Student groups are encouraged to reach out to Event & Conference Services for information on the event planning process, 25live access, or space reservations. Email us at schedule@umbc.edu
myUMBC Student Organization Schedulers Group – This group provides information and updates to the designated schedulers for student groups.
SGA, Student Government Association
Funding/ Finance Board – Student events requiring funding must request through SGA’s finance board funding approval process.
Student Organization Financial Post-Event Form
Entertainment – Performer Contract Information
Event Planning Timeline
This timeline outlines the student event planning process, and is a general reference for keeping your event planning process on track:
Up to 365 days before the event (we recommend a minimum of 90 days for large events)
- Submit your event request in 25live
After you receive a response for your event submission
- Consult the availability calendar for the Coordinator for Student Events and request an appointment at least 60 days prior to your event.
1 Semester Prior
- SGA Finance board has a funding deadline the previous semester. You are required to submit a finance board request for large scale events
- Submit a student event Worksheet to ECS at schedule@umbc.edu
60+ days before event
- Have funding confirmed through SGA Finance Board for events between $1000-$3000
- Make sure all entertainment contracts are submitted to Event & Conference Services
- Meet with commonvision if you have a marketing package
- Outline ticketing timeline and pricing
- Schedule technical consultation meeting with production staff for performances or shows
- Confirm SAFE meeting date
30+ Days before your event
- Attend your planned SAFE meeting with the event planning team
- Make sure all catering paperwork is submitted to Student Affairs Business Services Center
- Submit complimentary wristband list and verify ticket details for ticket posting
- Confirm diagrams and resources
2+ weeks before the event
- Have appropriate board members sign off on the event and details via the “Advance Form”
- Submit a finalized event agenda/run of show and any media files needed for the show.
- Upload a complimentary wristband list to Box to ensure that your executive board members, special guests, and performers will get in for free and will be admitted even if capacity for the event is reached
- Submit vendor forms for any outside vendors
- Confirm execution of contracts for external service providers
1+ weeks before the event
- Upload a final show agenda/timeline for the event (upload a preliminary agenda/timeline as soon as you have it)
- Cash box request forms are due if you are collecting any money for any reason
- Any requests for changes made the week prior to an event are discouraged and would require the approval of ECS. Those changes would be assessed and executed at the discretion of the Coordinator for Student Org Events.
Food
A quick reference guide to food policies at student events:
Can I have food/drink at my scheduled event?
Will it be catered?
Yes – Great! Caterers can serve food with proper paperwork. Please email schedule@umbc.edu to get the catering process going on your event!
No
- Is it for current members of your organization only?
- Yes – Serve your food! Baltimore County food code allows for organizations to provide various food for their members (i.e. potlucks, ordering pizza, etc.)
- No, it is open to people outside our organization
- Does the food need to be kept hot or cold? (i.e anything cooked in a kitchen, most dairy products, etc.)
- Yes
- Baltimore County food code requires food cooked in a kitchen or with temperature requirements to be catered.
- Caterers can serve food with proper paperwork. Please email schedule@umbc.edu to get the catering process going on your event!
- No
- Are you selling food?
- No – Go ahead and serve your snacks, drinks, etc. to your guests!
- Yes
- Non temperature controlled foods for sale must conform to the guidelines of the Maryland Cottage Food Law
- Are you selling food?
- Yes
- Does the food need to be kept hot or cold? (i.e anything cooked in a kitchen, most dairy products, etc.)
Tabling Locations
All tabling reservations are provided 1 table and 2 chairs, at no cost to student organizations.
It is important to note that the tabling spots in the breezeway are for tabling activities only. This means that groups must operate from their table. Clothing racks, additional tables, large display banners are not permitted without prior approval by ECS as they can create safety and egress concerns. These larger format events will be assigned to the terrace tabling spots.
Groups who have needs beyond a table and who wish to be outside should be scheduled in one of the four Terrace spots. Also, keep in mind that, depending on the nature of your organization’s event description, it may require more than one scheduled tabling spot on Main Street. Please consult with the ECS when uncertain.
Breezeway
- We have 8 tabling spaces on the breezeway, 4 covered (1 bakesale), and 4 open (1 bakesale).
- Outdoor spaces are not available from the start of winter break until spring break due to weather concerns.
- Basic sound can only be assigned to the Covered Breezeway, and may only be assigned during free hour (12-1) M/W/F or the weekend!
Mainstreet
- We have 6 tabling spaces on Mainstreet including 2 bake sale locations.
- If the event is requesting basic sound: There can only be one basic sound system on Mainstreet at once!
Terrace
- This is the paved area between Commons and Lecture Hall 1, and has 5 reservable locations.
Game Room
- The game room has been removed from the requestable space inventory. This space is open to all UMBC community members, but is not reservable for event use.
Fireside Lounge
- The lounge operates as a quiet study space from 830am-3pm Monday – Friday
- Fireside lounge is requestable from 3pm until building close and on weekends. It is also reservable in conjunction with the Skylight room when that space is available. No resets will be allowed in the space. Student events will need a Front of House staff for events in the space.
Student Groups:
- May not reserve during finals (including study/ reading day)
- Use of a computer lab requires a use justification and approval from ECS
Academic Clearance:
- This is the scheduling hold to prioritize class scheduling. Clearance is only granted once all academic classes / events are placed in appropriate spaces across campus. This typically happens about 2 weeks into the semester. Until then, ECS is unable to place or approve reservations in Registrar controlled academic spaces, except during free hour (12-1pm M/W/F) and on the weekends after Friday at 6pm.