The staff at Madison Union loves facilitating student programming, but when working with us to plan your events, it’s important to ensure that you know and follow the policies for our spaces that you plan to use.
On this Building Policies page, you’ll find a list of regulations, from general to more specific guidelines, that your organization must keep in mind when planning events using the spaces within Madison Union. Click on each link to jump to each section:
- When Making Reservations
- Do’s and Don’ts for your Events and Advertisements
- Providing Food
- Special Structures and Activities
- When in Doubt, Give us a Shout!
- PLAN AHEAD ! ! ! The JMU Event Approval Form is due to the Madison Union Scheduling Office two weeks before an event, but special approvals usually take anywhere from four to six weeks. Planning in advance ensures that you can get the required approvals for public safety, food, and other special services necessary for your event.
- Public Safety must approve dances, concerts, and other high-volume events held in Madison Union spaces, such as the Ballroom, 256 or TDU. You’ll need to schedule this meeting at least four weeks in advance of your event’s reservation date.
- Cancellations must be made at least 24 hours prior to the event or your organization will incur a $25 non-cancellation fee.
- All events must end at such a time as to accommodate closing of the facility at the conclusion of normal operating hours. Clean-up and tear-down of equipment must be complete by this time. Failure to vacate the facility by closing time will incur a $50 fine and a $25 per hour fee for any portion of the event outside of normal hours of operation. Non-compliance to this regulation may prevent future use of the facility.
- No events may be scheduled later than 2:00am.
- Open flames, including candles of any type, are prohibited in Madison Union facilities. Incense is also prohibited.
- Smoking and the possession/consumption of alcohol is prohibited in these facilities.
- Tape is not allowed. No tape of any kind is allowed on floors, walls, ceilings, windows, or door glass.
- Door or any other windows are not to be covered. There is to be nothing covering any of the windows in your event space. Failure to abide by this will result in loss of reservation privileges including cancellation of existing scheduled events.
- Exits are to be open and clear at ALL times. No tables are to be set across doorways for any reason. The aisles of Grafton-Stovall and Memorial Auditorium are to remain open at all times (no sitting in the aisles).
- Common areas of the facilities are to remain open to the public at all times.
- Violations of University Policy, Facility Policy, State and/or Federal laws may result in loss of reservation privileges and cancellation of existing reservations.
- The sponsoring organization of an event is responsible for the actions of all guests and participants, as well as ensuring that the maximum room occupancy is not exceeded at any time. (Capacities are posted in all areas).
- A reserved space is to be returned to its original condition before leaving after the completion of your event.
- If the university is closed for any reason, ALL scheduled events will be cancelled.
- For Wilson and Memorial if there is another scheduled event following yours housekeeping will be required to clean and the cost will be billed to the previous organization or group.
Aramark Inc. has exclusive rights to provide food and beverages on campus. Arrangements associated with food and beverages for any events must be coordinated through the Special Events Catering office (540-568-6637). If you would like to have non-catered food you must obtain approval from JMU Dining Services.
There are a number of special event types and structures you can hold in Madison Union spaces, but be sure to obtain approvals prior to planning your organization’s events. Some examples include:
Dunk tanks may be allowed on the Commons if your organization has reserved table space. They will be placed on Hillside Field. Only one dunk tank is permitted at any given time. Your organization is responsible for transporting the dunk tank to and from the space and providing a garden hose to fill it. You will need a special tool to open the water valve which can be checked out at the Madison Union Event Support desk on the second (2nd) floor. Dunk tanks cannot be left out overnight.
Tents must be pre-approved prior to their use. NO tents can be used on campus for camping/sleeping in. Event tents can be 10 x 10 and must be secured or weighted. If you wish to use a larger tent you are required to meet with the Assistant Director of Madison Union to fill out a request/approval form. This must be done 30 days prior to the event and will require a $125.00 permit fee and may incur a cost of up to $360.00. The provider of the tent must present a current certificate of insurance. There may be other regulations that apply.
If your organization would like to use a portable stage, you must schedule a meeting with the Assistant Director of Madison Union to fill out a special request/approval form. This must be done at least 30 days prior to the event and will require a $125.00 permit fee and may incur a cost of up to $360.00. The provider of the stage must also provide an up-to-date certificate of insurance. Other regulations may apply.
Inflatables of any type must be submitted for approval to the Assistant Director of Madison Union. This must be done at least 30 days prior to the event and will require a $125.00 permit fee and may incur a cost of up to $360.00. 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. Other regulations may apply.
Pie Throws and Smashing Events
The Assistant Director of Madison Union must review all pie throws and smashing events. Consideration will be given based on events in close proximity during your intended date, weather conditions, and your overall plan and goals. The University has specific guidelines we must follow in putting on these special events to ensure the safety of participants and audience members. A certificate of insurance may be required.
If you’re seeking approval for any of these event types, please contact the Madison Union Assistant Director at, MUAD
The Madison 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, Contact