UMass Lowell has established policies and guidelines to assist you in the planning of your conference, meeting or special event.

These policies and guidelines cover events occurring in all university spaces including, but not limited to, classrooms, auditoriums, meeting spaces, lobbies, hallways, athletic fields (non-Athletic events), green space, and parking garages/lots.

Please take some time to read through our policies and guidelines:

Policies

Guidelines


Allowable-EventsAllowable Events

In general, campus events (except ones at the ICC), should align with our University mission. Events sponsored by external organizations 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.


FeesFees / Event Service Charges

Event sponsors will be required to pay for event services and rates are subject to change. Please contact us for current pricing by calling: 978-934-3888.

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

Event-SponsorsEvent 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 (HES). 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.


CateringCatering

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 our campus food service 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.


Single-PointSingle-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 departments. HES will process all reservations for designated event spaces as noted above. Classrooms are to be scheduled in coordination with the University Registrar’s office.

All Space/Event requests will be submitted to the HES office. Event Sponsors will submit a Reservation Request by email to: events@uml.edu or by calling: 978-934-3888. HES will confirm availability of the space and forward each request to the appropriate campus partner (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 services, 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, and process payments.

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.


SubmittingSubmitting a Request

A reservation request form should be submitted at least two weeks prior to the date of an event, and four to six weeks prior for events serving alcohol. Requests coming in later have a higher risk not being approved, so it is advised to submit with as much advanced notice as possible.

Major programs, such as concerts or conferences, must submit a reservation request form at least one-month in advance of the event date. 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 Midnight 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 us immediately at 978-934-3888 or email: events@uml.edu, so that another group can use that space. If a cancellation occurs less than 48 hours prior to the event, the event sponsor may still be responsible for charges.


forceofnatureForce 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.


RecurringRecurring 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.


InsuranceInsurance

Affiliated and 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.


DamageFacility Damage

Any damage to UMass Lowell facilities must immediately be reported to HES, facilities or University Police. 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 HES.

Nothing will be affixed to any facility (i.e., inside and outside walls, stage curtains, etc.) without approval by HES. It is highly recommended that a pre- and post-event walkthrough is conducted with the HES to determine space conditions.


No university logo appearing on a sign, podium, or other University structure shall be covered, or removed without approval from HES.

No University logo shall appear in event publicity for an externally sponsored event without permission from the UML University Relations. Logo use shall be governed by the university style guide.


DisclaimerReservation Disclaimer

These facilities are reserved on a first-come, first-served basis. Reservations shall be made through HES. The department of 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.