Policy: Additional Event Fees

Fees will be incurred for the following reservation requests in Kirby Student Center: no-shows, room set up changes and reservation requests outside of standard hours.


No-shows:

  • UMD departments and Campus Life Program (CLP) student organizations will be charged a no-show fee when they do not utilize their reservation in Kirby Student Center (“drop-in” reservations in the Studio and Garage are excluded). $25 for meeting rooms; $100 for Ballroom and Rafters; fee will be charged to the group’s EFS (Enterprise Financial Systems) account. For Registered Student Organization (RSO) student groups, all members will lose tabling and reservation privileges for 2 weeks. Please see below for instructions on avoiding the no-show fee and for the rationale for differences between Campus Life Programs and Registered Student Organizations
  • For tabling no shows, UMD departments and student organizations will lose tabling privileges for the next two weeks.

To avoid a no-show fee:

  • Cancel your reservation (either online or by email) up until the day of the intended reservation without penalty. Every person who makes a reservation receives a reminder email the week prior which reminds the guest to cancel if room is no longer needed.
  • If someone in your department or organization makes a reservation for the following semester but will not be involved in your group that semester, be sure to update the reservation to a current member so that your group receives the reservation reminder the week before.
  • Always check in at the Kirby Welcome Desk prior to your reservation, even if the room was left open or you received the key from the last group using the room. We need to know that you are there.

Room Setup Changes:

  • A $50 fee will be incurred for requests to change the default setup of Kirby 268, Garden Room, and Griggs Center (Griggs Center is only reservable by departments). Please note that changes to room setup are limited by each space; we will not remove tables. If furniture is moved without prior request or approval, the fee still applies.

Tech Fees:

A fee of $20/hr will be charged for events in the Kirby Ballroom and Kirby Rafters which require a technician to be present for the duration of the reservation.  Availability is not guaranteed and must be requested with your reservation in Mazevo


UMD Departments: Fees for Events Outside of Standard Hours During Academic Breaks

UMD Departments that request a reservation in the Ballroom, Rafters, Griggs Center, Kirby Lounge or Kirby Terrace outside of Kirby’s standard hours during academic breaks and the summer will be required to pay the external rental fee of the space (furniture and set up fees for the Terrace is in addition).  A minimum of a two hour reservation is required for weeknights and a five hour reservation for weekends. Before a reservation is approved, Kirby will determine if staffing is available. Reservation requests outside of standard hours during academic breaks are limited to the Ballroom, Rafters, Griggs Center, Kirby Lounge and Kirby Terrace only. 

Kirby does not consider reservations outside of standard hours during the academic year.

 


How Fees are Charged/Privileges Suspended:

Knowing that the funding and accounting for student organizations varies by Campus Life Program (CLP) and Registered Student Organization (RSO) status, the following applies:

  • CLPs: as a University program, CLPs are held to the same standard as are UMD departments in terms of no-show and other event fees. This means that a CLP’s EFS (Enterprise Financial System) account will be charged for event fees noted above. If a CLP does not have an EFS account, they will need to work with their sponsoring department to pay the fee. Failure to pay the fee will result in a hold on future reservations for the group for meeting rooms, event spaces, and tabling.
  • RSOs: as a program independent of UMD and without an EFS (Enterprise Financial Systems) account, an RSO that does not show up for a reservation will lose reservation privileges (tabling and rooms) for two weeks from the date of the no-show. This means any spaces reserved by the RSO prior to the no-show and take place within two weeks after the no-show, will be cancelled. RSOs who wish to change the setup of Kirby 268 or Garden Room will be charged the additional fee which is payable prior to their reservation. If the group does not have the ability to pay, the service will not be provided.

For more information: 

Address comments, questions or concerns about this policy to:

Lesa Radtke, KSC Associate Director / [email protected] / 218.726.7166
Gina Pudlick-Hendricks, KSC Operations Manager / [email protected] /  218.726.7167

Revised 1/24/23