EVENT MANAGEMENT
HANDBOOK
Stamp Student Union
and Campus Programs
REVISED: September, 2005
EVENT PLANNING
HANDBOOK
Table of Contents
Introduction
.
3
Reservation Process
.
4
General Policies on the Use of University Facilities
Procedures and Deadlines for Reserving Space
Reservable Spaces/Facilities
Event Support Services
..
8
Audio-Visual Services
Contracts
Event/Facility Managers
Food and Beverage Options
Security at Events
Special Event Liability Issues
Tax Liability Admission &
Amusement Tax
Ticket Sales
Types of Events
.17
Concerts and Large Entertainment Events
Demonstrations and Leafletting
Fundraising on Campus
Lectures
Meetings
Socials and Cultural Events
Table Spaces
Campus Policies
.
.. 26
Advertising
Alcohol
Amplified Sound
Co-sponsorship
a. Corporate
b. Organizational
c. Student Entertainment
Events (SEE) programming board
Misrepresentation - Fronting
UM Procedures for the Use of Physical Facilities (VI-4.10A)
Resource Directory
. 35
Index
36
INTRODUCTION
The purpose of this handbook is to
assist members of the campus community in planning successful events and
programs that are consistent with University policies and procedures. The policies are designed to facilitate the
event planning process and to ensure the safety and well being of the members
of the campus community. The policies
listed in this handbook define guidelines necessary to improve student
organization planning as well as the quality of campus programs and events.
The
The
Representatives of organizations
seeking use of University facilities should visit the Campus Reservations
Office to complete a Reservation Form.
There are approximately 475 registered student organizations and many
University departments that compete for event space throughout the year. To insure space for your event, you are
encouraged to make your reservations well in advance of your event.
For any further information or
specialized event information not included in this handbook, please contact the
Campus Reservations Office located in Room 1133, Stamp Student Union at (301)
314-8488.
RESERVATION PROCESS
GENERAL POLICIES ON THE USE OF UNIVERSITY FACILITIES
There are a number of policies that
govern the use of University facilities:
1.
Representatives
of student organizations, University departments and/or off-campus
organizations must be authorized to commit resources and funds on behalf of
their department and/or organization. The representative of the student
organization completing the Campus Reservation Form must be listed on the organization's
registration form on file with the
2.
The
organization or department sponsoring an event is responsible for the actions
of all guests and participants and must insure that all
applicable University regulations are observed.
3.
The
University of Maryland Department of Public Safety has primary
responsibility for securing campus events.
4.
University
facilities are to be used for the direct benefit of the campus community.
Generally, facilities are not to be reserved for the personal use or benefit of
non-university organizations or vendors.
5.
Any
organization that shows disregard for University facilities and equipment or
fails to abide by these guidelines may be denied further use of University
space, charged additional fees, and/or be referred to the Office of Judicial
Programs for disciplinary action.
6.
Facilities
may not be reserved for large events occurring during final examinations and/or
study days.
PROCEDURES AND DEADLINES FOR RESERVING SPACE
To check the availability of space,
organizations and departments may call the Campus Reservations Office at (301)
314-8488. To make a reservation, an
authorized representative of the student organization must visit the Campus
Reservations Office, 1133 Stamp Student Union.
Appointments for large events are encouraged. University departments may make reservations
by phone. The guidelines are listed
below:
1.
Organizations
and departments are encouraged to assign one individual (preferably an officer)
to contact the University departments necessary to complete the reservation
arrangements.
2.
Organizations
co-sponsoring events are required to have a representative from each of the
sponsoring organizations sign the Campus Reservation Form or Reservations
Agreement.
3.
For
events held in the Stamp Student Union, requests for set-up and audio-visual
services are made to the Campus Reservations Office for small events and the
assigned Event Manager for large events.
For other reservable spaces, contact the Facility Manager for that space
(if applicable) and/or Special Services, Facilities Management, at (301)
405-3330, for additional event support needs.
4.
Arrangements
for events that involve food, security, and ticket sales should be made directly with Dining Services, University Police, and the Facility or Event Manager,
respectively, as referred by the Campus Reservations staff.
5.
All
of the information listed on the Campus Reservation Form is presumed to be the final arrangements for
the event. If any of the information changes
after the approval, the reservation may be deemed invalid. If the reservation is deemed invalid, the
event will be canceled.
6.
Events
may be canceled by the Campus Reservations Office if all necessary signatures, permits,
payments, and approvals have not been obtained by the date noted on the Campus
Reservation Form or Reservations Agreement.
7.
Groups
may reserve up to two weekend dates (Friday or Saturday) for events in the
Grand or Colony Ballroom per semester, pending availability.
Reservation Deadlines: When
referred to in this handbook, business days are defined as days that the Campus
Reservations Office is open for business (Monday thru Friday). There are three types of events, each of
which have specific deadlines for reserving space:
Small Events: These include routine organizational
meetings as well as bake sales, banner spaces, display cases and table spaces for fund raising, recruitment and information
distribution. Reservations for small
events must be finalized three (3) business days
prior to the event date.
Large Events: Include all other events not listed
above (e.g. dances, lectures, cultural parties) which may require additional
planning and coordination. Reservations for large events must be finalized ten (10) business days prior
to the event date. This includes
obtaining all necessary permits and signatures of approval as required, as well
as ordering food, security, and equipment.
Concerts and Major Entertainment Events: Refer to page 14 for the complete University
policy on Concerts and Major Entertainment Events.
Payment Deadlines:
Events held in the
Events not held in the
Cancellation Deadlines:
Events held in the
Events not held in the
RESERVABLE SPACES/FACILITIES
The following list represents the
most frequently requested facilities on campus for programs and events. Most of these facilities are monitored by
specific facility managers. Some of these facilities also have
limited access depending upon the nature of the program or event.
Initial contact is made with the
Campus Reservations Office to check availability and/or to determine if planned
event is appropriate for space desired.
If indicated below, additional contact is made with the facility manager
to confirm availability, discuss cost (if applicable) and review details of
event.
Indoor Facilities
Facility Capacity
(Auditorium) Additional
Approvals Needed Phone
Academic Space
(classrooms) Varies None
Armory (Main Floor) 2,000 Campus Recreation Services 226-4404
Art/Soc. Atrium 150
Cole Field House 12,000 Campus Recreation Services 226-4404/5681
Ritchie Coliseum 1,900 Campus Recreation Services 226-4404
Stamp Student Union Varies* None
*List of rooms, capacities & prices available in the
Campus Reservations Office
Outdoor Facilities
Primary contact made with Campus Reservations, (301) 314-8488
Facility Additional
Approvals Needed Phone
Engineering Fields Campus
Recreation Services 226-4404
Fraternity Row Campus
Recreation Services 226-4404
McKeldin Mall Asst.
Director, Stamp Student Union 314-8479
Nyumburu Amphitheater Nyumburu Cultural Center 314-7759
Pool/Campus Recreation
Center Campus
Recreation Services 226-4404
South Chapel Field Campus
Recreation Services 226-4404
The following
facilities may be reserved directly through the office listed below:
Facility Capacity
(Auditorium) Contact directly Phone
Clarice Smith Performing
Golf Course Clubhouse 150 Clubhouse Manager 314-4653
Memorial Chapel Visitor
Services 314-9866
Main Chapel 1,000
West Chapel 100
Nyumburu Cultural Center Varies Asst. Director, Nyumburu 314-7758
Rossborough Inn Varies
Tawes Theatre 1,342 CSPAC Scheduling Manager 405-8176
Facilities Available in the Stamp Student Union
The Stamp Student Union offers reservable spaces including: two ballrooms, several meeting rooms,
multi-purpose rooms, and Hoff Theater, as well as banner spaces, display cases, and outside tables. These spaces are available for student
organizations and University department sponsored events. A list of reservable spaces and their
associated fees, as well as assistance in event planning, is available through
the Campus Reservations Office or by visiting our website at
www.union.umd.edu/reservations.
The Stamp Student Union's regular
hours of operation are:
Monday thru Thursday:
Friday:
Saturday:
Sunday:
Hours may vary during holidays and
school breaks.
Scheduled events must end at least
30 minutes prior to the posted closing time for the building to insure that the
sponsors and guests have cleared the room and left the building by that time.
Hours may be extended on Friday and
Saturday nights to accommodate late night events. These events must end no later than
Hoff Theater: (301) 314-7315, Ground Floor,
Stamp Student Union
Students, staff and non-university
public are encouraged to use the Hoff Theater for films, speakers, talent shows, debates, musical
recitals, and other events around the Theaters film schedule. Please check the website, www.union.umd.edu/hoff for the most
up-to-date film schedule. The Hoff Theaters rental policies,
covering issues such as availability, staffing, and concession sales are
available from the Campus Reservations Office or on the Hoff Theater
website. The Theater seats 550
auditorium style and is equipped to show 35mm films or DVD/VHS video on an 18
x 42 screen. Both the theater and stage
are wheelchair accessible. Reservations to show films should be
made directly through the Hoff Theater Graduate Assistant at (301)
314-7366. Reservations for conferences
and live performances may be arranged through the Campus Reservations Office at
(301) 314-8488.
TerpZone: (301) 314-2695,
Basement, B0106, Stamp Student Union
The Terpzone features 8 bowling
lanes, 10 billiards tables, a TV lounge and video games. The TerpZone is available for group
reservations. For information, visit their website at www.union.umd.edu/terpzone.
EVENT SUPPORT SERVICES
AUDIO-VISUAL SERVICES
Stamp Student Union
Audio Visual equipment and technical
assistance is available for functions, such as speakers, concerts, parties and cultural events. All equipment will be operated by the Union
Audio-Visual staff. Charges will be made
for these services. If a non-University
company is hired to produce an event in the
Classrooms and Lecture Halls
Most lecture halls and some
classrooms have technical support available for use for a fee. To make
arrangement for these services, groups must contact the Technical Support
Office at (301) 314-8522 at least one week prior to the event date.
Campus
Facilities Management can provide a
variety of AV Services, including sound systems, podiums, lighting, generators,
etc. A request for services may be placed by phone at (301) 405-3330, or
on-line at www.facilities.umd.edu,
and click on Request for Services.
CONTRACTS
Events that include entertainment
such as speakers, disc jockeys, or performers who are being paid through
Student Government Association funds require a fully executed University of
Maryland contract (signed by both the artist and/or agent and the Universitys
representative) at least 24 hours before the event. A Request to Contract form must accompany
each contract and is required before the contract is issued to the student
representative of the organization. The
contract will not be signed by the Universitys representative without the
Request to Contract form. All contracts
and forms are available in the
EVENT/FACILITY MANAGERS
Stamp Student Union
An Event Manager is assigned to all
events at no extra charge to assist customers with the logistical aspects of
their event room set up, audio-visual needs, signs, ticket sales, as well as
coordination with Catering and Police services.
Their name and phone number is provided at the time the reservation is
made. The customer may contact their
event manager at any time prior to the event to discuss details. To insure that the necessary services are
available for your event, customers should finalize details of the event at
least ten (10) days prior to the event.
Campus
As listed under the Facilities
Available on Campus, most spaces have a Facility Manager and the policies
related to each space should be provided at the time the space is approved for
use.
FOOD & BEVERAGE POLICY (Approved 09/2005, Revised 10/2005)
Food service in the Stamp Student
Union
For the convenience of the event sponsors and to help insure food safety, the Stamp Student Union has an in-house full service catering team to provide services ranging from simple deliveries (Goodies-To-Go) to elaborate dinners or receptions (Good Tidings Catering). Good Tidings Catering is convenient, understands the Stamp Student Union facility, has direct access to kitchen facilities, and helps to promote campus involvement and cooperation. For catered events, event sponsors should contact Good Tidings at least three (3) weeks prior to the event, as all arrangements must be finalized no later than two (2) weeks prior to the eve