PLAN, Manage Your Professional Development as a Graduate Student
The following guidelines apply to scheduling all facilities in the Rackham Building with the exception of the 1st floor Auditorium. The Auditorium is overseen by the University Productions Office. All inquiries regarding use of the Auditorium should be sent to the University Productions Scheduling Office at (734) 747-3327.
The Rackham Graduate School facilities are available for use by student organizations, University units, and non-University organizations.
These policies apply to all groups scheduling space in the Rackham Building. Additional guidelines specific to student organizations, University units, and non-University organizations may be found in the appropriate sections below.
Rackham facilities may be reserved by student organizations, University units, and non-University organizations. Space reservations may be requested by contacting the Facilities Office by phone at 743-764-8572 or, by e-mail at .
Requests for the use of the Lecture Hall/Auditorium must be made through the University Productions Scheduling Office at (734) 747-3327. University Productions oversees all events being held in the Auditorium.
Rackham facilities are scheduled in the order in which requests are received, with consideration being given to the size of the group, type of program, and space available. Voicemail and e-mail messages do not guarantee a reservation.
All groups will be asked to provide the following information to reserve space in Rackham (the Facilities Office is unable to reserve space without complete information):
Non-University Organizations are required to pre-pay their room usage fees by check or money-order in order to reserve facilities.
All groups are asked to supply the Facilities Office with the name of the group’s designated contact person. This contact person will be the only person authorized to make changes to reservations or provide information to the Facilities Office. In order to provide the best service possible to all groups, the Facilities Office needs to work with one contact person; this lessens the chance of miscommunication and helps us to provide each group with the best possible service.
If space is available for the date and time requested, the requesting group will be e-mailed a Reservation Confirmation. The Confirmation should be signed and returned to the Facilities Office within three business days. Completed forms should be faxed to the Facilities Office at (734) 763-6622. Failure to return this form within three business days may result in the loss of the reservation. Reservation confirmations should be double-checked for accuracy. Once this form is signed and returned, any changes will depend upon the availability of space. Please keep your confirmation form for your records.
A room may be placed “on hold” for up to two weeks. Groups requesting to place a room “on hold” will be sent a Reservation Confirmation listing the space as “on hold.” Due to the high demand for space in the Rackham Building it is not possible to hold space for more than two weeks.
If a room "on hold" is requested by another group for the same date, the Facilities Office will contact the group holding the room who must either confirm the reservation or release the room within 48 hours.
When a group with rooms “on hold” finalizes their plans, they should contact the Facilities Office immediately to confirm the dates and rooms needed and to release any outstanding holds. Once a hold is confirmed, the group will be sent a revised Reservation Confirmation which should be completed and returned to the Facilities Office as outlined above.
Reservations are not final until a signed Reservation Confirmation has been received by the Facilities Office.
Any changes to an initial reservation must be authorized by the Facilities Office. Groups may only use facilities that they have reserved as indicated on the Reservation Confirmation. Because of the high demand for Rackham facilities, groups may not use facilities that have not been reserved, as those facilities may already be scheduled by other groups.
Rackham reserves the right to assign, and if necessary, reassign facilities to assure the maximum and most appropriate use of Rackham facilities. Groups will be notified of any necessary changes immediately; in the event of changes made within 24 hours of an event, the Facilities Office will post signs in the Rackham lobby, elevators, outside the originally scheduled room and in other relevant locations to notify all those attending or involved with the event of the change of location.
Groups may only occupy facilities for the time period originally reserved as indicated on the Reservation Confirmation. Any time needed for necessary set-up or tear-down by the group using the facilities (or their caterer) should be considered when reserving the facility. The Facilities Office cannot guarantee access to facilities outside of the times originally confirmed.
Any group that schedules one or more rooms on the same day will be charged the prevailing rate for each room. Rates are dependent on the nature and size of the group and the type of event being held (see the Room Usage Rates).
The 4th floor terrace is available for scheduling. Use of the terrace requires reserving the Assembly Hall and both the East and West Conference rooms due to their proximity to the terraces. All appropriate Room Usage Fees will apply.
Graduate Students may schedule Rackham facilities for Oral Dissertation Defenses free of charge. The East and West Conference Rooms and the West Counsel Room have speakerphones available for conference calls; students planning on using the phones for their defense will have to use a calling card to which the call can be charged. Any phone charges incurred during an oral defense are the responsibility of the student.
Only Rackham-sponsored University-credit classes may be held in Rackham. As outlined in the original Rackham Trust, no other classes are permitted in the Rackham Building.
Private functions are not permitted in the Rackham Building. These include, but are not limited to, weddings, anniversary parties, retirement parties, bar mitzvahs, rehearsal dinners, and family reunions.
Cancellations must be given to the Facilities Office promptly in order to avoid cancellation fees and to ensure that the space is made available for other groups as quickly as possible.
All events must be canceled by an authorized signer.
All groups will be held responsible for any charges incurred by the Graduate School on behalf of the event(s) being canceled.
If a student group fails to cancel a room reservation at least 14 days prior to the scheduled event (45 days for the Amphitheatre and/or Assembly Hall), the group will forfeit their $100 deposit.
If a University unit fails to cancel a room reservation at least 14 days prior to the scheduled event (45 days for the Amphitheatre and/or Assembly Hall), the group shall be assessed the appropriate room usage fee for each room reserved.
If a non-University organization fails to cancel a room reservation at least 45 days prior to the scheduled event, the group shall be assessed the appropriate room usage fee for each room reserved.
If a group fails to use a room for a scheduled event and did not cancel the room reservation, the group will be assessed the appropriate room usage fee(s) for each room reserved.
If a group fails to cancel a reservation more than once in an academic year, that group will be denied the privilege of using Rackham facilities for up to one year.
In addition to the general scheduling policies outlined above, the following policies apply to student organizations.
Student groups registered with the Michigan Student Assembly may reserve facilities in the Rackham Building. Events held by undergraduate groups will be limited to educational-type events, such as seminars, conferences, symposia, and lectures.
Before a student organization can reserve facilities in the Rackham Building, they must register with the Michigan Student Assembly. Groups can register online through the Michigan Student Assembly website. No Student Organization will be allowed to schedule Rackham facilities until they have been registered with the Michigan Student Assembly.
MSA-registered student groups will not be charged a room usage fee. Student groups will be required to pay a refundable $100 deposit for each event that is booked. The deposit is due when the contract is signed. The deposit may be retained by Rackham if the room (or it contents) has been damaged or needs additional cleaning, or if the reservation is not canceled by the cancellation deadline (see below).
Student organizations must have the funds necessary to cover the $100 deposit deposited and encumbered in their account at the S.O.A.S. office prior to the final confirmation of the event. Any event scheduled in Rackham will be canceled if the funds are not deposited appropriately at the S.O.A.S. office. The $100 deposit will be refunded within 30 days after the event.
Student organizations must provide a shortcode to reserve space; the Facilities Office cannot process reservations without this information.
If a Student organization fails to cancel a room reservation at least 14 days prior to the scheduled event (45 days for the Amphitheatre and/or Assembly Hall), the group will forfeit their deposit.
In addition to the general scheduling policies outlined above, the following policies apply to University units.
All University units (Departments, Schools, Colleges, and Administrative Offices) may reserve facilities in the Rackham Building.
University units must provide an M-Pathways chartfield combination or shortcode to reserve space; the Facilities Office cannot process reservations without this information.
If a University unit fails to cancel a room reservation at least 14 days prior to the scheduled event (45 days for the Amphitheatre and/or Assembly Hall), the group will be assessed the room usage fee. Due to the high demand for space in Rackham, room fees cannot be waived for groups that fail to cancel reservations within this timeframe.
In addition to the general scheduling policies outlined above, the following policies apply to Non-University Organizations.
Non-University organizations may reserve facilities in the Rackham Building for events.
Non-University O\organizations must prepay all room usage fees by check or money-order made payable to the University of Michigan. Once payment is received, the reservation(s) will be confirmed. Payment should be sent to the Rackham Facilities Office, Rackham Graduate School, 915 East Washington Street, Ann Arbor, MI, 48109-1070.
Private functions are not permitted in the Rackham Building. These include, but are not limited to, weddings, anniversary parties, retirement parties, bar mitzvahs, rehearsal dinners, and family reunions.
If a non-University organization fails to cancel a room reservation at least 45 days prior to the event, the group will be assessed the full room rental fee.
Rackham Facilities Office
0510 Rackham Building
915 E. Washington Street
Ann Arbor, MI 48109-1070
E-mail: RackhamScheduling@umich.edu
Phone: (734) 764-8572
Fax: (734) 763-6622
