Before you start planning your event, familiarize yourself with the following policies and practices that Hospitality and Event Services uses to produce and support compliant events on campus.
Term | Definition | Links |
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Request Form for External Events | A general inquiry form on the HES website for all external and affiliated events. | Event Request Form for External Events |
25Live Reservation | The general request for reservation through the campus 25Live scheduling system. All events on campus must complete a request for space using the campus “Book-It” form or the “Express scheduling” form on the Hospitality and Events Services (HES) website. | 25Live website |
Follow Minors on Campus Policy | A campus-wide mandatory guideline for all events to follow with minors, viewable on the HES website and the UMass Lowell (UML) Policy Portal. | |
Space Use Policy | A campus-wide mandatory guideline for all events to follow when booking event space on campus, viewable on the HES website and the UML Policy Portal. | |
Alcohol Policy | A campus-wide mandatory guideline for all events to follow when requesting alcohol at events, viewable on the HES website and the UML Policy Portal. | Alcoholic Beverages Policy |
Application to Host Summer Camp / Conference and Risk Management (CRM) Acknowledgement | A campus-wide mandatory form on the HES website for summer camps/conferences to complete prior to the contract process. Form requires the requestor to acknowledge responsibility for the full CRM process as well as funding responsibility. All summer clients will be required to complete. | |
Minors on Campus CRM Checklist | A campus-wide mandatory form linked on the HES website for overnight summer camps/conferences, and external events during the summer months to complete prior to the contract process. Form requires the requestor to acknowledge responsibility for the full CRM process. All summer clients will be required to complete. | |
Weekly Campus-Wide Operations Meeting | A weekly meeting hosted by HES for all service providing offices. Events are reviewed in full detail including but not limited to a review of events tagged with “Minors” as an event category. | |
Contract | A legal agreement for the use of space on the UML campus. Day contracts and overnight contracts for space use are managed through the HES office. CRC space use for athletic/recreational use is managed through the CRC contract. Athletics space for the use of athletic/recreational use is managed through the Athletics office. | |
Certificate of Insurance | A mandatory requirement for external/affiliated groups using UML space. Insurance must be received and on file (30) days prior to the event start date listing UML as the additional insured. Full Insurance requirements are outlined in the External Day and External Overnight Contracts. | |
Police Orientation | A mandatory meeting for all overnight contracted guests within 24 hours of the group check-in. Police orientation to review campus safety and security plans. All summer clients are required to complete. | |
Residency Agreement | A mandatory agreement for all guests that participate in overnight events with HES. Guardians are required to complete residence agreement if a guest is under the age of 18. Residency Agreements are collected prior to a guest checking into the residence hall. All summer clients are required to complete. | |
Liability Waivers | A mandatory agreement for all guests that participate in space use at the CRC and Athletics. Guardians are required to complete waiver if a guest is under the age of 18. Liability waivers are completed prior to a guest using the CRC/athletics facilities. | |
Day Camp - CRM Definition | "Day Camps” are a program which:
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Residential Camp - CRM Definition | “Residential Camps” are a program which:
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Recreational Camp - CRM Definition | “Recreational Camps” are:
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Sports Camp - CRM Definition | “Sports Camps” are a program which:
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Specialized High-Risk Activities - CRM Definition | Each recreational camp for children which conducts specialized high-risk activities, either on or off-site, including, but not limited to, horseback riding, hiking, scuba diving, rock climbing, firearms, archery, challenge courses, climbing walls, watercraft and aquatic activities, shall conduct such activities only under the supervision of a counselor who has evidence of appropriate training, certification and experience in each activity under their supervision. Said counselor shall be present during periods of specialized high-risk activity. |