Please note that these regulations complement the existing policies of James Madison University, Student Affairs, and Event Management. Failure to comply with facility regulations, University Policy, and State or Federal laws may lead to an Office of Student Accountability and Restorative Practices referral, the forfeiture of reservation privileges, and/or the cancellation of existing reservations. 

Alcohol and Food 

Animals 

Bulletin Board Use & Posting Public Notices

Building Accessibility 

  • Do not cover doors or windows during events. 
  • Common areas must remain open to the public at all times.  
  • No obstacles or obstructions may impede the ability to exit from offices, rooms, hallways, or stairways. 
  • Bikes and scooters must be stored in designated racks. Bicycle Policies - JMU
  • Everyone must comply with building evacuation procedures during emergencies. Student Handbook: Standards of Conduct & Policies - JMU

Contractual Agreements 

  • All contracts with an external entertainer or vendor must be submitted to facility staff for review four weeks before the event. This includes contracts involving speakers, performers, groups, or service providers. This review ensures that the facility can adequately accommodate and support any associated requests. 
  • See also: Student Handbook: Standards of Conduct & Policies - JMU

Dangerous Practices 

Event Timing 

  • Cancellations must be made at least 24 hours prior to the event, or your organization will incur a $50 non-cancellation fee.
  • All events must conclude by the facility's closing time. Equipment must be cleaned up by this time. Failure to do so will result in a $50 fine and a $25 per hour fee for exceeding operating hours. 
  • Events outside normal operating hours require prior approval and will be charged at $25 per hour. Refer to the building hours for reference. 
  • Events may not be scheduled past 2:00 a.m. 

Event Sponsor Responsibility 

  • Event sponsors are responsible for their guests' actions and ensuring that room occupancy limits are not exceeded. 
  • Event sponsors will be held responsible for any loss or damage to the facility or equipment.

Hanging or Displaying 

  • Please reach out to the facility to discuss options for displaying materials for your event. 
  • As a last resort, painter's tape (Frog Tape) is allowed for hanging or displaying items.  
  • Painter's tape is not provided. 

Housekeeping 

  • Any excessive housekeeping fees will be billed to scheduled event.  
  • Excessive housekeeping may include unauthorized paint use, damage to waxed floors, or other similar activities. 
  • Bookings at Memorial Hall Auditorium may be billed for housekeeping based on the size and nature of the event. 

Inclement Weather 

  • If the university closes, ALL scheduled events are canceled. Any scheduled events during a delay will be subject to cancellation. 
  • Festival Student and Conference Center will operate in alignment with Festival Food Court’s operating hours.  
  • The Union and Student Success Center will adhere to any University closures or delays. 
  • TDU will maintain 24/7 accessibility through card swipe access. 
  • Additionally, Operations Managers reserve the right to adjust operating hours during evenings, weekends, or non-academic class days based on prevailing weather conditions for the safety of all stakeholders. Announcements will be posted on the facility's webpage and social media accounts. 

Open Flames 

  • Open flames, including candles of any type, are prohibited inside Student Life facilities. Incense is also prohibited. Use of Sterno is prohibited, except for use by JMU Dining Services.  
  • Any open flames or open burns such as bonfires, candles, grills, etc. on state property require
    approval at the JMU vice presidential level or higher. Risk Management: Fire Safety - JMU or Event Management: Policies - JMU 

Paint/Confetti/Glitter 

  • Water-based paint pens and markers are permitted. Other types of paint are not allowed. 
  • Glitter, confetti, or colored sand is prohibited in all spaces, including on banners and signs. Failure to comply will result in cleaning charges starting at $50.00. 

Smoking, Vaping, Tobacco, and Nicotine Regulations 

  • Pursuant to Policy 1111: Smoking, Vaping, Tobacco and Nicotine Regulations - JMU, smoking/vaping is not permitted within buildings, facilities, structures, or vehicles owned, leased, or rented by the university. 
  • Smoking is permitted outdoors on university grounds, plazas, sidewalks, malls, and similar open pedestrian-ways, unless such areas are designated as non-smoking areas, provided smokers are 25 feet or more in distance away from an entrance, exit, outdoor air intake, or operable window of any facility, including parking garages  

Relevant University Policies 

Special Structures and Activities

There are a number of special event types and structures you can hold in the Union spaces, but be sure to obtain approvals prior to planning your organization’s events. If you’re seeking approval for any of these event types, please contact theunion@jmu.edu. Some examples include:

Dunk Tanks

Dunk Tanks are only allowed if they are manned by the company that is providing them. Personal owned Dunk Tanks are not permitted.  Dunk Tanks must be approved by Facilities Management.

Stages

If your organization would like to use a portable stage, you must schedule a meeting with the Senior Planner of Events with Facilities Management to fill out a special request/approval form. This must be done at least 30 days prior to the event and will require a $230 permit fee and may incur other costs for inspection. The provider of the stage must provide an up to date certificate of insurance naming JMU. Layout/diagram is needed.  If anyone from JMU is going to be on the stage, the contractor must provide at least (1) ADA ramp.  Other regulations may apply.  

Inflatables

Inflatables of any type must be submitted for approval to the Senior Planner of Events with Facilities Management. This must be done at least 30 days prior to the event and will require a $230 permit fee and may incur other costs for inspection. The provider of the inflatable must also provide an up-to-date certificate of insurance and a current inspection certificate for the state of Virginia, and complete manual of the device.   The company must provide their own generators and staff to operate the devices.  If being staked the Senior Planner has to call Miss Utility for a digging permit.  Layout/diagram is needed.  Other regulations may apply.

Pie Throws

Pie Throws are a popular fundraising activity for many groups.  Some special guidelines exist for these events:

  • Only Commons Tables 4, 5, and 6, may be used for pie throws.
  • The table and the ground must be covered with plastic.  12x12 tarps are preferred.
  • All residue must be removed at the end of the event to avoid cleaning charges ($100 cleaning fee may be assessed)
  • Bringing water will help cleanup.  Please be prepared with towels, wipes, tarps, etc.
  • Please be mindful of allergy concerns during your event.

Smashing Events

Smashing events of any kind are not permitted.

 

When in doubt, give us a shout!

The Union Scheduling Office as a whole wants to make student ideas and programming a reality. If you have any questions or concerns about policies, the sooner you get in contact with us, the easier it will be for us to answer your questions and ensure your event is a success.

You can contact us with your questions at unionscheduling@jmu.edu.

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The Union
The Union (Warren Hall)
MSC 3506
170 Bluestone Drive
Room 245
Harrisonburg, Virginia 22807