The University has established event standards and guidelines to help you plan and implement events that are consistent with University policies and procedures. Before moving forward with your event planning, please click the button below:
Event Standards Guidelines
Additional links to assist with planning your events:
The following outlines the event/facility reservation policy for UMass Lowell. It covers events occurring in all academic event locations, including:
- Alumni Hall
- Cumnock Hall Auditorium
- Southwick 240 Conference Room
- Allen House
- Comley-Lane Theatre (Mahoney)
- O'Leary Auditorium (Room 222)
- Durgin Concert Hall and Fisher Recital Hall (Priority to the Department of Music)
- All exterior locations including green space and parking lots (excludes athletic fields)
- All classrooms for uses other than classes or exams;
- Internal common areas including lobbies and hallways
These spaces are scheduled by Hospitality & Event Services at 978-934-3888. Contact Hospitality & Event Services (HES) for information on the scheduling of any other University facility not listed.
Reservation Priority: These facilities are reserved on a first-come, first-served basis. Reservations shall be made through the HES. The HES reserves the right to assign or move events to the best available space if the requested space is unavailable. Reservations may be cancelled or moved per order of the Chancellor’s Office.
Single-Point-of-Contact Reservation Procedures: All non-academic, event scheduling of University facilities is to be managed by the HES in collaboration with the Office of Student Activities, Athletics, Media Services and the Facilities Department. The HES will process all reservations for designated event spaces as noted above. Classrooms are to be scheduled in cooperation with the University Registrar’s office.
All Space/Event requests will be submitted to the HES office. Event Sponsors will submit a Reservation Request at firstname.lastname@example.org, or via phone at 978-934-3888. HES will confirm availability of the space and forward each request to the appropriate event services department (i.e., Facilities, Police, Media, IT). As appropriate, those departments will return an estimate of cost or hours required for items such as transportation of equipment, set up/tear down, clean up, police, etc. HES will contact the sponsoring entity for approval of appropriate charges as found in the pricing Guide within this document. Once approved, HES will provide a written quote of cost and services, process payments.
The HES will initiate a Memorandum of Agreement with all external event sponsors once an oral agreement has been reached.
For the purposes of this policy, a special event is a planned, non-class gathering of 10 or more people, and/or one that is held in a designated event area.
Event Sponsors/Requestors: Requests for reservations may be submitted by student clubs and organizations, academic and administrative departments, and external entities. Individuals may make reservations only as a representative of one of these entities. All student clubs and organizations must process their requests through Student Activities. Sponsors must designate an individual who will serve as the primary event contact for Hospitality & Event Services. If the University is a sponsor or co-sponsor, a University contact should be named. This contact will be the sponsor’s single point of contact with the University for planning, and a sponsor representative must be in attendance at the event.
Allowable Events: In general, events occurring on campus, other than at the ICC, should be in accordance with the University mission. Events sponsored by organizations or companies will be assessed on a case-by-case basis. Personal or private events are allowed with approval from the Chancellor’s Office. UMass Lowell facilities may not be used in violation of federal or state laws.
Submitting a Request: A reservation request form must be submitted at least two weeks prior to the date of an event, four to six weeks for events serving alcohol. Requests coming in later than that will not be guaranteed approval.
Major programs, such as concerts or conferences, require one-month advance submission of a reservation. Submitting this form is not a guarantee that a particular space is available. All necessary signatures and approvals are expected upon submission.
University facilities are generally available for use between the hours of 7:30 a.m. and 12 a.m. during the week and until 1 a.m. on weekend nights. The University reserves the right to restrict or deny room reservation requests on special days such as holidays.
Requestors will receive a determination regarding their request within five business days.
Cancellations by Sponsor: If it is necessary to cancel an event that has had space reserved, the sponsor should contact HES at 978-934-3888 or email@example.com immediately so that another group can use that room. If a cancellation occurs less than 48 hours prior to the event, the event sponsor may still be responsible for charges.
Fees: Event sponsors will be required to pay for event services as determined by the Chancellor’s Office and Administration and Finance. Rates are subject to change. Please contact Hospitality & Events Services for pricing at 978-934-3888.
Force of Nature/Cancellation by University: Please refer to Appendix A for the University’s cancellation policy in the event the University or desired facility is closed at the time of an event due to forces of nature.
Recurring Events: Recurring events--those occurring more than once a month over multiple months--will be scheduled no more than six weeks in advance to keep event spaces available to the broadest range of University use.
Insurance: External entities sponsoring events must provide proof of insurance as outlined in the Memorandum of Agreement as approved by the University’s administration and finance office.
Catering: By contract, the campus food service provider has the right of first refusal to cater all campus events. Exceptions will only be allowed by the HES in consultation with the provider (ARAMARK). If an exception is allowed, the event sponsor will be responsible for providing all supplies necessary for the provision of food, including linens, and will be responsible for the cost of post event clean-up.
Facility Damage: Any damage to UMass Lowell facilities will immediately be reported to the HES, facilities or the University police department. Cost to repair all damages other than normal wear and tear will be the responsibility of the event sponsors. If the facility is not returned in the same condition as received, cost of clean-up will be the sole responsibility of the event sponsor. Billing for these costs will be processed through the HES.
Nothing will be affixed to any facility (i.e., inside and outside walls, stage curtains, etc.) without approval by Conference & Event Services. It is highly recommended that a pre- and post-event walk-through is conducted with the HES to determine space conditions.
University Logo: No University logo appearing on a sign, podium, or other University structure shall be covered, or removed without approval from Conference & Event Services.
No University logo shall appear in event publicity for an externally sponsored event without permission from the University’s Office of Public Affairs. Logo use shall be governed by the University style guide.
Special Event Charge Classifications
Event Services: The following are considered event services and may be subject to charge:
- Room set ups and tear downs
- Resource transport around campus
- Carpentry, electrical or HVAC work
- Cleaning required resulting from an event
- Audio-visual equipment, set up and operation
- Guest parking if unavailable on campus or shuttle service
- Police details necessitated by event
- Use of non-durable equipment or supplies from facilities or special events offices
- Event furniture owned by the University
- Administrative support
Internal University Events:
Events held by University departments or entities in campus locations other than the Inn & Conference Center (ICC)* are not subject to room charges and core services, provided the events are routine functions of the University. These include classes and related activities, general lectures/seminars, business meetings of department/college faculty, the Faculty Senate meetings, Union meetings, student activities or business/staff meetings of other units of the University.
Core Services include room setups and cleanups employing resources stored within or adjacent to the event space, trash removal, and audio-visual services and equipment installed in a given space. If an event requires resources not already within or adjacent to a space, it will be classified as “requiring additional services.”
Additional Services will be subject to appropriate charges. These may include, but are not limited to, police details, moving crews, sound systems and staffing. Charges may also be incurred for use of spaces in a manner other than what it is designed for; for example, the use of the Recreation Center gymnasium for banquets or ceremonies. Charges will be assessed on a case-by-case basis through Hospitality & Event Services.
Event sponsors are responsible for all arrangements and out-of-pocket expenses for University events paid to an external source, such as chair rental.
Event sponsors are responsible to arrange catering and are required by contract to employ the University catering service.
* The ICC has established a sliding scale that provides that facility and related services at a reduced rate for University functions.
External Client (Guest) Events:
Events will be charged at the External Rate if the sponsor is an entity other than UMass Lowell and/or the primary purpose of the event does not directly serve UMass Lowell students, staff or faculty. Please contact Hospitality & Events Services for current pricing.