Campus Access and Facilities Use

I. Policy Statement

The University of New Hampshire is committed to providing reasonable access to its campus and facilities in a manner that supports the University in meeting its mission in distinction of education, research, and service.

The purpose of this policy is to promote a university-wide understanding of UNH's priority to preserve its limited space and resources for curricular and co-curricular activities that support the learning and development of students. This policy governs the use of physical spaces such as classrooms, event venues, and outdoor areas and is intended to ensure that campus facilities are used safely, equitably, and in alignment with institutional priorities. Use of campus spaces and facilities should not disrupt academic instruction, university operations, or the safety and well-being of the community.

The University embraces the right to free speech and free expression is fundamental to its identity as an institution of higher education and as established in the Freedom of Expression and Guidelines on Peaceful Dissent policy, the use of its facilities is subject to reasonable time, place, and manner restrictions, university policies, and applicable laws. Nothing in this policy is intended to limit or infringe upon the constitutional right to free expression or the protections afforded under the First Amendment.

Oversight of this policy is the responsibility delegated to the Dean of Students or their designee. Updates to the policy or its application may occur to reflect evolving institutional needs, legal standards, and campus priorities.

II. Scope and Applicability

All community members, visitors, and guests of the University have personal obligations to review, become familiar with, and sustain compliance with federal, state, and local laws, university policies and regulations. This policy applies exclusively to the use of physical locations on UNH’s Durham campus. It governs the use of university-owned, operated, leased, or rented spaces for events, activities, or expression. This includes both indoor and outdoor spaces such as classrooms, auditoriums, lounges, lawns, walkways, and other designated areas. Policies for facilities use on other physical campuses at UNH should be directed to the Manchester and Law School campuses respectively.

The scope of this policy primarily applies to individuals and groups whose primary relationship and membership at the University is either ‘Student’ or ‘Recognized Student Organization’ as defined by the Student Code of Conduct.

Non-affiliated third parties, individuals whose sole and primary relationship at UNH is ‘employee’, and individuals pursuing educational opportunities for personal enrichment or to enhance their professional skills and knowledge but have not been admitted into the University, will be referred to Human Resources, the responsible university office, or University Police for failing to abide by the University’s expectations or for engaging in behavior that is incompatible with community standards.

Individuals who carry both ‘student’ and ‘employee’ status and are accused of engaging in prohibited conduct that potentially overlaps and crosses policies, will be referred to the appropriate university official and department authority.  The connection between the individual’s behavior and the degree of their involvement will be based upon the facts of the specific incident and assessed on a case-by-case basis before such a referral occurs.

This policy does not govern the use of virtual platforms or university-affiliated digital spaces unless those platforms are explicitly tied to the scheduling or facilitation of physical space on the Durham campus.

This policy is not intended to govern use by third parties; however, it is informed by the broader framework of public forum principles that guide how the University, as a public institution, balances access and expression. Third-party use of space remains subject to considerations of safety, neutrality, and institutional priorities.

III. Terms and Definitions

Authorized Representative. An individual who is officially designated to act on behalf of a university department or student organization in planning an authorized event, reserving a space, and/or requesting a permit.

Campus Facilities. Any building or property owned by, controlled by, or reasonably contiguous to the University. This includes, but is not limited to, academic buildings, administrative offices, athletic facilities, residence halls, and public and outdoor spaces that are directly supporting or related to the college/university's educational purpose. Collectively, these are referred to as the university campus.

Collaboration Space. Reservable or open-access rooms located in university facilities, such as the Dimond Library or the Memorial Union Building (MUB), are intended for small group study, academic collaboration, or co-curricular project work. These spaces have small capacities, typically of no more than 4-6 people, and are not intended for events or external use.

Indoor Space. Any enclosed space within a university-owned or operated building, including classrooms, meeting rooms, auditoriums, and lounges.

Lounge Space. Informal, open-access areas within university facilities designed for relaxation, casual gathering, and unstructured use by students, faculty, staff, and visitors.

Outdoor Space. Any open-air area on campus grounds, including playing fields, lawns, courtyards, and walkways on university property.

Public Space. Areas of campus are generally accessible to the university community and the public without a reservation, including public indoor and outdoor spaces. Public spaces may still be reserved for events.

Event.  Any planned activity, gathering, or function that, when considered as a whole, has been authorized by the University. This could include using university space with approval, being organized or sponsored by a university department or student organization, using university funds or resources, or authorized promotion of the event using UNH’s license or trademark. This does not include the informal, everyday abundance of student life that happens on a college campus, such as spontaneous gatherings and demonstrations, casual hangouts, or other unstructured social interactions that are not organized, promoted, or materially supported by the University.

Affiliated Event. Any event that serves the broad interests of students and the general public, not just the members of the department or organization implementing the event. These events contribute to the mission, vision, goals and culture of the University. A university department, office, or recognizing agent must provide oversight and direct responsibility for all related activities. Affiliated events may also be directly associated with an academic program or course requirement.

External Speaker Event. An event that includes a speaker, presenter, or performer not affiliated with the University.

Major Event. An event anticipated to draw a large number of attendees, require substantial logistical support (e.g., security, traffic control), or carry elevated risk based on content, scale, or public profile.

Public Event. An event that is open to individuals beyond the University community, including members of the general public.

University Signature Event. Any university-led event that is essential to the institution’s mission, identity, traditions, or operations that is fully sponsored by a university department or office using university resources. These events typically occur annually or at key points during the academic year and involve broad participation from the campus community. Examples include Orientation, U-Day, Homecoming, Commencement, and other institution-wide programs that reflect the values and priorities of the University.

Event Sponsor. the University-affiliated group or department that takes primary responsibility for organizing, funding, and executing an event. Sponsors are responsible for ensuring compliance with university policies and procedures throughout the event's lifecycle. For the purposes of this policy, “event sponsor” and “sponsorship” do not refer to the act of an external entity contributing financially to an event for the purposes of marketing their product.

External Organization. Any group, business, or entity that is not affiliated as an agent of the University through formal recognition or registration. External organizations include off-campus nonprofits, private companies, and government agencies.

Private Residence. A university-owned or affiliated housing unit designated for the exclusive residential use of an employee or official of the University, such as the President’s House or staff apartments provided as part of employment compensation. While located on university property, private residences, including interior spaces and associated grounds (e.g., front and back yards), are not considered public or event spaces and are not generally available for campus access or reservation. Use is limited to the assigned occupants and invited guests, except when the space is intentionally made available for a university-hosted function.

Space Administrator. The university department, office, or designated individual responsible for managing the use of a specific facility or area on campus. Space administrators oversee the reservation process, approve or deny requests, ensure compliance with applicable policies, and may assist event sponsors or authorized representatives with logistical support and space-related concerns.

Sponsorship. The act of a university department or student organization serving as the event sponsor. This includes assuming responsibility for planning, coordinating, or supporting an event in accordance with university policies and procedures. Sponsorship indicates an official relationship between the University and the event through an authorized representative.

University Department. An officially recognized administrative or academic unit of UNH. Authorized representatives of departments may reserve space and sponsor events.

Use of Facilities. Any activity, presence, or occupation of university-owned or -operated facilities or outdoor areas.

Authorized Use of Facilities. Use of facilities that occur through established university processes for reservation and space management.

Private Use of Facilities. Events or activities held in non-public spaces where access is restricted to specific individuals or groups. This may include events, meetings, or training hosted by university-affiliated or approved external groups and require prior authorization in accordance with institutional space use policies.

Unauthorized Use of Facilities. Any occupation, alteration, or utilization of space that circumvents institutional approval or disrupts university operations, safety, or community standards.

IV. Use of Campus Facilities

The University’s campus supports academic, co-curricular, and community engagement activities. Use is managed to promote responsible stewardship of university resources while ensuring safety, operational continuity, and alignment with institutional priorities.

Reservation Eligibility

Students seeking to reserve university facilities must either (1) be an executive officer of a recognized student organization or student governing body, or (2) secure sponsorship from a university department willing to act as the event sponsor. Individual students are not eligible to reserve campus space except for collaboration spaces for academic or co-curricular group work by contacting the space administrator of the respective building.

Reservable and Non-Reservable Spaces

University facilities are categorized as reservable or non-reservable. Reservable spaces include certain classrooms, meeting rooms, event venues, and designated outdoor spaces. Reserving a space requires prior approval through the appropriate space administrator or scheduling office. Lounge spaces are generally not reserved except by authorized university staff.

Public and Outdoor Spaces

Students, regardless of organizational recognition, may use public spaces and designated public forums without prior approval for small events or assemblies, as defined in the Freedom of Expression and Guidelines on Peaceful Dissent policy. The policy also describes the permit process for use that goes beyond small events and assemblies. Use and permitting of outdoor spaces is generally overseen by the University Police Department.

Restricted Access Areas

Certain facilities are restricted to authorized users only. These include, but are not limited to, academic laboratories, classrooms outside of scheduled academic use, administrative offices, residence halls, and secure service areas. Private residences are also considered restricted areas and are not open for general campus use or events unless explicitly designated for a university-sponsored function. Unauthorized access to these spaces is prohibited.

Time Restrictions and After-Hours Use

Use and reservation of campus facilities is generally limited to established hours of operation. With the exception of university events and signature events, authorized use and reservation of outdoor spaces will generally not be approved between the hours of 6:00 p.m. and 8:00 a.m. Small events or assemblies do not require prior authorization.

Entrance, Egress, and Accessibility

To ensure the safety and accessibility of all community members, all entrances, exits, and pathways associated with university facilities must remain clear and unobstructed at all times. This includes doorways, ramps, hallways, and emergency exits.

It is especially important to maintain clear access to entrances and routes designated for individuals with disabilities. Even if alternate entrances exist, some access points may be the only viable option for individuals with mobility challenges and must never be blocked or impeded.

Obstructing access can create safety hazards, violate fire and building codes, and infringe upon the rights of individuals requiring accessible pathways. Event organizers and participants must proactively ensure that all ingress and egress points remain fully accessible throughout their use of facilities.

Reservation and Oversight Responsibilities

Authorized representatives are responsible for ensuring compliance with university policies during the reservation or use of campus facilities. In the case of events sponsored by a university department or student organization, the event sponsor assumes responsibility for the oversight and management of the event. Event sponsors are the primary contact to address non-emergency issues that arise before, during, or after the event and may seek the assistance of the space administrator or appropriate university office if issues emerge. If the event sponsor has information to suggest that issues may emerge during the event, including potential disruption, they may proactively consult with the appropriate space administrator. Recognized student organizations may also consult with the designated university recognizing agent as defined by the Student Organizations policy for additional support.

V. Reservation and Scheduling of Spaces

The University maintains a process for reserving campus spaces to support events, programs, and activities that enhance the student experience. Facility reservations ensure that campus operations run smoothly, space is used efficiently, and events comply with safety, scheduling, and policy requirements.

Requesting Space Reservations

Students and student organizations seeking to reserve space may submit reservation requests for indoor spaces through 25Live. Outdoor space reservations are submitted through Catalyst.

Requests for the use of university facilities must be submitted through the appropriate space administrator or designated scheduling office based on the type of space. Engagement spaces such as event venues, collaboration spaces, and outdoor spaces are managed separately from academic classroom spaces and may have distinct procedures or forms.

Advance Notice Requirements

Reservation requests must be submitted with advance notice to allow for review, coordination, and planning. The specific advance notice required will depend on the space, and questions regarding advance notice should be directed to the appropriate space administrator. Major events or events involving external speakers, large attendance, or complex logistical needs may require a longer advance notice period.

Prioritization of Requests and Event Conflicts

University events and signature events essential to the University’s mission and operations receive the highest priority in space reservations. All other reservation requests are generally prioritized based on the order in which they are received, assuming the request meets all applicable policies and approval criteria. Certain university spaces may prioritize specific use. For example, classes and exams are generally prioritized for use of academic classrooms.

In the event of conflicting requests, the University reserves the right to relocate an event to an alternative, suitable space if the originally requested space is needed to accommodate another event that cannot be reasonably relocated elsewhere. Reservation holders may also be reassigned if the space is later required for essential university functions, including but not limited to academic instruction, examinations, or official university business.

All relocation decisions will be made in a manner that seeks to minimize disruption to the reservation holder while balancing the operational needs of the University.

Charging and Associated Costs

Depending on the use of the space and affiliation of the event sponsor, charges may apply for associated costs such as reservation, staffing, security, custodial services, technology support, equipment rental, or other special services necessary to support the event.

Cost estimates for any applicable charges will be provided during the reservation confirmation process whenever possible. Event sponsors are responsible for reviewing and accepting any associated costs prior to final approval of their reservation.

VI. Advertising, Promotion, and Literature Distribution

Posting and Advertising

Members of the university community and student organizations may post signs, notices and posters on designated bulletin boards and kiosks maintained by the academic and administrative departments of the University subject to the approval by the appropriate departments. Colleges and departments may adopt time regulations limiting the time for displaying signs, notices and posters on bulletin boards maintained by colleges and departments to maximize everyone's opportunity to use designated areas for signs, notices and posters and may prohibit attaching signs, notices or posters to walls and other surfaces in order to prevent damage to walls and other surfaces.

Posting of any kind must follow the general requirements and remain in compliance with the expectations set forth in the building where such postings occur.

Materials may only be posted on designated indoor bulletin boards or kiosks managed by university departments, subject to departmental approval and time, place, and manner restrictions. Posting directly on walls, windows, doors, or other surfaces is prohibited to prevent damage. Outdoor posting is also limited to designated bulletin boards and may be permitted in accordance with university policies and permitting guidelines. The placement of free-standing signs or displays outdoors without prior approval through the permit process is prohibited. Non-affiliated third parties are not permitted to post materials indoors and must seek approval through appropriate permitting processes for outdoor distribution.

Information regarding leafletting and email and technology resources can be found in the Freedom of Expression and Guidelines on Peaceful Dissent policy.

Tabling

Tabling for the purpose of distributing non-commercial information is permitted in various campus locations with an approved space reservation or permit. In buildings where tabling is permitted, requests for tabling should be directed to the department responsible for managing that space. Common indoor locations for tabling include the MUB, overseen by the MUB & Student Activities and submitted through 25Live, and residential buildings, overseen by Residential Life and Housing. In outdoor spaces where tabling is permitted, requests for tables should be directed to the University Police Department through securing a permit. Recognized student organizations may also receive approval to table through the event approval process.

VII. Standard Hours of Operation

The University maintains a variety of facility types, each with its own operational hours tailored to its specific functions and the needs of the University community. While general patterns exist, individual building hours may vary and are subject to change during a reduced operating period (e.g., semester breaks). The University also is closed for official holidays and may partially curtail as a result of inclement weather or other unusual circumstances. Students are encouraged to consult specific departments or facility websites for the most current information.​

• Academic Buildings. Facilities primarily used for teaching, learning, and academic support services, such as classrooms, labs, and lecture halls.
  • Fall and Spring Semester Hours:
    • Monday through Thursday from 7:30 a.m. to 7:00 p.m.
    • Friday from 7:30 a.m. to 6:00 p.m.
    • Closed on Saturdays and Sundays.
  • Hours outside the Fall and Spring Semesters:
    • Monday through Friday from 7:30 a.m. to 5:00 p.m.
    • Closed on Saturdays and Sundays
  • Some buildings may have extended hours or restricted access based on departmental needs or scheduled classes.
  • Students with special access, such as those conducting research in secured science buildings, may enter designated facilities outside standard hours with proper authorization and university-issued credentials.
• Administrative Buildings. Offices that house university operations, such as admissions, central administration, and other institutional functions. These buildings include Thompson Hall, Hood House, and Smith Hall.
  • Standard operating hours are Monday through Friday, 8:30 a.m. to 4:30 p.m.
  • Departments within these buildings may have varying hours; it's advisable to check directly with the specific office.​
  • Access to administrative buildings is limited to individuals conducting official university business. Loitering or occupying these spaces without a defined purpose is not permitted. In some cases, such as the second and third floors of Thompson Hall, an appointment or prior approval may be required to access certain offices or areas.
• Public Buildings. Campus facilities like the library, dining halls, recreation center, or MUB where the public may receive access to study, services, or social activities. These buildings have much broader hours given their purpose. Hours vary based on the day and time of year. To view these buildings’ hours, visit their respective websites.
• University Housing Facilities. University-owned facilities including residence halls and apartment complexes designed for dwelling where enrolled students live and access basic residential services.
  • Access is limited to residents of the specific building and authorized university personnel. These individuals may enter 24 hours a day, seven days a week, in accordance with the dates and terms outlined in their Room and Board Agreement. Guests and visitors are permitted in accordance with the Guests and Visitors policy.

VIII. Conduct and Compliance

All individuals and groups using university facilities are expected to uphold the behavioral standards set forth in university policies and procedures. Use of campus spaces must remain consistent with the approved reservation details, including the stated purpose, time, location, and nature of the event or activity. Significant deviations from the approved reservation, or misuse of the space, may be considered a violation of university policy.

An authorized representative or individual students may be held individually responsible for violations of policy that occur during the use of a space. Event sponsors may also be held collectively responsible based on the factors described in the Procedures for Responsible to Organizational Misconduct. Individuals who reserve a space for private use may remove disruptive individuals for good cause including disruption to the event, provided any removal is conducted in a viewpoint-neutral manner consistent with applicable university policies and the law.

Violations of this policy may result in a range of consequences, including but not limited to:

• Immediate termination of the event or activity;
• Revocation of current and/or future space reservations;
• Sanctions, restrictions, or loss of event hosting privileges;
• Referral to the University’s conduct process for individual students or student organizations;
• Financial responsibility for damages or additional staffing/security costs incurred;

The University reserves the right to take necessary actions to protect the safety, integrity, and functionality of its facilities and to hold individuals and organizations accountable for non-compliance.