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Planning Your Event

The first step in conducting a successful event is planning. Note: Not all of the items below may apply to your meeting or event.

Consider the following:

  • Date(s)- When is the best time to have this event? Could it possibly conflict with major university events or holiday weekends? Weekend and after-hours programming may incur fees for cleaning of space depending on the nature of your event.
    • It's important to note that classrooms and labs are NOT available to be requested until the end of the add/drop period at the start of each semester (fall/spring/summer 1/summer 2). See academic calendars for specific dates.

As a general rule, consider the following deadlines for planning your event:

21 Days Large limited capacity events (e.g., concerts, walks and runs) require at least a 21 days in advance.
14 Days Events and meetings which require A/V support, staffing, catering, rentals and/or parking must be planned with Hospitality & Event Services staff at least 14 days in advance.
13 Days - 24 Hours Events and meetings planned between 13 days and 24 hours will have their event space request accommodated if their requested space is available, however requests requiring a specific setup, A/V support, or staffing will not be guaranteed and will be fulfilled based on staffing and equipment availability
10 Days Please ensure that requests for catering, parking access, food waiver, or alcohol requests are submitted 10 days in advance.
24 hours Reservation requests will be granted for "as-is" spaces, meaning the existing setup of the space will be used. No additional services will be provided.
  • Budget - While some charges associated with an event are obvious such as catering or decor, other charges may exist. Your event may incur charges for space, resources, rentals for resources beyond what the University offers, staff support for A/V or facilities clean up, or potentially a police detail. Based on the nature of your event, keep in mind the potential for charges and if you have specific questions about budgeting, email events@uml.edu.
    Budget Question: Is your event "affiliated"?: As a UMass employee you have built partnerships with many stakeholders outside of the university.  When you are planning a meeting, conference or special event in collaboration with this partnership your event may fall into the category of being "affiliated".  Why is this important?  "Affiliated" events are subject to space and resource fees which can be costly depending on your need.  Before committing to hosting your meeting, conference, or special event, please contact us to assist you with a quote.  For more information in understanding whether your meeting, conference, or special event should be classified as "internal" as opposed to "affiliated, click and review the Space Use Policy.
  • Number of Attendees - How many people will be showing up? This will ensure that your event is booked in an appropriate space for your groups size.
  • Preferred Location(s) - As a member of the UML community you likely have a cursory knowledge of the event space on campus. If not, click Meeting & Event Spaces to see what the University has to offer. Where do you want to go? Will your event be followed by a reception? Will you need breakout space for additional smaller scale meetings? Every effort will be made to accommodate requests, but if requests can't be met, Hospitality & Event Services staff will suggest alternative locations.
  • Parking and Transportation - Will your attendees be driving in and require parking? Will any attendees be flying in to regional airports and require transportation to our campus?
  • Overnight Accommodations- Between June 1 and early August we have on-campus availability for event attendees that want to stay overnight. If this is something you'd like to consider please let us know as soon as possible as available rooms fill up fast.