Annual All-Employee College Meeting/Opening Day activities
• Refreshments for employee recognition events, including employee retirements or years of service
• Donor or volunteer events
• When hosting guests or dignitaries from outside the College
• When the expense of the food is covered by a fee to attend the event
• Departmental meetings when it is an integral part of the agenda and to sustain the flow of the meeting
• Other extraordinary College-sponsored events as deemed appropriate by the appointing authority

With the exception of campus visits, and official College functions, the above meetings shall be scheduled to minimize the inclusion of meals.

On a limited basis, the College may allow for food to be permitted for student retention activities.

Subpart B. Catering

Minneapolis College Dining Services has exclusivity contracts for catering all food and beverages served on campus. No event on campus may purchase food through an outside vendor without a waiver from the College’s Central Scheduling department.

Minneapolis College Dining Services contracted vendor(s) must be contacted well in advance, as per campus purchasing timelines, to allow for proper planning and product availability. Purchase orders must be received by Dining Services a minimum of three (3) days in advance of your event or your order will be canceled. All cancellations and changes including final guest count, MUST take place at least three (3) days prior to your event. The requesting budget/funding source manager may be liable for any charges incurred if changes or cancellations occur within this three (3) day period.

The Central Scheduling Department should be notified if there will be any catering at your meeting or event to ensure they can build in enough time for set-up and take-down of catering-related equipment and/or the catering itself.

Failure to provide purchase order information in advance is grounds for catering cancellation by Dining Services and/or event cancellation by Central Scheduling.

Leftover catering will be picked up within one (1) hour of the conclusion of an event.

Unless a college employee is participating in a meeting or event that allows for food, they are NOT eligible to receive food. Taking leftover food from an event is considered theft and is subject to discipline.

College-recognized student organizations may sell or offer food and beverages for fundraising and other purposes. In such cases, the student group will provide Central Scheduling complete notification in advance and in accordance with applicable student organization procedures. Any food brought in from an outside source will require the licensure of the source to be on file with Central Scheduling prior to the food being served.

Subpart C. Potlucks

Home-prepared foods may be served at employee and student organization meetings/events without being subject to inspection by the Minnesota Department of Health. However, the food is for group members only and may not be served to unaffiliated parties. A potluck event must be clearly advertised as such, and no state monies may be used to purchase any items related to it. As it may relate to food allergies, organizers and preparers of food are encouraged to share information related to the ingredients used.

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

Date of Adoption: 9/22/2008

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

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

History and Subject of Revisions: N/A 10/30/2024 (Comprehensive Review. Updated Title. General Revisions, Shortened Purpose. Added more detailed guidance regarding requesting space and rates and that they must be coordinated through central scheduling. Updated information regarding co-sponsored and partnership events. Updated incremental cost information. Added Food and Catering section with updated catering information and added potlucks. Removed room set-up, request confirmation, event support, and cancelation information. Moved general priority use of space to respective policy and removed specific room information.), 9/22/2008

Regulatory Authority (e.g. Minnesota State policy, federal or state law):  Minnesota State System Procedure 5.20.1