Outdoor Event Request Form

Requests for outdoor events must follow the

“GUIDELINES FOR USE OF THE UNIVERSITY OF MICHIGAN GROUNDS”

*Application MUST be submitted 10 days PRIOR to event and no more than 1 year in advance.

City property approvals will need to be granted by the City of Ann Arbor; therefore the application must be submitted 60 working days in advance of the proposed event.

CONTACT INFORMATION
Name of Requestor(Onsite Contact): / UofMUniquename/ Guest Email:
Affiliation- School, Department, MSA-registered or volunteer student group, alumni (graduation year) or other:
ShortCode Number: / Phone:
Title of the Event:
Date of the event(ex: Friday, September 4, 2017): / Has your event occurred annually or in the past (outdoors)? ☐Yes☐No
EVENT LOCATION/AUDIENCE INFORMATION/DATES/TIMES
Location Requested(include the name & attachment of the event layout):
Layout should include placement of all items included for your event including quantity and size of each (tents, tables, stages, vehicles, etc.).
  • ANNUAL OR PAST EVENTS:Include the event layouts that have been approved for annual or past events.
  • PEDESTRIAN FLOW: Pedestrian flow through the area cannot be interrupted. No trip hazards of any kind.
  • ROAD CLOSURES: Road closures are not recommended due to traffic flow issues and the disruption to reroute UM & City buses (last resort for UM events). City owned roads can only be closed by the City of Ann Arbor (most roads on Central and South campus are owned by the City). All of North Campus roads are university-owned. You will need ADDITIONAL APPROVAL by the City of Ann Arbor to close roads(
  • FENCING/BARRICADES: Indicate placementfencing/barricades for your event. The UM Fire Marshall and UM Police must review the layout before approval can be granted and anonsite inspection will be required.
  • RUNS/WALKS/RACES OF ANY KIND: ALL routes MUST include road closure, volunteers and/or security placements, signage and refreshment stands along route.
  • VEHICLE TRAFFIC: All vehicles MUST park in designated parking areas (denied on university grounds and sidewalks). Vehicles cannot park in a fire lane or on the grass areas for ANY reason. Handicap access cannot be blocked for any reason. Damage to the grounds, trees, or property will result in charges for damages and/or repairs. Any vehicles not following these rules/restrictions will be ticketed.
  • INSPECTIONS: Inspections and approvals by specific university department(s) for certain requested item(s) may be required prior to the approval of your layout.
Keep in mind:
  • The nature of your event may determine specific requirements or additional fees.
  • Understand that misrepresenting the nature of the activity or failure to fully disclose pertinent details regarding this event, may result in additional charges or denial of future outside facility use.
  • Understand the University retains the right to cancel, deny, postpone, or alter arrangements for any event if necessary.
  • ANY and ALL changes must be approved by the University of Michigan AVPFO Office for your layout to be valid.

Will road or parking lot closure be needed? ☐Yes ☐No
If so, list roads/parking lots:
Estimated amount of attendees at this event:
Will guests be by invitation only? ☐Yes ☐No
What type of crowd will be at this event?☐University faculty, staff & students ☐Alumni ☐General public
Dates & Times of Event:
Set-up Date:
Start Date:
End Date:
Clean-up Date: / Set-up Time:
Start Time:
End Time:
Clean-up Time:
Will there be a rain date? ☐Yes☐No
Set-up Date:
Start Date:
End Date:
Clean-up Date: / Set-up Time:
Start Time:
End Time:
Clean-up Time:
Describe and summarize your event:
EVENT DETAILS
*Please check all that apply*
U of M’s preferred vendors:
Select Below: / Event Items / Types / Details of event item type(Describe)
*Information below is required prior to approval. / Notes (Guidelines & Policies)
☐ / Amplified Sound / ☐Audio Speakers
☐DJ
☐Live Performance
☐Public Speaker
☐Other (explain) / Include time frame of sound, vendor information and names/list of people performing. / *Amplified sound is allowed from 12:00pm-1:00pm daily (no permit necessary) during this hour. Amplified sound permits may be granted by AVPFO:
  • Mondays-Fridays 5:00pm-11:00pm
  • Saturdays-Sundays 8:00am-11:00pm
  • Additional ability for amplified sound may also be allowed on days that UM classes arenot in session (holidays, academic breaks, Welcome Week, etc.).
  • Amplified sound requests are normally limited to four (4) hour blocks.

☐ / Art Displays / ☐Less than 7 days
☐More than 7 days, but less than 1 year
☐Over 1 year / Include the quantity and what will be pictured or displayed. / *This request must go to “EEDR” and “President Advisory Art Committee” for approval if displays are more than 7 days. Your art installation cannot be approved through the Outdoor Events process.
EEDR (
President Advisory Art Committee (
*All structures must meet and cannot exceed the height restriction of 8 feet tall.
☐ / Animals / ☐Pets (Dogs/Cats)
☐Wild life
☐Other (explain) / Include the purpose for animals, type(s), quantity per animal, and vendor information. / *Insurance information may be needed.
☐ / Balloons / ☐Air Filled
☐Helium
☐Hot Air
☐Water
☐Other (explain) / Include quantity and vendor information. / *Sustainability Initiatives are required:
  • Biodegradable latex
  • Hand tied (avoiding plastic clips)
  • Limit use and avoid strings as much as possible
  • NO balloons can be released into the air
*Insurance information may be required.
☐ / Cooking / ☐Deep Fryers
☐Frying
☐Grilling
☐Smoking
☐Other (explain) / Include type of power source (propane, electricity, or charcoal, quantity of fire extinguishers and quantity of FMS metal trash cans. / * Whenever grilling onsite for the public, a temporary hand wash station is required.
*Proper coal disposal: at termination of use, embers and ashes shall be thoroughly soaked with water and disposed of in FMS provided metal trash cans. Flammable liquids to start the charcoal are not permitted.
*Fire extinguishers may be required and approved by the Fire Marshall. You can purchase one from a Home Improvement store or F&O can provide extinguishers for a charge.
*FMS metal trashcan may be required by the Fire Marshall. You can purchase one from a Home Improvement store.
☐ / Drones / *Drones cannot be approved through this process. You must directly with the Autonomous Systems Committee
☐ / Electrical Needs / ☐Electrical Cords
☐Generator
☐Plugged into electrical source (lights, audio system, food machines, etc.)
☐Other (explain) / Include list of items needing electricity, quantity, amp, voltage, size of generator, vendor name, cord length and quantity, cable ramps, etc. / *Power sources are not available at all outdoor venues. If power is available, there may be a service charge for connection.
*Generators: Requestor may elect to bring generators for power, however, additional Fire Safety requirements are required:
  • Placement of 50 feet from the building and structures
  • Fire extinguisher on site
  • Larger generators (3K and above) require inspections
  • Fencing/barricades to enclose generator
*Cable ramps/covers are required for any event that is laying cable, wire and water hoses across pedestrian or vehicular pathways. Cable ramps/covers are used to minimize the risk of tripping or damage to the cable.
☐ / Fencing/Barricades / ☐Control Area
☐Crowd Control
☐Road Closure
☐Parking Closure
☐Other (explain) / Include placement on the layout submitted. / *”Type 3 Traffic Barricades” are the required barricades for UM events.
*Monitors/volunteers will be needed.
*Authorized signer of the short code:
☐ / Filming/Photography / ☐Class Project
☐Commercial
☐Non-commercial
☐Other (explain) / *Once approved by the UofM Film Office you will receive a permit and work directly with the facilities managers of the indoor locations requested. Outdoor filming locations will be issued by AVPFO Office.
☐ / Food/Beverages / ☐Licensed food vendor
☐Michigan Dining
☐Prepackaged
☐Potluck
☐Other (explain) / Include whether this event is public or private, who is serving the food, vendor information and food description.
☐ / Games / ☐Climbing Wall
☐Corn Hole
☐Dunk Tank
☐Inflatables
☐Zip Line
☐Other (explain) / Include the types, quantity, who will be monitoring, placement on layout and picture of games. / *All structures must meet and cannot exceed the height restriction of 8 feet tall.
☐ / Items into the ground / ☐Flags
☐Pinwheels
☐Signs
☐Tags
☐Other (explain) / Include the height, quantity, what type of item will be inserted into ground (wood, plastic, metal, etc.), and picture of item or similar item. / *Objects cannot be sunk into the turf/ground any more than 2.5-3 inches due to their damaging affect to our sprinkler systems.
*All structures must meet and cannot exceed the height restriction of 8 feet tall.
☐ / Lighting / ☐Exterior lighting changes
☐Laser lights
☐Projection onto building
☐Spot lights
☐Other (explain) / Include what will be displayed, specific color and purpose.
☐ / Open Flames / ☐Fireworks
☐Grills
☐Sterno
☐Votives
☐Other (explain) / Include quantity of fire extinguishers you will have onsite, temporary hand wash station layout with grills, type of power source (propane, electric, charcoal, etc.), and whether you have a FMS metal trash can. / *The Fire Marshall will review before approval and an onsite inspection will be required.
*Fireworks and open flames are normally denied everywhere on outside grounds. The only rare exceptions can be made by the U of M Fire Marshall.
*Fire extinguishers must be approved by the Fire Marshall. You can purchase one from a Home Improvement store or F&O can provide extinguishers for a charge.
☐ / Parking / ☐Close Parking Lot
☐For guests
☐Parking Attendants
☐Signage
☐Valet
☐Other (explain) / Include the quantity of vehicles parking (regular, accessible-handicap, etc.), start and end time, where parking, signage (what information will be posted), vendor information, who will provide the payment information and shortcode number for any fees. / *Special Event Parking Request may need to have the authorized signer of the short code complete the following form:
*Parking Lot closures will need to complete the following form:
☐ / Police/Security / ☐Crowd control
☐Money collection
☐Overnight tent security
☐Public space surveillance
☐Restricted access
☐Sensitive Subject
☐Traffic control
☐Valuable control
☐VIP Guest
☐Other
☐ / Raffles / *The Executive Vice President and Chief Financial Officer’s (EVPCFO) Office (734-764-7272) must be contacted for approval. The EVPCFO is the only person that can sign a raffle license within the University of Michigan. However, it is rarely approved at outdoor venues.
☐ / Restrooms / ☐Inside buildings
☐Portable Toilets / Include vendor information and date/time of delivery & pick-up. / *Event may require renting Portable Toilets based on estimated amount of people attending (5% portable toilets must be ADA units):
  • If beverages or alcohol will be served add 15% to 20% more restrooms.
  • If there is higher ratio of women-to-men attending, add 15% to 20%
  • Add one handicap restroom per standard 20 restrooms, or a minimum of one for events open to the public
*Adequate hand-washing should also be provided with restrooms in all food service areas.
☐ / Runs/Walks/Races/Marches / ☐2K
☐3K
☐5K
☐20K
☐Bike Race
☐Fun Run
☐Marathon
☐March/Rally
☐Walk / Include if the event is competitive or non-competitive, private or public, sidewalks or streets, any road closures, quantity of attendees, quantity of volunteers, medical assistance plan, and route. / *Any Race/Walk/March with more than 200 people must have HVA on notice:

*Waivers may be required.
☐ / Sales/Donations & Solicitation / Include commercial or non-commercial vendor information and reasoning for sales (donations) and/or solicitation. / *As a norm, all requests for sales and solicitation on outdoor grounds are denied. However, if you would like an exception, please provide in detail why sales/donations and solicitation is required at this event.
☐ / Signage / ☐A-Frame
☐Banner On tents/tables
☐Chalk on sidewalk (No “spray on chalk”)
☐Other (explain) / Include what will be displayed, size and placement on the layout. / *Wire/lawn signs are not allowed on campus due to their damaging effect to our sprinkler systems.
*Signage requests more than 7 days must go to “EEDR” and “President Advisory Art Committee” for approval. More than 7 day signage cannot be approved through the Outdoor Events process.
  • EEDR:
  • President Advisory Art Committee:

☐ / Sprinklers / ☐Event between 12:00am-7:00am
☐Overnight tents
☐Other (explain) / * Sprinklers only run from 12:00am-7:00am across campus. Unless any part of your event is during those hours, turning off the sprinklers are an unnecessary cost and not recommended.
☐ / Staging / ☐Dance flooring
☐Riser (less than 3ft)
☐Covered System
☐Mobile Stages
☐Structures
☐Scaffolding
☐Truss
☐Other (explain) / Include quantity, dimensions of each, the maximum number of people on the stage at one time, what equipment will be on the size and vendor information. / *EHS will have to inspect the following structures:
  • Covered System
  • Mobile Stages
  • Structures
  • Scaffolding
  • Truss
  • Other

☐ / Tables/Chairs / ☐Chairs
☐Tables / Include in layout, quantity, size, and vendor information. / *The university does not provide any source to rent tables/chairs. An outside vendor will be needed for all rental items. Staff/student referred to our preferred vendors for outside services/rentals:
☐ / Tents / ☐Pop-Up (10X10)
☐Over 60’(W)
☐Under 60’(W) / Include quantity, size(s), how tent(s) will be held down, and vendor information. / * Stake driven into the ground will break irrigation system and result in repair costs for the university. There are limits for sizing of the tent based on width of tent (60’wide or smaller MUST be weighted down).
☐ / Vehicles On-Site / ☐Educational purposes
☐Unload/loading vendors
☐Other (explain) / Include picture of vehicle, quantity, and reasoning. / *Special Event Parking Request may need to have the authorized signer of the short code complete the following form:
*Parking Lot closures will need to complete the following form:
☐ / Waste/Recycling / ☐Compost boxes
☐Compost carts
☐Dumpster
☐Recycle boxes
☐Trash boxes
☐Tilt Carts (Gondolas)
☐Other (explain) / Include the quantity and delivery/pick-up dates. / *Are you interested in a “Zero Waste Event?” to learn more information.
☐ / Water / ☐Dunk Tank
☐Water balloons
☐Other (explain)
☐ / Alcohol / ☐Indoors
☐Outdoors
☐Special Liquor License
☐Other (explain) / *Please contact April Fielek at (734)764-6652 before completing form. Alcohol at outdoor venues must be approved by this office. However, it is rarely approved at outdoor venues.
☐ / Other items (catapults, chemicals, segway tours, raffles, etc.):

email form and any attachment to:

If you have any questions, please contact Marissa Killian at the AVPFO Office (734) 615-9075

This form applies to all designated outdoor common areas on the UofM-Ann Arbor Campus with the following exceptions: Central Campus Diag, Eda U. Gerstacker Grove (North CampusDiag), Nicholas Arboretum,Matthaei Botanical Gardens, Rec Sports facilities and the Stephen M. Ross Athletic Campus. NOTE: these are governed by their own guidelines.

Central Campus Diag-

Duderstadt Portico-

Eda U. Gerstacker Grove (North Campus Diag)-

Michigan Conference & Event Services-

Nichols Arboretum & Matthaei Botanical Gardens-

Rec Sports Facilities-

Stephen M. Ross Athletic Campus-