Renting Non-University Space

Northrop

The Real Estate Office (REO) manages, reviews, and approves all rental agreements for Non-University owned space, regardless of the duration of use or rent paid.  However, rental contracts differ for long term and short term uses.  If you require the use of multiple facilities, contact our Director - Leasing and Property Management.

Length of Rental

Short Term = Agreement (Use, Hotel, Etc)

Are you planning an event for your college, department, institute, or center, and have already chosen the facility for your event? If the space will be used for fewer than seven days, or on a non-continuous basis then see the "Short Term: Starting Out" content, below. If you need help chosing a facility or rental space, contact the Director - Leasing and Property Management.

Long Term = Lease

Are you interested in renting space for more than seven days on a continuous basis? See the "Long Term: Starting Out" content, below (even if you have not chosen a facility or rental space).  

Please note: Rental Agreement terms may not exceed $1,000,000 Net Present Value (NPV) without approval of the Board of Regents. 

Short Term: Starting Out

Many facilities, including hotels, retreat centers, and public schools accept a University standard form when renting space to University affiliated groups.  Check the Standard Contracts Library to find an acceptable Use Agreement or Hotel Agreement. 

If the facility accepts the University's contract, determine the total estimated cost of the contract (not including food and beverage), and then follow the appropriate steps listed below. After completing these steps, a Lease number (L-XXXX) will be assigned to the contract, and the contract will be entered into REO's online database for the department to review in the future.

If Total Estimated Cost Is:

Expand all

Less than $50,000

  1. Complete one of the U's general Use/License Agreements with the facility. If no changes are made to the agreement, proceed to step 3. If the facility has its own contract, or changes are made to the U's contract, proceed to step 2.
  2. Send the agreement to the Office of the General Counsel (OGC) for approval before signing.  After OGC approval, proceed to step 3.
  3. Furnish REO with a copy* of the fully-executed Use/License Agreement with the appropriate EFS account number and amount of contract (not including food and beverage) written on the top of the lease. 

*Keep the fully-executed original in your files.

$50,000 or More

  1. Fill out the general Use/License Agreement with the facility, but do not sign it.  If no changes are made to the agreement, proceed to step 3.
  2. Furnish REO with the agreement for review.
  3. After REO reviews the contract, an Approval Authority Letter and the contract will be returned to you for initial (if req.) and signature by the delegated authority.
  4. Furnish REO with a copy* of the fully-executed Use/License Agreement with the appropriate EFS account number and amount of contract (not including food and beverage) written on the top of the lease. 

*Keep the fully-executed original in your files.

Long Term: Starting Out

  1. Go to the Office of Space Management (OSM) for the determination of your department's space needs. 
  2. OSM will provide you with a Minnesota Facilities Model (MFM).