The Adele H. Stamp Student Union
Center for Campus Life
University of Maryland
College Park, MD
REVISED: AUGUST 2009
EVENT PLANNING HANDBOOK
Table Of Contents
General Policies on the Use of University Facilities
Procedures and Deadlines for Reserving Space
Event Support Services
Food and Beverage Options
Security at Events
Special Event Liability Issues
Tax Liability Admission & Amusement Tax
Types of Events
Concerts and Large Entertainment Events
Demonstrations and Leafleting
Fundraising on Campus
Late Night Events
c. Student Entertainment Events (SEE) programming board
Misrepresentation - Fronting
Procedures for the Use of Physical Facilities (VI-4.10A)
The purpose of this handbook is to assist members of the campus community in planning successful events and programs that are consistent with university policies and procedures. The policies are designed to facilitate the event planning process and to ensure the safety and well being of the members of the campus community.
The University of Maryland, College Park prides itself on establishing, maintaining, and encouraging a rich array of co-curricular activities. Helping students get involved in the life of the university as spectators, participants and leaders is part of the mission of the Adele H. Stamp Student Union - Center for Campus Life (The Stamp). We encourage organizations to develop events that enhance a sense of community, value diversity and honor tradition. We hope that your experiences with planning and participating in co-curricular activities are enjoyable and rewarding.
The University of Maryland offers many indoor and outdoor facilities that may be reserved for meetings, socials, lectures, and other events. Some of these facilities may require a rental fee, security, and/or cleaning services. These services must be paid for in advance of the event.
Representatives of organizations seeking use of university facilities should visit Campus Reservations to complete a Reservation Form. There are over 500 registered student organizations and many university departments that compete for event space throughout the year. To insure space for your event, you are encouraged to make your reservations and complete arrangements well in advance of your event.
For any further information or specialized event information not included in this handbook, please contact Campus Reservations located in Room 1133, the Stamp at (301) 314-8488, www.thestamp.umd.edu/reservations
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GENERAL POLICIES ON THE USE OF UNIVERSITY FACILITIES
There are a number of policies that govern the use of university facilities:
- University facilities are to be used for the direct benefit of the campus community. Generally, facilities are not to be reserved for the personal benefit of non-university organizations.
- There are a number of policies that govern the use of university facilities:
- Representatives of student organizations, university departments and/or off-campus organizations must be authorized to commit resources and funds on behalf of their department and/or organization.
- The representative from the student organization completing the Campus Reservation Form must be listed on the organization's registration form on file with the Student Organization Resource Center located in the Student Organization Suite, Room 0290, of the Stamp.
- Organizations and departments are encouraged to assign one individual (preferably an officer) to contact the university departments necessary to complete the reservation arrangements
- The organization or department sponsoring an event is responsible for the actions of all guests and participants and must insure that all applicable university regulations are observed.
- Arrangements for events that involve food, security, and ticket sales should be made directly with Dining Services, Public Safety, and the Facility or Event Manager, respectively, as referred by the Campus Reservations staff.
- For events held in the Stamp, requests for set-up and audio-visual services are made to Campus Reservations for small events and the assigned Stamp Event Manager for large events. For other reservable spaces, contact the Facility Manager for that space (if applicable) and/or Special Services, Facilities Management, at (301)405-2222, for additional event support needs.
- The University of Maryland Department Of Public Safety has primary responsibility for securing campus events.
- Any organization that shows disregard for university facilities and equipment or fails to abide by these guidelines may be denied further use of university space, charged additional fees, and/or be referred to the Office of Student Conduct for disciplinary action.
- All of the information listed on the Campus Reservation Form is presumed to be the final arrangements for the event. If any of the information changes after the approval, the reservation may be deemed invalid and subject to cancellation.
- Events may be canceled by Campus Reservations if all necessary signatures, permits, payments and approvals have not been obtained by the date noted on the Campus Reservation Form or Reservations Agreement.
- Facilities may not be reserved for large events occurring during final examinations and/or study days.
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PROCEDURES AND DEADLINES FOR RESERVING SPACE
To check the availability of space, organizations and departments may call Campus Reservations at (301) 314-8488. To make a reservation, an authorized representative of the student organization must visit Campus Reservations, Room 1133 in the Stamp. Appointments for large events are encouraged. University departments may make reservations by phone. The guidelines are listed below:
SPACE ALLOCATION PROCESS
Classroom Space: Classroom space in academic buildings are under the jurisdiction of the Office of the Registrar and is available for meetings and activities on a temporary basis after all regularly scheduled classes have been assigned rooms. Classrooms for student groups are scheduled through Campus Reservations as outlined in the policies and procedures below.
University Departments can reserve classroom space directly with the Scheduling Office by email@example.com.
Availability - Due to the limited number of classroom spaces available as well as the demand on space, it is necessary to limit the number of reservations that each student organization is permitted in order to provide fair and equitable access for all organizations. In order to accomplish this, reservations for student groups will be limited based upon the following:
- 2 classrooms per week with a maximum of 4 hours per reservation through the end of the university's Schedule Adjustment Period (through the first 10 days of classes) for the spring and fall semester.
- 2 additional classrooms with a maximum of 4 hours per reservation at the end of the Schedule of Adjustment period pending availability.
- Exceptions to this policy may be granted in circumstances such as a film festival, conference requiring multiple rooms or similar one-time events.
Student groups may begin submitting reservation requests for the following semesters based upon the schedule below:
Spring Semester 1st business day of October
Fall Semester 1st business day of April.
Campus Reservations will begin processing submitted requests and will continue to accept additional requests based upon the following schedule:
Spring Semester Beginning the 1st business day of January
Fall Semester Beginning the 1st business day of August
Policies - Any student organization that has been registered and authorized through STARS (Student Activities Reporting System, www.stars.umd.edu) may reserve academic classrooms from a specified list of rooms (see Campus Reservations for the list) for meetings, study sessions, seminars, etc. based upon availability.
- Specific classrooms are available for use by student organizations on a semester-by-semester basis and are non-renewable. Student organizations must submit a new reservation request each semester based upon the schedule outlined above.
- The following restrictions apply to all events held in classrooms. As the sponsor of the event, student organizations have the responsibility to maintain the good order of the classroom and will be held liable for any damage incurred during the event:
- Food and drink are prohibited in all classrooms at all times.
- Furniture should not be removed from the classroom or rearranged unless it is returned to its original set-up.
- Events that use loud music and/or dancing can only be accommodated in the Armory classrooms. Activities during meetings/events MUST NOT disturb other groups using any space.
- Reservations are not permitted during study days, finals, holidays or between academic sessions.
- Ticket sales, donations, sales or any other form of monetary solicitation or collection is strictly prohibited.
- Where not otherwise specifically noted here all other university policies are in effect for reservations in academic classrooms. Groups should refer to the Event Management Handbook (www.thestamp.umd.edu/reservations) for a complete list of university policies and procedures.
- The University reserves the right to relocate any scheduled campus activity if necessary to accommodate a regularly scheduled class.
- Cancellations: Cancellation of a classroom or lecture hall must be done at least two (2) business days prior to the event. If less than 2 business days notice is given or groups are no shows, there is no late cancellation fee, but it may affect future reservation privileges.
University Departments may request space in the Stamp up to a year in advance.
- May request space for free meeting rooms, tables, display cases and banners for a given semester beginning the 1st day of the previous semester.
- May reserve up to a year in advance for all other events under the condition that all the details of the event can be provided at the time the reservation is made.
- Student organizations may reserve up to two weekend dates (Friday or Saturday) for events in the Grand or Colony Ballroom per semester, pending availability.
All Other Campus Facilities - At the discretion of the facility manager.
RESERVATION DEADLINES: When referred to in this handbook, business days are defined as days that Campus Reservations is open for business (Monday thru Friday). While the deadlines listed below are the minimum number of days required, groups are strongly encouraged to request space as far in advance as possible to increase the chances of finding the desired location or date and time.
Classrooms - There are two types of events, each of which have specific deadlines for reserving space:
- Reservations for small events must be finalized three (3) business days prior to the event date.
- Small events are defined as routine organizational meetings, retreats, rehearsals, etc. that in general are not open to the public and do not require additional approvals such as police approval or support services.
- Requests for reservations for large events must be submitted a minimum of fifteen (15) business days prior to the event date and finalized ten (10) business days prior to the event date. This includes obtaining all necessary permits and signatures of approval as required, as well as ordering security, and equipment.
- Large events are all other events not listed above (lectures, film showings, performances) which may require additional planning and coordination.
The Stamp - There are four types of events, each of which have specific deadlines for reserving space.
- These include routine organizational meetings as well as bake sales, banner spaces, display cases and table spaces for fund raising, recruitment and information distribution.
- Reservations for small events must be finalized three (3) business days prior to the event date.
- Requests for reservations for large events must be submitted a minimum of fifteen (15) business days prior to the event date and finalized ten (10) business days prior to the event date. This includes obtaining all necessary permits and signatures of approval as required, as well as ordering food, security, and equipment.
- Include all other events not listed above (e.g. dances, lectures, cultural parties) that end by midnight which may require additional planning and coordination.
- Student organizations must have been continuously registered on campus for more than two years, or partner with an organization who has a two (2) year continuous campus history, in order to host large scale events.
- To receive student organization rates, payment for room, AV, and security must be paid either by ISR, FRS number, student organization credit card or a bank check with the name of the student organization printed in the upper left corner of the check. Personal checks, personal credit cards, and cash will not be accepted as payment.
Late Night Events: Requests for events whose scheduled ending time is after midnight must be submitted a minimum of fifteen (15) business days prior to the event date. The complete policy on Late Night Events can be found under the "Types of Events" section of this handbook.
Concerts and Major Entertainment Events: Requests for Concerts or Major Entertainments Events must be submitted a minimum of fifteen (15) business days prior to the event date. The complete policy on Concerts and Major Entertainment Events can be found under the "Types of Events" section of this handbook.
- Events held in the Stamp: Payment for room rental must be made ten (10) business days from the date the reservation is made or ten (10) business days prior to the event date, whichever comes first. Events booked with less than ten (10) business days notice must be paid in full at the time the reservation is made. Payments for reservations, sponsored by registered student organizations, occurring in the fall semester will be due on the first business day of August.
- Payment for audio-visual services or overtime fees must be received at least five (5) business days prior to the event date.
- Payment for room and security must be paid either by ISR, FRS number, student organization credit card or a bank check with the name of the student organization printed in the upper left corner of the check. Personal checks, personal credit cards, and cash will not be accepted as payment.
- Accounts with past due charges will be placed on account suspension and will be unable to make new reservations or change current reservations until the accounts are paid in full.
Events not held in the Union: Payment for room/space rental and any other auxiliary services is due at the discretion of the facility/space manager or service provider.
Events held in the Stamp: Cancellation for the Colony or Grand Ballroom must be made at least 45 calendar days prior to the date of the event. Cancellation for all other rooms must be made at least 10 (ten) business days prior to the date of event. Groups will be held liable for the entire room rental charge if cancellation is received after the deadline. Cancellation notifications must be confirmed in writing.
Events not held in the Stamp:
- Classrooms and Lecture Halls: Cancellation of a classroom or lecture hall must be done at least two (2) business days prior to the event. If less than two (2) business days notice is given or groups are no shows, there is no late cancellation fee, but this action may affect future reservation privileges.
- Other Campus Spaces - Cancellation policies are at the discretion of the facilities manager, if applicable.
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The following list represents the most frequently requested facilities on campus for programs and events. Most of these facilities are monitored by specific facility managers. Some of these facilities also have limited access depending upon the nature of the program or event.
Initial contact is made with Campus Reservations to check availability and/or to determine if the planned event is appropriate for space desired. If indicated below, additional contact is made with the facility manager to confirm availability, discuss cost (if applicable) and review details of event.
Facility Capacity (Auditorium) Additional Approvals Needed Phone
Academic Space (classrooms) Varies None
Armory (Main Floor) 2,000 Eppley Recreation Services 226-4404
Art/Soc. Atrium 150 Art Department 405-7790
Cole Field House 12,000 Eppley Recreation Services 226-4404
Ritchie Coliseum 1,900 Eppley Recreation Services 226-4404
The Stamp Varies* None
*List of rooms, capacities & prices available in the Campus Reservations Office
Outdoor Facilities Primary contact made with Campus Reservations, (301) 314-8488
Facility Additional Approvals Needed Phone
Engineering Fields Eppley Recreation Services 226-4404
Fraternity Row Eppley Recreation Services 226-4404
Hornbake Plaza Grounds, Facilities Management 405-3320
LaPlata Beach Eppley Recreation Services 226-4404
McKeldin Mall Asst. Director, The Stamp 314-8479
Nyumburu Amphitheater Nyumburu Cultural Center 314-7759
Pool/Eppley Recreation Center Eppley Recreation Services 226-4404
South Chapel Field Eppley Recreation Services 226-4404
The following facilities may be reserved directly through the office listed below:
Facility Capacity (Auditorium) Contact directly Phone
Clarice Smith Performing Arts Varies CSPAC Scheduling Manager 405-8176
Comcast Center 17,950 Intercollegiate Athletics 314-7128
Golf Course Clubhouse 150 Clubhouse Manager 314-4653
Memorial Chapel Memorial Chapel 314-9866
Main Chapel 1,000
West Chapel 100
Nyumburu Cultural Center Varies Asst. Director, Nyumburu 314-7758
Facilities Available in the Adele H. Stamp Student Union
The Stamp offers reservable spaces including: two ballrooms, several meeting rooms, multi-purpose rooms, and Hoff Theater, as well as display cases, and outside tables. These spaces are available for student organization and university department sponsored events. A list of reservable spaces and their associated fees, as well as assistance in event planning, is available through Campus Reservations or by visiting their website at www.thestamp.umd.edu/reservations
Scheduled events in either the Grand or Colony Ballroom must end at least one hour prior to the posted building closing time and 30 minutes for all other spaces for the building to insure that the sponsors and guests have cleared the room and left the building by that time. The earliest a customer can have access to a reserved room is 30 minutes after the building is open.
Hours may be extended on Friday and Saturday nights to accommodate late night events in accordance with the late night event policy. An event will be considered a Late Night Event if the scheduled ending time is later than midnight, hosted in either the Grand or Colony Ballroom, includes amplified sound or music and has non-seated attendees. These events must end no later than 2:00 a.m. and all attendees must exit the building by 3:00 a.m. There will be an additional charge of $100/hour.
TerpZone: (301) 314-2695, Basement, B0106, The Stamp
The TerpZone is the bowling and billiards recreation center located on the basement level of The Stamp. The TerpZone has 8 Bowling Lanes, 10 Billiard Tables, 3 Large Projection screen TVs along with a wall of Video Arcade Games and food by Subway. The TerpZone also has video game systems with a variety of games which can be played on the big screens. They offer special daily pricing everyday of the week in the afternoon. Every weekend in the evening there is Cosmic Bowling. The TerpZone is also available for reservations for bowling parties, billiard parties and birthday parties. Please visit their website: www.thestamp.umd.edu/TerpZone for general information about events and activities as well as daily pricing and reservation pricing. The TerpZone Front Desk can also be contacted by phone at (301) 314-2695 or by AIM at TerpZone1. To reach the TerpZone Program Coordinator please call (301) 314-9371.
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EVENT SUPPORT SERVICES
Adele H. Stamp Student Union
Audio Visual equipment, sound systems and technical assistance is available for functions, such as speakers, concerts, parties and cultural events. The Stamp Audio-Visual staff will operate all equipment. Charges will be made for these services. If a non-university company is hired to produce an event in the Stamp, the Stamp Audio Visual Services must be contacted at (301) 405-0588 for approval. Requests for audio-visual equipment can be submitted to an event manager (if assigned) or by completing a request on-line at http://thestamp.umd.edu/ShopsServices/TechnologyServices.aspx Requests made with less than 5 business days notice will incur a 50% late charge.
Classrooms and Lecture Halls - A limited number of classrooms have technology and/or audio-visual equipment already in the rooms but the equipment is not directly accessible to student organizations. Groups wishing to have audio-visual equipment for their event have the following options available to them:
- Student organizations will be asked to note on their initial request whether access to equipment is desired and every attempt will be made to reserve a room that has equipment in the room.
- Access to the equipment in classrooms is limited to university faculty or staff through their university ID and password so groups must have a faculty or staff member present in order to gain access.
- If a faculty/staff member will not be attending, student organizations can have their faculty/staff sponsor check out equipment from the OIT Helpdesk in 1400 Computer and Space Sciences Building.
- Student organizations are welcome to bring their own equipment. However, it should be noted that there is no support staff on-site to assist in trouble-shooting or repairing equipment. In addition, equipment meant to amplify sound or music is limited to the Armory classrooms as noted in the restrictions above.
Facilities Management can provide a variety of AV Services, including sound systems, podiums, lighting, generators, etc. A request for services may be placed by phone at (301) 405-2222, or on-line at www.facilities.umd.edu and click on Request for Services.
Customers can request sound equipment for the Chapel through the Chapel office. All of the sound equipment is included in the price of the rental.
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Events that include entertainment such as speakers, dj's, or performers who are being paid through state, university, student or Student Government Association funds require a fully executed University of Maryland contract (signed by both the artist and/or agent and the university representative) at least one (1) business day before the event. For student organizations, a Request to Contract form must accompany each contract and is required before the contract is issued to the student representative of the organization. The contract will not be signed by the university's representative without the Request to Contract form. All contracts and forms are available in the Student Organization Resource Center, located in the Student Involvement Suite, Room 0209, The Stamp. For more information, call (301) 314-7158.
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In the Stamp, an event manager is assigned to all events at no extra charge to assist customers with the logistical aspects of the event which includes room set up, audio-visual needs, signs, ticket sales, as well as coordination with catering and police services. The event manager's name and phone number is provided at the time the reservation is made. The customer may contact their event manager at any time prior to the event to discuss details. To insure that the necessary services are available for the event, customers should finalize details of the event and submit a request for audio-visual equipment/services at least ten (10) days prior to the event.
As listed under the Facilities Available on Campus, most spaces have a facility manager and the policies related to each space should be provided at the time the space is approved for use.
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FOOD & BEVERAGE POLICY
Food service in the Adele H. Stamp Student Union
For the convenience of the event sponsors and to help insure food safety, the Stamp has an in-house full service catering team to provide services ranging from simple deliveries (Goodies-To-Go) to elaborate dinners or receptions (Good Tidings Catering). Good Tidings Catering is convenient, understands the Stamp facility, has direct access to kitchen facilities, and helps to promote campus involvement and cooperation. For catered events, event sponsors should contact Good Tidings at least three (3) weeks prior to the event and all arrangements must be finalized no later than two (2) weeks prior to the event. For more information visit www.goodtidings.umd.edu or contact the Good Tidings Catering Sales Office at (301) 314-1100.
Additionally, Adele's Restaurant is open for guests during regular business hours with customized menus and services available. Adele's is also available for private events when it is closed to the public. For more information, contact (301) 314-8022.
Food or beverages may not be provided by outside sources for events in the Stamp in compliance with exclusivity provided under our lease agreements. Student organizations hosting cultural events or celebrations may request a waiver as outlined in the Outside Caterer policy of the Event Management Handbook. Food and beverages at events that include the use of the Grand or Colony Ballroom must be provided by the Stamp's in-house caterer. For food needs in all other Stamp rooms, groups must utilize Good Tidings, Goodies to Go or the other restaurants and shops located in The Stamp for carry out/pick-ups as follows:
Chick-fil-A - Chicken Sandwiches, Lemonade, Platters and Salads
The Coffee Bar - Specialty Coffees and Pastries/Baked Goods
Food Co-Op - Vegetarian and Alternative foods
McDonalds - Hamburgers and Salads
Moby Dick - Middle Eastern
Panda Express - Asian Cuisine
Sbarro - Pizza and Italian Cuisine
Subway in the TerpZone - Sandwiches, Salads and Party Subs
Sushi from Panda
Taco Bell - Tex-Mex Cuisine
The Union Shop - Deli Platters, Box Lunches, Decorated Cakes, Ice Cream, Soft Drinks and Picnic Supplies (Recognized student organizations receive a discount on certain products from the Union Shop.) With adequate notice, the Union Shop can also provide Kosher Deli and Salad Platters
The deadline for making arrangements with The Stamp caterer and restaurants listed above may vary. Therefore, the event sponsor should contact them as soon as possible to determine when final arrangements should be made. For additional information on the above-mentioned vendors, go to www.thestamp.umd.edu and click on "Dining Options".
- Admission charges -- Food provided from the above listed options may be included as part of the admission charge or given away at events. The sale of food is not permitted at events other than that noted in the concessions section of the Fundraising policy of the Event Management Handbook.
- Cleanup -- If one of the carry out/pick-up options from the restaurants listed above is used, it is the responsibility of the event sponsor to clean up and dispose of leftover food from the event. Failure to do so may result in additional clean-up charges.
- Alcohol -- Refer to the Campus Event Alcohol Policy of the Event Management Handbook.
- Donations -- To comply with the university's contract with Pepsi/Frito Lay, any beverages and/or snacks donated by outside sponsors must be produced or distributed by Pepsi Cola or Frito Lay and be provided in pre-packaged portions. Customers must provide a list of donated products to the Campus Reservations Office at least ten (10) business days prior to the event.
Other Reservable Spaces on Campus
Food is not permitted at any time in classrooms or lecture halls.
Food and beverages at outdoor spaces, such as LaPlata Beach, Fraternity Row, Hornbake Mall, McKeldin Mall, etc., must either be provided by Dining Services or groups must obtain approval and/or permits from the Prince George's County Health Department.
The use of outdoor grills must be approved by the Assistant Director of Dining Services for the Stamp.
Outside Caterers In The Stamp
USE OF SPECIALTY CATERERS IN THE STAMP STUDENT UNION
The Stamp recognizes that authentically prepared food is an integral part of cultural events and celebrations that are sponsored by University of Maryland student organizations.
Student organizations are encouraged to use the services of the Stamp catering office or the restaurants that are located in the building. In the event that these options are unable to accommodate the special menu needs of the student organization, the organization may request a waiver in order to contract the services of an off-campus catering company.
Waivers are only available to registered student organizations.
The use of an off-campus catering company will be approved only upon the timely submission of the required information to insure that the company has the appropriate experience, permits and equipment to insure that food is prepared, transported and served in a safe manner and within the guidelines established by the Prince Georges County Health Department.
It is the responsibility of the student organization requesting a waiver to provide all of the required documentation on behalf of the restaurant and/or catering company.
Waivers will be granted only for the service of authentically prepared ethnic and cultural foods that are not available through catering services or the Stamp restaurants.
Student organizations wanting to use an off-campus catering company should plan well in advance of their event. The completed information form along with copies of all necessary permits must be submitted to Campus Reservations at least 15 business days prior to the event.
POLICIES AND REQUIREMENTS
- Off-campus catering companies must provide all appropriate equipment to keep food at proper temperatures in accordance with safe food handling regulations. Caterers must provide all necessary equipment including, but not limited to serving equipment, transportation carts, warming equipment, etc.
- A certified Food Service Sanitation Manager (PG County certification or equivalent) must be on site from food delivery/set-up to food removal.
- Off-campus catering companies MUST clearly identify their company or restaurant by use of signage at the catering site. The caterer must display their Food Service Permit number on all delivery vehicles, signage, on business cards and on all invoices.
- The sponsoring student organization is required to ensure that off-campus caterers completely clean any and all areas used for both the staging and serving of the event meal. All equipment and left over food must be removed and properly disposed of immediately following the event. Any damages to the facility or additional housekeeping duties that are the result of the catered event will be billed back to the sponsoring organization.
- Kitchens and other areas that fall within the scope of the University of Maryland's health permits are not available for use by an off-campus catering company. No on-site preparation of food is permitted. Off-campus catering companies may not use hallways, restrooms, lounges or other public spaces as a preparation, staging or serving area.
- When using an off-campus catering company, the selling of food on site is not permitted. Event sponsors cannot bring an off-campus company on campus to sell food at an event.
- Any event that requires the service of alcoholic beverages MUST use the in-house catering services since they hold the state liquor permit for the university.
- All deliveries to the Stamp will be made via the loading dock located on the north side of the building. Catering trucks may off-load equipment, supplies and food products necessary for their event and then will be required to move their vehicles away from the loading dock to allow for other deliveries. At no time should the loading dock be use as parking for the catering vehicles.
- Pepsi brand cold beverages are the only soft drink beverages that may be used. Off-campus catering companies are NOT allowed to provide soft drinks sold under the trademarks of Coca-Cola Company, Triarc, Cadbury Beverages, Quaker Oats Company or Nantucket Nectars. Frito Lay snack foods are the only pre-packaged snack foods that may be used. Snack foods produced or distributed under the trademarks of Proctor & Gamble, Nabisco, Wise, Utz or Herr's are not allowed.
Violations of the Food and Beverage Guidelines will be reported to the Assistant Director of Operations of The Stamp Student Union.
Violations of this policy will result in the placement of sanctions and fines against the event sponsors.
All registered organizations are required to adhere to the regulations and sanctions listed in the Event
Management Handbook, in Campus Reservation Information Sheets, and the Code of Student Conduct. Copies of these materials are available through Campus Programs (0110 Stamp Student Union) and Campus Reservations.
When a registered organization or organization member is alleged to have violated the Food and
Beverage Guidelines, the Assistant Director of Operations of The Stamp will:
- Request a meeting with the president or representative and, if necessary, other members of the organization to discuss the alleged violation.
- Impose the appropriate sanction if a violation has occurred.
- Write a letter to the president or representative of the organization to inform him/her of the infractions that occurred and the sanctions imposed.
If it is determined that the sponsoring organization has violated the food and beverage policy, the following sanctions will be imposed by the Assistant Director of the Stamp:
- First violation: The group will be charged the outside room rental rate for the room the violation occurred in.
- Second violation: The group will be charged the outside room rental rate AND suspension of reservation privileges on campus for the rest of the semester and the following semester.
For cases in which the organization does not agree with the sanction or sanctions prescribed, the members may appeal within five (5) business days of the receipt of the sanction letter. An appeal letter should be addressed to the Director of The Stamp (3100 Stamp Student Union). This letter should include at least one of the following reasons for appeal:
New information not taken into consideration during the initial consultation sessions.
Mitigating circumstances that would make this case different from other cases.
This letter will be reviewed by the Director and s/he will make a final decision. The president and/or representative of the organization should expect a decision in writing, within ten (10) business days of receipt of the appeal letter.
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SECURITY AT EVENTS
Sponsoring student organizations must contract with the Department of Public Safety (DPS) for the security of attendees at an event, as recommended by DPS in conjunction with the Campus Reservations Office.
Procedure for Requesting Security
Organizations sponsoring events that require security must contact DPS a minimum of fifteen (15) business days prior to the date of the event in order to ensure that an adequate number of security personnel will be available for the event.
Using guidelines established by the Department of Public Safety, Campus Reservations will refer groups to DPS who will then determine the security needs (if any) of the event. Groups must submit a "Request for Police and Police Aide Services" request form, or attend a mandatory planning meeting if the event is classified as a late night event, a minimum of fifteen (15) business days prior to the event. During contract negotiations, the DPS will provide the student organization with an estimate of the number of personnel needed and the related costs. Payment to DPS by the student organization must be made by student organization bank check, or an Internal Service Request Form (ISR), which may be obtained from the Student Organization Resource Center, Room 0110 in the Stamp. Personal checks, personal credit cards, and cash are not accepted forms of payment. A signed contract and accompanying payment to DPS is required at least ten (10) business days prior to the event date.
General Guidelines and Factors considered in determining security needs
DPS reserves the right to determine the exact number of security personnel based upon the total circumstances on a case by case basis.
Expected Crowd Size: The size of the crowd will dictate the number of security personnel recommended. A security position is defined as either a police officer and/or student police aide. A general guideline for security positions based on estimated crowd size is as follows:
CROWD SIZE SECURITY POSITIONS
2001+ to be determined
Nature of Event and Nature of Crowd: DPS will consider the nature of the event, the nature of the crowd and the expected attendees. DPS recommends additional security depending on the age of the expected attendees; whether the event is open to the entire university or closed (restricted to members of the sponsoring organization and their guests); whether attendees are from outside the university community or part of it; and based on the attendee activities typical of a particular type of event. Consideration also will be given the following factors, among others: use of DJs, live bands, and expected lighting conditions.
Security Needs For Similar Events: DPS will consider the prior security history pertaining to events sponsored by the student organization in the past or at similar events sponsored by other student organizations. DPS will also consider the sponsoring organization's past ability and willingness to coordinate, communicate and cooperate with police and venue staff.
Time of Event:Events ending before midnight generally have lower security risks, and, consequently, require less security. Events scheduled to end after midnight may require the use of metal detectors and additional security personnel. Even when not required by DPS, sponsoring organizations may request the use of metal detectors.
Sponsoring Staff: The sponsoring organization will be expected to designate individuals to assist the police in conducting the event in an orderly fashion, e.g., establish orderly lines for entry, sell tickets, stamp hands for re-admittance, check identification, etc. The greater the number of assisting staff from the sponsoring organization, the fewer security positions will be required. Notwithstanding the assistance of individuals from the sponsoring organization, DPS reserves the right to use the recommended number of security positions appropriate for the crowd size.
Money Collection: DPS recommends additional security positions whenever an event is accompanied by money collection activities, e.g. souvenir sales, refreshment sales or donation collection. Personnel assigned to a security position to guard or escort cash are generally not available to patrol other areas of the event. A DPS decision to utilize a police officer or a student police aide will depend in part on the estimated amount of cash on hand.
Searches: Searches of event attendees are authorized only when coordinated and conducted by DPS. DPS requires at least one police officer for every point of entry where searches are to be conducted.
Written Invitation or Prior Ticket Sales: Events restricted by written invitation or involving advanced ticket sales usually require less security than events at which tickets are sold at the gate or door.
Venue access points: The number of access points to an event may affect the number of security personnel DPS recommends. As a general rule, the greater the number of access points, the more security personnel will be required.
Student Organization Responsibilities:
Provide individuals to check IDs to assure that all event attendees have valid college ID.
Accept full responsibility for all security costs and related costs for services, damage to and/or loss of facilities or equipment, unless such costs are provided for otherwise, as expressly approved by the university.
Payment of any outstanding charges if security costs exceed the amount collected at the event, i.e., when security needs change based on changes occurring at the event. Additional payment is due within fifteen (15) days of the event. Similarly, if the cost of security for the event is less than previously estimated, DPS will promptly authorize a refund to the sponsoring student organization. DPS is responsible for notifying the sponsoring student organization of any discrepancies between actual and estimated security costs for the event.
Notify DPS if an event is canceled at least 48 hours prior to the event by contacting Special Events at 301-405-7031 during normal business hours (Monday Friday, 10:00 a.m. 6:00 p.m.) Failure to properly notify DPS of a cancellation within 48 hours of the event will result in a charge for three (3) hours for each contracted position assigned to the event. Any remaining money will be refunded to the sponsoring student organization.
Assign an authorized student to be responsible for the planning and implementation of the event and signing and processing the Campus Reservation Form. This student shall also be present for the duration of the event. He or she should be readily available and accessible in the event of a disturbance of other problem. The student should identify him or herself to the DPS police personnel at the beginning of the event.
Except as expressly pre-approved and authorized or for events sponsored by Student Entertainment Events, ensure that members of the sponsoring organization do not advertise the event off-campus.
Types of Security provided
Police Officers: University of Maryland Police officers are sworn law enforcement officers of the State of Maryland. There is a three hour minimum for scheduled officers. Scheduled at 30 minute intervals with one hour allocated prior to the start of the event to allow for briefing and obtaining required equipment and one hour after the event has ended to allow for the crowds to vacate the event.
- Student Police Aides: Student Police Aides are university students who are trained and supervised by the University of Maryland Department of Public Safety. These students work for the Department of Public Safety on a part-time basis. There is a three hour minimum for scheduled police aids. Scheduled at 30 minute intervals with 1 hour allocated prior to the start of the event to allow pre-event security functions (i.e., check of emergency exits, damage, etc.), and 1 hour after the event has ended to allow for the crowds to vacate the event.
- Metal Detectors: Metal detectors are hand held wands or walk through devices which identify metal objects on a person, and reduce the probability of weapons being carried into an event. The detectors are provided by the Department of Public Safety. There is no charge for these devices.
- Wrist Bands: Wrist bands are identifying bands which must be used for those events which allow paying participants to leave, after entering, and re-enter the event without additional payment. There is no charge for wristbands.
Contact the Department of Public Safety, Special Events Unit, at 301-405-7031 for other security options.
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SPECIAL EVENT LIABILITY ISSUES
Student organizations and university departments may be required to obtain approval for certain events that the university deems involves risk or liability to the attendees or the campus community. Examples of such events include but are not limited to events that involve the use of fire (fireworks, fire jumping, and bonfires), any live animals and/or equipment (carnival rides, rock climbing, and scaffolding). Representatives from Campus Reservations, working with the Risk Management Office under the Department of Environmental Safety, will make that determination. An insurance policy may also be required, naming the University of Maryland as an additional insured. Groups will be responsible for obtaining the insurance and providing a copy of the Insurance Certificate to the Environmental Safety office at least one month in advance. Campus Reservations must receive approval for use of these types of items at least two (2) weeks prior to the date of event. Participant liability waiver forms may be recommended for certain events.
All non-university affiliated individuals or organizations are required to obtain proof of liability insurance when renting space at the University of Maryland. Further information can be obtained from Campus Reservations, Room 1133, The Stamp (301.314-8488).
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TAX LIABILITY - ADMISSION AND AMUSEMENT TAX
Student organizations registered by the university do not share in the university's tax status. Concession sales and/or other forms of income, such as admissions charges, may result in a tax liability to the organization. Proceeds may also be subject to retail sales or amusement tax. Tax information is available at Campus Reservations.
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Event sponsors may arrange for the Ticket Office to sell tickets to any event held on campus.
For events held in the Stamp for which admission is charged, day of event ticket sales must be conducted at the Ticket Office (Room 0124 the Stamp). This is necessary to insure the safety of organization members as well as the cash proceeds of the event. The following procedures clearly define the steps that must be taken before, during, and after an event.
Organizations are liable for sales tax when admission is charged for an event. See "Tax Liability," for more information.
Prior to the Event
At the time of reserving a space through Campus Reservations, the organization must decide if there will be an admission charge. If so, the organization's representative must contact the Event Manager. The Event Manager will have the representative fill out a ticket office form which records the number of tickets/wristbands the group will need for their event, the admission price, start and end times of the event, times of the ticket/wristband sales, and the FRS number of the organization or the mailing address. This information must be delivered to the assigned Event Manager at least two (2) weeks prior to the event.
- Completed ticket office form to Event Manager
- List of names for held back tickets/complimentary wristbands to be kept in the Ticket Office
Failure to turn in forms by the two (2) week deadline may result in the sponsoring organization not being able to charge admission for their event.
Day/Night of the Event
Prior to starting ticket sales, the representative from the sponsoring organization on file with Campus Reservations will meet with the event manager and Ticket Office manager to verify prices/quantities of wristbands. The same representative from the sponsoring organization will meet with the Ticket Office manager when wristbands sell-out or at midnight when the Ticket Office closes to sign the sales reconciliation sheet. The Ticket Office staff will sell and distribute all wristbands. Admittance to the Ticket Office will not be granted to anyone besides Stamp staff. Wristbands will only be sold to those persons with a valid college ID for Stamp events and two wristbands will be sold per ID. College ID must be presented at both the Ticket Office and at the entrance to the event. All wristbands must be worn snuggly around the wrist. Wristband sales are CASH only. The Ticket Office is not responsible for lost or broken wristbands and will not issue refunds. No money may leave the Ticket Office the night of the event. The Ticket Office staff will not sell to any individual that appears to be under the influence of alcohol and/or drugs.
After the Event
The sponsoring organization has two options for collecting admission money after the event:
- Money can be deposited into SGA FRS account; or
- The student organization can wait the allotted time for a check to be made out in the name of the sponsoring organization for deposit into an off-campus account.
For events not held in the Stamp, contact the Facility Manager for that space to arrange for ticket sales.
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TYPES OF EVENT
MAJOR CONCERTS AND ENTERTAINMENT EVENTS
Major concerts and entertainment events (major events) are defined as any events anticipating an attendance of 1000 people or more or any events issuing contracts for outside entertainment or lecturers.
Major events are a desirable components of university life. These events provide a valuable experiential opportunity for students who participate both in the planning and production phases, as well as high quality and diverse leisure time entertainment for students, faculty and staff who attend.
The University of Maryland, College Park, in a desire to encourage promotion of entertainment and events that are produced in a safe and fiscally responsible manner, issues the following policies and procedures for the production and management of major events on campus. Student organizations interested in producing major events, must be registered in STARS through the Stamp and show a continuous five year campus history, or partner with an organization who has a continuous five year campus history. They must also provide evidence of the active involvement of an advisor before they may apply to sponsor a major event.
- Attention must be paid to the personal safety of all in attendance as well as the security of campus facilities and properties.
- All major events must show evidence of sound fiscal management.
- All funds received and expended in the production and management of any major events shall be accounted for through appropriate university accounting procedures.
- Management requirements related to the use of any and all university facilities are continuous. The nature of major events suggests logistical and public welfare issues of large dimension that must be closely supervised by the appropriate administrative agencies and authorities.
- No major events that result in the personal profit of any individual (other than a university recognized promoter) will be allowed.
- SEE is designated as the sole student organization responsible for using an outside promoter for university events.
- The students of the University of Maryland, through the Student Government Association shall employ a full-time advisor under the advice, consent, and supervision of the Vice President for Student Affairs or her/his designee to insure, on behalf of SEE, successful program offerings and compliance with the policies and procedures of this document.
- Off-campus advertising may be used only by SEE in the promotion and marketing of major events.
- Other student organizations and university departments may also sponsor major events but only in accordance with the specific approval of the Vice President for Student Affairs or his/her designee.
- Major events must have fully executed contracts before the individual or group renders service. Fully executed is defined as a document bearing the signatures of both the artist/s the university Office of Procurement or its designee, and the President's Office or designees.
- Security and life safety for major events must be coordinated with Department of Public Safety and the Department of Environmental Safety respectively. Final authority for the safety of individuals on campus rests with these two departments; therefore, they must be involved in all stages of the planning process.
Charity and Benefit Events:
- University facilities shall not be used for charity events.
- Charity events are those events intended to raise money for other than the expenses of the sponsoring group or for the support of other university activities.
- Registered student organizations may conduct a benefit event for the purpose of promoting the organization or educational mission.
Benefit events may not be organized for the private profit or gain of any member of any student organization.
The following descriptions are provided in an attempt to identify various scales of magnitude for concerts which might occur on campus. Any specific criterion may be used as sufficient cause to classify a concert in a different category as needed to ensure appropriate safety, security, and other factors are managed adequately for an event. The final judgment regarding the scale of the concert rests with the Director of The Stamp or his/her designee in consultation with appropriate university personnel.
Major Concerts: In general, a major concert will have an anticipated attendance of 1,000 or more attendees, a performance contract cost of over $5,000, or will feature established performers with a national reputation. Only university departments or SEE may sponsor large concerts.
Small Concerts: In general, a small concert will have an anticipated attendance of less than
1,000 attendees and a performance contract cost of less than $5,000. Before a student organization may apply to sponsor a concert which will have an admission charge, the student organization must be registered in STARS through the Stamp and show a continuous five year history on campus, or partner with an organization who has a continuous five year campus history, and evidence of the engagement of the group's advisor in the planning and execution of this event. Before a student organization may apply to sponsor a concert which DOES NOT have an admission charge, the student organization must be registered and show a continuous two year history on campus, or partner with an organization who has a continuous two year campus history.
Small concerts with an admission charge may be sponsored by any academic or administrative unit or registered student organization meeting the criteria listed above. In general small concerts with an admission charge held in The Stamp will be for an audience of less than 1,000 and require college ID for entrance. The SEE Advisor and/or the Assistant Director of the Stamp responsible for contract review must sign off on the approval of concerts not sponsored by SEE or a university department to ensure the concert is indeed of limited scope and size.
- The university will notify the City of College Park in advance of all small and major outdoor concerts using amplified sound as a part of the reservation process coordinated in the Campus Reservations Office. When the event is a large outdoor or large indoor concert, university staff members working with the event will alert College Park city administrative staff at least 30 days in advance of the event.
- The University Police will notify Prince George's County Police, Fire, and all appropriate public safety agencies of all large concerts to be held on campus.
- The Art Attack concert and all other large outdoor concerts will be held in Byrd Stadium in coordination with the Department of Intercollegiate Athletics and the Clarice Smith Center for Performing Arts. Small outdoor concerts will be held in outdoor venues appropriately sized for the anticipated crowd and noise amplification.
- Indoor concerts will be held in appropriately sized venues for the anticipated crowd with public safety being the primary concern used in determining that venue. Large indoor concerts will require a system of ticket distribution and gated access to control the crowd attending the event.
- Festival seating will not be permitted in Cole Field House or the Armory Gym.
- In general, campus concerts are offered primarily for the enjoyment of students, faculty, and staff of the university. Therefore the targeted proportion of non-campus versus campus attendance will be no greater than 50/50 for most concert events. Exceptions may be made, such as for the City of College Park Independence Day concert and Maryland Day, depending upon unique circumstances, but campus facilities and resources should primarily support campus focused events.
- For major events special steps will be taken to assure the appropriate percentage of students, faculty, and staff through the control of ticket distribution and access via venue entrances.
- Access to ticket distribution to favor student participation will include a combination of efforts related to the timing of releasing tickets to non-students, price differentials for non-students, and limitations on advertising as appropriate. For example, tickets may be made available to students and faculty/staff in advance of a general release to the public with no more than two tickets permitted per University ID. Then remaining tickets equaling no more than the number sold to students and other campus personnel could be released more broadly.
- Access to the event will be limited to ticket holders only.
- For all outdoor concerts, sound will be monitored at designated locations at the edge of campus with decibel meters owned and operated by university staff. Readings will be taken before the start of the concert and during the event. Information gleaned from these readings will be relayed back to the concert sound control point for volume adjustment as appropriate.
- In cases where it is clear that sound disturbance is not at issue, exceptions may be made to this policy by the Director of The Stamp or his/her designee. Such approval will be predicated upon the event sponsors understanding of and willingness and ability to comply with these guidelines.
- Contracts with performers will carry provisions which specify that volume control will be at the discretion of the event sponsor in compliance with institutional policies and may be monitored and adjusted as needed by the institution.
- Contracts with performers will also indicate the required starting and ending time for the concert.
- Permission for special circumstances such as use of fog, open flame, pyrotechnics, props (i.e.: weapons as props) require special permission from the Department of Environmental Safety.
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GUIDELINES FOR DEMONSTRATIONS AND LEAFLETTING
- The University of Maryland supports the right of individual students, faculty, staff and student organizations to demonstrate and leaflet, provided such activities do not disrupt normal activities or infringe upon the rights of others. Except as authorized in section II of VI-4.10(A), University of Maryland Procedures for Use of Physical Facilities, persons who are not members of the university student body, faculty or staff may participate only upon the invitation of a bona fide student, faculty or staff member engaged in such activity.
- The university will not condone behavior that violates the freedom of speech, choice, assembly, or movement of other individuals or organizations. In short, responsible dissent carries with it sensitivity for the civil rights of others.
- Accordingly, the university will take whatever steps it deems necessary to:
- protect the right of any individual or organization to demonstrate and publicly proclaim any view, however unpopular; and
- protect the freedom of speech, assembly, and movement of any individual or group that is the object of the demonstration.
- The following guidelines apply to all demonstrations, rallies, leafleting and/or equivalent activity:
- Persons may not block or otherwise interfere with the free flow of vehicular, bicycle or pedestrian traffic. The right of way on streets and sidewalks must be maintained.
- Persons may not block or otherwise interfere with ingress and egress into and out of campus buildings.
- Persons shall not obstruct, disrupt, interrupt or attempt to force the cancellation of any event or activity sponsored by the university or by any users authorized to use university facilities.
- Persons shall not engage in harassing, physically abusive, threatening or intimidating conduct toward any person.
- Persons shall comply with the directions of a university official acting in the performance of his/her other duty.
- Classes or other scheduled activities shall not be disrupted.
- Use of public address systems and amplified sound will not be permitted without prior approval from Campus Reservations.
- Where an invited speaker is the object of protest, persons may demonstrate and/or leaflet outside the building where the speech is taking place. Persons who wish to enter the building must do so as members of the audience and must give the speaker a respectful hearing. Failure to grant the speaker a respectful hearing may result in the offending persons being asked to leave. Signs, placards or similar paraphernalia associated with a demonstration will not be carried into the building.
- The safety and well being of members of the campus community collectively and individually must be protected at all times. The university maintains the right to define the time, place and manner in which activities occur on campus. Campus Reservations will identify appropriate spaces for planned and spontaneous demonstrations.
- University property must be protected at all times.
- In accordance with Maryland Annotated Code, Section 26-102 of the Education Article, persons on university property may be required to provide identification and evidence of qualification to a university official upon request. Evidence of qualification means evidence that the person is a bona fide, currently registered student, staff or faculty member at the institution or has lawful activity to pursue at the university.
- Persons engaging in activities on university property are subject to and expected to comply with all applicable university policies and procedures.
- Student organizations sponsoring or organizing demonstrations, rallies, leafleting or equivalent activities will be held responsible for compliance with this policy. Student organization sponsorship in no way relieves participating individuals of responsibility for their conduct. Each individual participating in a demonstration or equivalent activities, whether sponsored or not, is accountable for compliance with the provisions of this policy as well as the Code of Student Conduct. Complaints of violation of this policy may be grounds for disciplinary action against individuals and/or the sponsoring or participating student organizations and their officers.
- Although persons who are not members of the university student body, faculty or staff may participate in demonstrations, rallies, leafleting or equivalent activities upon invitation by a bona fide student, faculty or staff member engaged in such activity, all non-university participants are obligated to the terms of this policy. Persons who invite non-university participants may be held accountable for such participant's compliance with this policy. In addition, since non-university participants are not subject to university discipline procedures, their failure to comply with this policy may result in appropriate action under State and Federal law.
Special Guidelines for Scheduled Demonstrations
Recognized university organizations, full or part-time students and current employees of the university who wish to schedule a demonstration, rally or equivalent activity, may request the space through the regular reservation procedure. Any such request must be made no less than one (1) business day in advance of the activity. Campus Reservations will respond promptly to any reservation request. In the event a request is denied, an appeal may be made to the Vice President for Student Affairs who shall respond promptly to any such appeal. Demonstrations will be permitted at the following locations, unless another university department or organization has previously reserved the space:
South Chapel Field
Adele H. Stamp Student Union (South East Plaza)
Demonstrations may be held at other locations on campus with the approval of the Vice President for Student Affairs on a first-come, first-serve basis after an assessment that such demonstrations will not otherwise interfere with scheduled university use or fail to comply with the guidelines applicable to all demonstrations.
Special Guidelines for Unscheduled Demonstrations
- It is the intent of this policy to ensure that all demonstrations on campus occur with minimal threat to the safety and security of persons or facilities through proper planning and scheduling. Occasionally, events occur which demand immediate public outcry, and it is not the intent of this policy to limit students rights to protest such events.
- Unscheduled demonstrations, rallies, or equivalent activities may be held by recognized university organizations, full or part-time students and current employees of the university in the areas defined above, provided that the activity does not interfere with any functions for which that space has been reserved in advance.
- However, it is inappropriate for events that have been planned to circumvent the policies by claiming to be spontaneous. In deciding whether a demonstration is spontaneous or planned the university may consider any relevant evidence, including (a) whether signs or placards used at the demonstration were commercially produced, (b) whether participants used amplification equipment, (c) whether security was alerted, or media contacted, substantially in advance of the demonstration, or (d) whether other circumstances demonstrate advance planning by one or more organizers.
Special Guidelines for Small Demonstrations
Demonstrations or equivalent activities by ten (10) or fewer students, faculty or staff may occur at any outdoor area without advance reservation. Except with respect to location, such demonstrations are subject to the same policy guidelines applicable to larger demonstrations. Accordingly, the university encourages all persons planning a demonstration or equivalent activity to call or visit Campus Reservations to discuss those policy guidelines and how they might apply to the demonstration being planned.
Special Guidelines for Leafleting
University students, faculty and staff may distribute, without registration or advance approval, non-commercial announcements, statements or materials in any outdoor area of the campus, the use of which is not otherwise restricted or scheduled. Persons distributing such materials are expected to refrain from littering and may be held responsible for costs incurred as a result of littering. Distribution is defined as individuals handing materials to other individuals who may accept them or refrain from receiving them. Leaving materials unattended on a surface to be picked up is considered littering, not distribution. For purposes of this provision, announcements, statements or materials pertaining to the sale of goods or services authorized by the university administration are considered non-commercial.
Special Guidelines for Parades
Demonstrations in the form of parades on streets may be conducted with the specific approval of route and time. Approval must be secured two (2) business days in advance of the event from the University Police Department. Application is made through the Campus Reservations Office.
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FUND RAISING ON CAMPUS
Sales and/or solicitations by university departments and recognized student organizations are viable on campus fund raising opportunities. Soliciting funds for sponsored events or charitable organizations is encouraged. However, off-campus vendors may not sell, solicit, market, and/or promote retail or corporate businesses.
Student organizations may reserve a table space (at no charge) in front of the Stamp for the specific purpose of fundraising through the sale of any items or services. Booth space in the Food Court of the Stamp may also be reserved (for a fee) for fundraising activities with the exception of the sale of food or tickets. A Concessions Permit must be completed in Campus Reservations at the time the space reservation is made. Organizations may reserve space for the purpose of concession sales for a maximum of 10 days per semester. Student organizations may sell items which fall into one of the following categories:
1. Items produced by the organization (i.e., baked sale goods)
2. Items directly related to the student organization's mission or goals (i.e., apples sold by the agriculture club, plants sold by the horticulture club, etc.)
3. Items promoting school spirit (buttons, balloons, etc.).
4. Holiday sales (candy/flowers for Valentine's Day or candy for Halloween)
5. Items promoting a group or event (t-shirts with group or event name)
6. Ticket sales for raffles or upcoming events NOT held in the Stamp are permitted. However, it is suggested for safety and security that ticket sales be limited to the Stamp Ticket Office or reservable table spaces in front of the Stamp. For policies relating to raffles, refer to the Raffle section below.
7. Items not produced by the organization but relate to the organization's mission or promote school spirit must be purchased outright by the organization for re-sale.
Campus Reservations reserves the right to review the contractual agreements between any vendor and student organization before a Concessions Permit is approved.
All sales must be conducted by currently registered student members of the organization. Non-member personnel and non-student personnel are prohibited from participating in student organization concessions.
Tables set up for concession sales must display a sign indicating the student organization's name, item or items being sold, and prices. Additionally, the Concessions Permit must be displayed at all times. Student organization members conducting concession sales must bring their UM student ID cards to the location of the sale, as well as their confirmation copy of the Stamp Table Reservation Agreement.
To solicit money for charities, members of the student organization are required to provide proof that the money will be submitted to the charity. A representative of the charity must write a letter verifying their knowledge of the event and its intent. This letter must be received in the Campus Reservations Office five (5) business days before the event.
The following is a general summary of the Maryland State and Prince George's County laws for obtaining a permit to conduct a raffle. The term raffle refers to one or more drawings from a single series of chances sold by means of chance tickets. Guidelines include the following:
- All proceeds must go directly to the student organization or charitable organization that it designates.
- Only currently registered members of the student organization or university department may conduct, manage and operate raffles on campus.
- The raffle is limited to a $5,000 prize of either merchandise or services. The prize may be redeemable in cash if the raffle regulations so provide.
- The State of Maryland and Prince George's County require a permit for conducting a raffle. The permit fee for a benefit raffle shall be $15 for the awarding of prizes not to exceed $5,000 in cash or merchandise. When the total cash value of the prize is less than $200, no permit will be necessary.
- Information submitted with application for permit by sponsoring organization shall include:
- The name of said group or organization and a full list of the names and addresses of its officers.
- A full and complete statement of the purposes and objectives of said group or organization and the purposes for which the proceeds from such operation will be used.
- A notarized statement by the president and treasurer of such group that reads as follows:
"No agreement, written or oral, exists for the division of any portion of the proceeds from the raffle with any other person, group, partnership, association or corporation. No person, group, partnership, association, organization, or corporation other than the applicant group or organization or bona fide member thereof will receive any portion of the proceeds of the raffle other than in furtherance of the purposes of such group or organization, except the previously agreed to amounts necessary to pay for the raffle operating costs may be taken from the proceeds."
- A document attesting to the non-profit status of the organization shall be provided. Additional proof may be required by way of a Written Ruling from the I.R.S., corporate papers registered by the Department of Assessments and Taxation, charter, or other verification.
- A list of merchandise and/or amount of cash prizes.
- A copy of the reservation form for the space being used.
- Application and support documents must be submitted at least 30 business days prior to the event to:
Department of Environmental Resources
Business License Section
1801 McCormick Drive
Largo, MD 20774
- A copy of the permit must be submitted to Campus Reservations.
- It is illegal to raffle alcoholic beverages.
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LATE NIGHT EVENTS (for all events in the Stamp ending after midnight):
Definition and Determination of Late Night Events
An event will be considered a Late Night Event if it includes all of the following:
- Scheduled ending time later than midnight (not including clean-up and breakdown)
- Hosted in either the Grand or Colony Ballroom
- Amplified sound or music
- Non-seated attendees
Steps required for scheduling a Late Night Event:
- Initial Reservation
- Initial Payment at least ten (10) business days after initial reservation
- Attendance at a Planning Meeting at least ten (10) business days prior to event
- Finalization of Space Reservation and payment at least ten (10) business days prior to event
- Attendance at an On-Site Meeting on the night of the event
Student organizations may reserve space for a Late Night Event up to one (1) year prior to the event. Organizations reserving space are encouraged to reserve space for Late Night Events as far in advance as possible. At the time of the initial reservation, organizations must sign up to attend a Planning Meeting (outlined below) with the Campus Reservations Office.
For Late Night Events, student organizations must pay the room rental in full within ten (10) business days of the Initial Reservation or by August 1 for fall semester events. Only Internal Services Request (ISR), FRS number, student organization credit card or a bank check with the name of the student organization imprinted in the upper left corner of the check can be used for payment of room reservation.
In order to finalize the event, after making the initial reservation, organizations will be required to attend one of a number of regularly scheduled Planning Meetings chaired by the Adele H. Stamp Student Union Director's Office to review this policy and the sponsoring organization's responsibilities pursuant to this policy. Upon making an initial reservation, the sponsoring organization(s) must notify the Campus Reservations Office of which Planning Meeting they will attend. Attendance at the Planning Meeting must include at least the following persons: one authorized representative of each organization sponsoring the event, each organization's advisor (or delegate), an Adele H. Stamp Student Union Event Manager(s), and representatives of the Department of Public Safety.
Representatives from the sponsoring organization(s) attending the Planning Meeting should be authorized and prepared to make decisions on behalf of the organization(s). If the sponsoring organization(s) wishes to request any complimentary tickets for the event they must do so at this meeting. If the sponsoring organization(s) wishes to end ticket sales on a date in advance of the event, they must designate the date and time ticket sales shall end at this meeting.
Finalizing the Reservation
Organizations scheduling Late Night Events must "finalize the reservation," a minimum of ten (10) business days prior to the event. "Finalizing the reservation" includes but is not limited to the following: receipt of payment in full, security arrangements approved in writing by the Department of Public Safety, completed ticket sales arrangements, and attendance at a Planning Meeting. Only Internal Services Request (ISR), FRS number, student organization credit card or a bank check with the name of the student organization imprinted in the upper left corner of the check can be used for payment of audio-visual equipment and services of the Department of Public Safety. Personal checks, personal credit cards and/or cash will not be accepted as payment. Failure to finalize the reservation in a timely manner will result in the cancellation of the reservation.
In addition to the Planning Meeting, the sponsoring organization(s) will be required to attend an on-site meeting with the Event Manager and a representative of the Department of Public Safety approximately one (1) hour prior to the event. The purpose of this meeting is to do a full safety and security walkthrough, as well as to discuss the responsibilities and obligations of all parties for the duration of the event.
Attendance and Ticketing
All ticket sales for Late Night Events must be coordinated through the Stamp Ticket Office. This is necessary to ensure the safety of organization members and the security of the cash proceeds for the event.
Organizations have the right to open or restrict their events to different attendees. Upon reservation, the organization must classify a Late Night Event as either a UMCP Student Only Event, for which only student tickets will be issued, or a Guest Permitted Event, for which student tickets and limited guest tickets will be available.
Only current University of Maryland, College Park students showing a valid UMCP ID may purchase tickets of any kind (guest or student) for Late Night Events.
UMCP Student Only Events
Only student tickets will be sold. No guests will be admitted. A UMCP student may purchase up to two (2) student tickets, for the convenience of other UMCP students who are unable to do so in person. To enter the event, a UMCP student must present a valid UMCP ID along with his or her ticket.
Guest Permitted Events
Each UMCP student who purchases a ticket may be eligible to purchase one (1) guest ticket (subject to supply). Therefore, a UMCP student may purchase a total of two (2) student tickets and two (2) guest tickets. To enter however, each guest must be accompanied by a UMCP student, and must, him or herself, present a valid college ID or government-issued ID, along with his or her ticket. Each UMCP student may only accompany one (1) guest. Each guest and accompanying host UMCP student must register prior to entering the event. The UMCP student who purchases the guest ticket shall be responsible for his or her guest's actions during the duration of the event.
Student organizations should be aware that Department of Public Safety costs may be higher for Guest Permitted events than for UMCP Student Only Events.
Guest Permitted events must be attended by at least two-thirds (2/3) UMCP students. For such events, the Stamp Ticket Office will issue two types of tickets - student tickets (which shall comprise at least 2/3 of the total tickets) and guest tickets (which shall comprise up to 1/3 of the total tickets). Once 1/3 of the total tickets pre-allotted to guests have been sold, no more guest tickets shall be issued. If student tickets sell out, unsold guest tickets may revert to student tickets and may be purchased by students, as needed.
Any complimentary (non-paid) UMCP student tickets requested by the sponsoring organization(s) will be counted as part of the total student ticket allotment. Complimentary tickets designated as student tickets will require a valid University of Maryland, College Park ID to enter the event. Up to four (4) complimentary Guest tickets will be allowed and will be counted as part of the total guest allotment. Complimentary tickets designated as guest tickets will require the guest to present a valid college ID or government-issued ID, along with his or her ticket. Each complimentary guest must register prior to entering the event. The sponsoring organization shall be responsible for the complimentary guest's actions during the duration of the event.
There will be no reentry to Late Night Events.
Note: this is an addendum to, not a replacement of the security procedures outlined in the main reservations policy. For additional security procedures and information, refer to the Event Management Handbook.
Determinations of security needs are made on a case-by-case basis for the event by the Department of Public Safety. This determination will be made using a combination of factors including event location, scheduled time of the event, past event history, expected attendance, and ticketing classification (among others). It is the responsibility of the sponsoring organization(s) to cover the cost of the Department of Public Safety officers. Payment for the services of the Department of Public Safety is made through the Campus Reservations Office.
Department of Public Safety officers on duty shall have the sole discretion to determine the status of security-related issues with regard to a Late Night Event, and what action should be taken vis-a-vis individual students and guests who cause problems. If a more serious problem develops, Department of Public Safety officers shall have the authority to close down the event.
If the sponsoring student organization(s), the Adele H. Stamp Student Union Director or designee, , Department of Public Safety, or any other involved party believes a portion of this policy has not been carried out or addressed appropriately, the sponsoring student organization may be required to attend a Post-Event Meeting. The purpose of this meeting will be to resolve disputes and identify areas for future improvements. Requests for the scheduling of a Post-Event Meeting must occur within two (2) business days following the event.
Any sponsoring organization which fails to provide adequate staffing, comply with any tenet of this policy, seeks to subvert any part of this policy, or fails to pay for expenses incurred shall face potential sanctions to be imposed by the Adele H. Stamp Student Union Director. Potential sanctions may include cancellation of future events, financial repayment of damages, suspension of the student organization(s) from eligibility to use Adele H. Stamp Student Union facilities, and/or referral to the University Judicial Programs Office. Any sanctions or referrals must be issued in writing no more than ten (10) business days after the event occurs.
Any student organization receiving such sanctions may appeal to the Union Advisory Board within five (5) business days of receiving the sanction. The Union Advisory Board's decision on the appeal is final.
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The University of Maryland encourages free speech and diverse points of view for the campus community.
The university also seeks to provide the forum in a comfortable and safe environment. Off-campus speakers who enjoy a high popularity or profile and/or topics considered to be controversial may influence the type of security needed for the program. Therefore, organizers may be required to discuss the details of the presentation with the Department of Public Safety (DPS). DPS will decide if security is necessary based upon what provisions are needed to insure the success and safety of the event and participants. Final approval from DPS must be received at least two (2) weeks prior to the event date.
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MEETINGS (Student Organizations)
The Stamp - Meeting space is available in the Stamp for registered student organizations. To insure broad access to meeting space, student organizations may reserve up to two (2) meeting rooms per week with a limit of four (4) hours per reservation at no charge in the Stamp.
Meetings are defined as a gathering of members of a student organization to conduct business such as budget or event planning or discussion of issues related to the stated mission of the organization. Examples of additional activities that qualify for free meeting space include workshops, classes, training activities or lectures. Activities that DO NOT qualify as free meeting space are events with the primary focus of entertainment or food, such as social events or meals/receptions or if the room is being used in conjunction with a larger event such as a conference.
The following conditions apply when reserving meeting space at no charge in the Stamp:
- Rooms must be taken using the standard set up for that room (auditorium or conference style).
- Any changes to the standard set up will incur the standard room rental charge for that space. Furniture may not be rearranged.
- Admission may not be charged
- Amplified sound is not permitted (i.e., bands, DJs,) or any loud type of activity that may be disruptive to nearby reservable space.
- Food is permitted but groups must adhere to the Stamp Food and Beverage Policy.
Below is a list of the rooms that are offered free of charge under the above listed policy:
NAME/NUMBER SET-UP STYLE MAXIMUM CAPACITY
Benjamin Banneker (2212) Theater/auditorium 162
Benjamin Banneker A or B Theater/auditorium 80
Margaret Brent (2112) Theater/auditorium 139
Margaret Brent A or B Theater/auditorium 65
Juan Ramon Jimenez (2208) Theater/auditorium 128
Nanticoke (1238) Theater/auditorium 49
Pyon Su (2108) Theater/auditorium 64
Thurgood Marshall (2113) Theater/auditorium 49
Edgar Allan Poe (2101) Conference Style 16
Harriet Tubman (2110) Conference Style 8
Classrooms and Lecture Halls - Classrooms and lecture halls are reservable by registered student organizations at no charge under the following conditions:
- Groups are limited to a maximum of four (4) classroom reservations per week. Reservation requests are taken and processed at varying times throughout the semester. See the section on "Procedures and Deadlines for Reserving Space" for details on .
- Groups are expected to ensure that all furniture in the classrooms is returned to its original condition.
- Admission may not be charged.
- Amplified is not permitted in any classrooms except those in the Armory or, on Sunday's only, the Art-Sociology building.
- Food is prohibited in classrooms and lecture halls at all times.
Because free meeting space is extremely limited, organizations are expected to use the space as reserved.
Cancellations for all meeting space must be received no later than two (2) business days prior to meeting date.
Failure to use the space without notifying the Campus Reservations Office is considered a no show. No shows occurring more than twice a semester may result in a charge for that space and/or forfeiture of future reservations privileges.
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SOCIAL EVENTS (Dances, Parties, and Small Concerts)
All social events ending after midnight which are held in the Stamp must comply with the Late Night Event Policy. The following conditions apply to all other social events, whichare defined as an event where the primary function of the event is dancing to amplified music and/or listening to a live band in an unobstructed area.
Before a student organization may apply to sponsor a large social, concert or major entertainment event which will have an admission charge, the student organization must be registered and show a continuous five year history on campus. They must also provide evidence of the active involvement of their advisor. Before a student organization may apply to sponsor a large social, concert or major entertainment event which DOES NOT have an admission charge, the student organization must be registered and show a continuous two year history on campus.
Student organizations requesting space for social events must schedule at least 21 working days prior to the proposed event date. Student organizations must finalize and pay all contracts for the space reservation ten (10) business days from the date the reservation is made or ten (10) business days prior to the event date, whichever comes first. All other payments, including security, food and audio-visual equipment, must be paid at least ten (10) business days prior to the event. Ticket sale arrangements, must also be completed at least ten (10) business days prior to the event.
College ID's must be checked at all social events. The sponsoring student organization will be responsible for checking IDs where event tickets are sold or, in the case of a free event, at the door.
For events held in the Stamp for which admission is charged, ticket sales must be conducted at the Stamp Ticket Office (Room 0124). This is necessary to insure the safety of organization members and to secure the cash proceeds for the event.
Safety and security of our students and guests is the first priority of the Stamp and University of Maryland. Any person, behavior, or action that threatens the safety of our students and guests will not be tolerated.
A checklist is required for all social events including concerts and dance parties. The checklist is designed to insure the safe and successful management of large social events or other events where security is required in the Stamp. A social event occurs when the primary function of the event is dancing to amplified music and/or listening to a live band in an unobstructed area.
No off campus advertising may occur for social events in the Stamp. This includes any on air promotion by off campus radio stations or any artist advertising at events prior to the campus event. All advertisements must include the name of the sponsoring organization; that college ID is required for entrance into the event; and that identification will be checked.
Safety & Security
Wristbands and College ID will be checked at the entry point of the event by Event Volunteers. Police and Police Auxiliary will coordinate the entrance checks using metal detectors and will serve as back up to the sponsoring organizations in case of crowd control problems. Metal detectors will be used for all events that are open to non-Maryland students, run beyond midnight, or have special security concerns identified by the University Police or at the request of the sponsoring student organization. A Police Request form must be submitted to the Department of Public Safety Special Events Coordinator no less than fifteen (15) business days prior to the proposed event date. All events must be approved and paid for no less than ten (10) business days prior to the scheduled date.
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TABLE SPACES OUTDOOR
Table spaces may be reserved in various locations on campus through Campus Reservations.
There are designated indoor and outdoor locations at the Stamp and one space outside of The Diner @ Ellicott and one outside of South Campus Dining Hall. Table spaces at the Stamp may be used for fundraising activities, information distribution, membership recruitment, or other activities of the group. Table spaces in front of the dining halls may be used for information distribution and membership recruitment only.
The policies pertaining to table spaces are as follows:
- A limit of ten (10) table spaces per group at each location may be reserved in advance, per semester and only one location per day.
- Additional tables may be reserved as needed, subject to availability.
- The group must display a legible sign on the table indicating the name of the organization.
- Activity is limited to the table space only. Banners, flyers, and signs may not be affixed to the building, ground, benches, trees, or railings. Free standing display items, such as easels or flipcharts must be kept directly behind the assigned table space.
- Amplified sound or live music is not permitted at table spaces.
- Authorized representatives of the organization or university department must staff the table at all times.
Representatives should be prepared to show their UM ID and a copy of the reservation form upon request by the police and/or Stamp employees.
Table spaces at the lower southeast entrance of the Stamp:
- Include one 3' x 6' table is set up at the designated space at no charge.
- Reservation times are limited to the Stamp Student Union's building hours.
- Groups must check in at Campus Reservations each day of their reservation to have table set in the designated location. Groups who do not claim their table within an hour of the reservation time will forfeit their space and the space may be reassigned.
Table spaces outside of the Dining Halls:
- Reservations for tables at the dining halls are for the space only. Groups can either bring their own table or rent one through Facilities Management, at (301) 405-2222. Table size is limited to 3' x 8'.
- Event time for table spaces may occur during operating hours of each dining hall.
- Table must be placed at least 20 feet from entrance of dining hall.
TABLE SPACES INDOOR
There are three (3) indoor booth spaces available at the end of the food court in front of the North Court lounge, on the ground floor of the Stamp at a cost of $25 per day for student organizations and $50 for university departments. No food or ticket sales are allowed at these spaces.
The policies pertaining to booth spaces are as follows:
1. There is no limit per semester, but only one location per day may be reserved.
2. The group must display a legible sign on the booth indicating the name of the organization.
3. Activity is limited to the booth space only. Free standing display items, such as easels or flipcharts must be kept directly behind the assigned table space.
4. Amplified sound or live music is not permitted at table spaces.
5. Authorized representatives of the organization or university department must staff the table at all times.
Representatives should be prepared to show their UM ID and a copy of the reservation form upon request by the police and/or Stamp Student Union employees.
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GENERAL CAMPUS POLICIES
Student organizations and university departments are encouraged to promote and advertise their events held on the University of Maryland campus. Below is a list of policies and procedures for advertising or marketing an event or program on campus.
General Campus Policies:
- Only currently enrolled students, and representatives of registered student organizations or university departments may post materials related to the Campus community on campus. Posters, flyers or announcements by non-university groups are prohibited.
- Flyers and posters advertising on campus events are to be posted on campus only. Off campus advertising is not permitted. This includes the announcement of events on Radio/TV and in non-university publications. Exceptions to this rule are made for SEE (Student Entertainment Events.)
- Materials must be posted on approved locations only, including kiosks, public bulletin boards, and display cases. Posting of any material on buildings, walls, trees, sidewalks, utility poles, etc. is prohibited. Poster and flyers must not exceed 12 x 18 and are limited to two per kiosk/posting area.
- Advertising materials should include the name(s) of the sponsoring group, date and time of event, location, and title of event or program. To insure maximum availability of posting space, materials may be removed after two weeks.
- Flyers and posters that advertise campus events must be approved by Campus Reservations prior to posting in the Stamp. All posters and flyers advertising social events and parties on campus must include the phrase, College ID required.
- Advertising which states University of Maryland's (name of organization) is not permitted. Advertising should be phrased as (Sponsoring group name) at the University of Maryland.
- Events may not be advertised until officially approved by Campus Reservations.
Methods of Advertising
Advertising for campus events is encouraged and there are several free advertising options available to registered student organizations. In addition to those listed below, the Stamp's Marketing Office can assist with advertising your event. For more information, visit their website at www.thestamp.umd.edu/marketing
Banner space may be reserved, at no charge, to advertise an event sponsored by a university department or registered student organization. There are two (2) approved campus locations for hanging banners:
Outdoor banner space: one space on the east side of the Cole Field House. Hanging banners on the exterior of any other building is not permitted.
Indoor banner space: six (6) indoor banner spaces are available on the railing of the North Court Lounge, ground level of the Stamp
The general guidelines for hanging banners are as follows:
Banner space must be reserved through Campus Reservations (1133 the Stamp) prior to hanging the banner.
To insure broad access to banner spaces, only one (1) may be reserved at a time.
Banner dimensions: For the Stamp banners must be no larger than 6' wide x 3' high. Banners to be hung at Cole Field House must be no larger 10 wide x 8 high.
Groups are responsible for providing banners that are made of plastic, vinyl or canvas and professionally made. Banners must also have grommets (reinforced holes) in them to enable the banner to be hung properly.
Cole banner space: May be reserved for a five (5) day period (Monday - Friday) per event and limited to two (2) events per semester. This space may only be used to advertise large campus wide events. Arrangements for hanging and removing the banner must be made with the Cole facility manager at (301) 226-5681.
The Stamp banner space: May be reserved for the day of the event plus five (5) business days prior to the event date. Campus Reservations staff is responsible for hanging and removing the banner. The banner must be dropped off at the Campus Reservations Office at least one (1) business day prior to the beginning of the reservation period. Banners must be picked up from Campus Reservations by the Friday following the reservation period. Unclaimed banners will be disposed of after that time.
The Director of the Stamp may make exceptions to this policy. Exceptions will be made based upon: the relevance of the program being advertised to the facility where the banner will be located; approval of the appropriate facility manager; and consistency with the intent of this policy to balance the need to inform the campus of upcoming events with aesthetic appearance of the campus.
There are several types of bulletin boards on campus. These bulletin boards are for the use of the campus community to advertise on-campus events except as noted.
- Outdoor kiosks (free standing round boards) are located throughout campus to advertise programs and events. The Department of Facilities Management maintains all kiosks. Facilities Management will remove and discard any outdated materials and any posters and flyers that do not adhere to the advertising policy.
- Flyer display cases (glass enclosed and locked) are located on the ground floor of the Stamp Student Union. One flyer per event is permitted. Maximum size for a flyer/poster is 8 ½ x 14. Flyers can be submitted up to two (2) weeks prior to the event date to Stamp Marketing (1133 the Stamp).
- General bulletin boards in campus buildings are available to post materials related to the campus community. Refer to the Bulletin Board list in the Campus Reservations Office for locations and approval requirements.
- Classroom bulletin boards are for the use of instructors only.
Campus Newspapers & WMUC
The campus community is fortunate to have many different student newspapers and a radio station. Most of these papers will accept paid advertisements. For more information please contact each source.
Diamondback (Student Daily Newspaper)
Black Explosion (African-American focus)
Eclipse (African-American focus)
Mitzpeh (Jewish focus)
Public Asian (Asian focus)
WMUC Radio station (student radio station)
La Voz Latina (Latino focus)
Chalk may be used by students, faculty, and staff for creating messages on approved surfaces on the
University campus in compliance with the following requirements:
- Messages may be written only on flat horizontal surfaces of sidewalks.
- No messages may be written on vertical surfaces including but not limited to walls, buildings, pillars, posts, benches, doors, trash receptacles, or kiosks.
- No messages may be written on walkways, other than sidewalks. Such areas include but are not limited to stairs, building porches and entryways, outdoor athletic facilities, or memorial garden walkways.
- Chalked messages may not deface decorative symbols or sculptures located on walkways (i.e., ODK fountain, university seal, sundial, engraved text in concrete).
- Messages must be written in chalk that is water soluble. (Approved chalk includes commercially sold sidewalk chalk but does not include spray chalk or artists pastels.)
Display Cases - The Stamp
Registered student organizations or university departments may reserve three-dimensional display cases located in the Stamp, at no charge, to promote their organization or department. There are three (3) display cases located on the ground floor, in the Southeast Lobby and seven (7) display cases located on the 1st floor between the Grand Ballroom and Information Desk. Display case dimensions are 58 wide x 46 high x 10 deep.
The general guidelines for reserving display cases are as follows:
- Display cases must be reserved through Campus Reservations, 1133, the Stamp, prior to the reservation period. Reservations are made on a first-come, first-serve basis.
- Display cases may be reserved for a one or two (2) week period (Monday-Sunday) and only twice a semester.
- The name of the organization or department must be clearly displayed in the display case.
- Groups may begin installing displays after 8:30am on Monday of the reservation period. After 4:30pm on the 1st Tuesday of the reservation period, empty display cases are forfeited and Campus Reservations may reassign those display cases.
- To gain access to display cases, the individual who registered for the display case must go to the Stamp Information Desk to have it unlocked. Only the person making the initial reservation is given access to the case.
- Tacks and staples may be used to fasten displays, but they must be removed along with the display at the end of the reservation period.
- All materials must be removed by 10:00pm on the Sunday ending their reservation period. Failure to remove materials by this time will result in removal of the contents, which will be held in the Campus Reservations Office for one week. Unclaimed display materials will be disposed of after that time.
- The Stamp is not responsible for stolen or damaged materials.
Flyer Rack The Stamp
The Stamp Information Desk staff maintains the flyer rack located next to the Information Desk of the Stamp. A Stamp Information Desk staff member must approve all advertising materials. Please see the Information Desk Manager for more information.
The FYI Listserv list, a program for sharing campus information through e-mail to faculty and staff of the University of Maryland, College Park, is available for announcements of distinguished lectures, exceptional academic activities, and other special University of Maryland campus programs of general interest to institutional faculty and staff. To review submission guidelines or submit a request, go to www.umd.edu/FYI
Residence Halls Flyer Posting
Only registered student organizations may post flyers in Residence Halls. The original flyer must be brought to the Resident Life Assignments Office in 1102 Annapolis Hall 7-10 days prior to the event being publicized. An approved stamp will be placed on the flyer along with the date on which the flyer will be removed. The group's representative must then have 50 copies of the flyer made and brought back to the Assignments Office.
Resident Life will distribute the flyers to the Resident Directors who will post the flyers on the bulletin boards in the lobbies of the resident halls. For more information, contact the Resident Life Assignments Office at (301) 314-5906.
Ritchie Coliseum Marquee
The large marquee outside of the Ritchie Coliseum may be used on a space available basis for advertising large events.
Groups interested may contact the Ritchie Coliseum Facility Manager, Lawrence Moody at (301) 226-4389. Requests must be made at least two (2) weeks prior to event date.
Sandwich Boards The Stamp
There is one (1) sandwich board located in the Stamp at the North entrance across from Shipley Field. To advertise a campus event, contact the Stamp's Marketing Coordinator at firstname.lastname@example.org. Posters must be professionally done and 22 x 28 in size. Space is available on a first-come, first-serve basis and requests should be made at least five (5) days prior to the event date.
Terp TV Video Bulletin Board
Terp TV is a new service available to announce campus programs and events to campus residents. Terp TV runs 24 hours a day on channel 76 of the campus residential cable system and is operated as a free service.
To submit a campus event, visit www.thestamp.umd.edu/marketing and submit an Event Submission Form.
University of Maryland Calendar
Student organizations and university departments can up-load computerized event information via the inform @ Maryland website. To submit campus event information to the University of Maryland Calendar, go to www.inform.umd.edu
Weekly Events at Maryland and Weekends at Maryland Calendars
The university events calendar is created by the Marketing Coordinator in Campus Reservations in the Stamp (Room 1133). Events and programs are advertised on a calendar in The Diamondback newspaper every Monday and Thursday free of charge. If you would like to submit campus event information, submit a request using the Event Submission Form at www.thestamp.umd.edu/marketing at least ten (10) days before your event.
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Approval will be granted for use of amplification equipment at outdoor events if there is a high probability that the planned event will not disrupt or disturb other university activities. Amplified sound is restricted to specified locations including Hornbake Plaza, McKeldin Mall, LaPlata Beach, Fraternity Row, Chapel Field, and Nyumburu Amphitheater.
In classroom buildings, in-house sound systems are to be used in an appropriate manner to ensure other activities in the building are not disturbed. Additional amplification may not be used in any classroom building without the approval of the building manager and Campus Reservations, based on an assessment of the potential for disruption of other activities.
With the approval of the Assistant Director of the Stamp, amplification equipment may be used outside during the following hours:
Friday 5:00 p.m. - 10:00 p.m.
Saturday 10:00 a.m. - 10:00 p.m.
Sunday 12:00 p.m. - 8:00 p.m.
If noise complaints are received from the surrounding community, the University Police will have the authority to ask event sponsors to lower the sound level or if necessary terminate the event.
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CAMPUS EVENT ALCOHOL POLICY
The Event Alcohol Policy controls the possession, use, or distribution of alcohol by students, faculty, and staff at student or department sponsored events on university premises or university sponsored events.
The possession or use of alcohol by any person under the age of 21 or the furnishing of alcohol to a person known to be under the age of 21 is prohibited by law and university policy.
Alcoholic beverages may not be possessed, distributed or consumed at student sponsored or sponsored events that are open to the general public and/or university community and occurring on university property unless beverages are served by a licensed caterer. In most facilities on campus, alcoholic beverages for open events, may only be sold or served by the University Department of Dining Services under special licenses from the Prince George’s County Board of License Commissioners and/or the Comptroller of the State of Maryland.
Alcoholic beverages may not be possessed or consumed at student sponsored or department sponsored events that are closed to the general public and/or university community unless advance written approval has been obtained. Depending upon the size and scope of the event, closed events may be “Bring Your Own” beer or wine. Sponsors have the responsibility to determine if the event requires an alcoholic beverage license. Any event where alcoholic beverages are being sold or provided through an admission charge must have a license.
The use of university funds for the purchase of alcohol is strictly prohibited.
Open events may be defined as the following:
Student or department sponsored events that have been advertised to the general public or university community via flyers, posters, emails, social media, or other forms of advertising/marketing.
Events where alcoholic beverages are individually sold or included in an event admission charge.
Events held in public spaces including, but not limited to public meeting rooms, classrooms, ballrooms, theaters, public lounges, hallways, or other spaces that are typically open or accessible to the general public.
The event is sponsored or co-sponsored by a non-University affiliated business, and/or organization.
Alcoholic beverages may not be possessed, distributed, and consumed at such events deemed open to the general public and/or university community without obtaining the appropriate liquor license.
Procedures: Contact Dining Services’ Good Tidings Catering for information about alcoholic beverage services and to arrange service at an open event at 301-314-1110.
Closed events are normally closed to the general public and/or university community and are sponsored by either a student group/organization or a university department. Such events are open only to members of the sponsoring group and their specifically invited guests. Alcoholic beverages may not be possessed at closed events unless prior approval is obtained by the Vice President for Student Affairs. Delegated authority for reviewing and approving such requests rests the Associate Director of Stamp Student Union.
Closed events eligible for “Bring Your Own” beer and wine are defined as follows:
The event must be held in an enclosed room or space that is generally not open to the public, with a door that is kept closed during the event and all alcohol consumption must remain in the enclosed space.
The event cannot be held or extended into public outdoor spaces.
Procedures must be in place to prevent uninvited and/or under-aged guests from gaining access to the event/alcohol. (e.g. registration check-in, wristbands, name tags, tickets, etc.)
The event is not publicly advertised and is by invitation only.
The event attendance/invitation list is less than 50 people
Alcoholic beverages must be “Bring Your Own”.
Only beer and wine may be possessed and consumed. Hard liquor is prohibited.
Kegs, beer balls, punch bowls or other common containers of alcohol in excess of 750 ml. are not allowed.
Alcoholic beverages cannot be provided or served by a Caterer or other non-University affiliated third party.
Alcoholic beverages brought into a building for an event must be monitored and secured at all times. Overnight and/or unsecured storage of alcoholic beverages is prohibited.
Alcoholic beverages may not be sold and there cannot be an admission charge to the event for guests or attendees.
Sponsors of “Bring Your Own” closed events may also request approval to serve alcoholic beverages under the following conditions:
A preponderance (95%) of persons in attendance must be of legal drinking age.
The focus of the event is not the consumption of alcohol.
The event must be held in a properly reserved space non-public space and approved by the Dean/Director/Department head responsible for the space/event.
The sponsors shall comply with all University, State, County, and Municipal alcoholic beverage procedures, regulations, and statutes.
Any person attending the event who is not of legal age may not consume or receive alcohol.
In addition to water, non-alcoholic beverages (e.g., tea, coffee, juice, soda, etc.) must be available at all times. Under the terms and conditions of the University’s beverage contract, only non-alcoholic beverages produced or distributed by Pepsi are authorized to be served on the University of Maryland campus.
Sponsoring organizations will provide solid food in sufficient quantity in order to moderate the effects of alcohol consumption.
The sponsoring organization or department is responsible for insuring that all persons in attendance at an event comply with the alcohol policy.
Alcohol purchases should be made in Maryland; State law prohibits the transport of alcohol across state lines.
It is suggested where alcoholic beverages are BYOB that a member of the sponsoring department/organization be TIPS (Training for Intervention ProcedureS) trained. TIPS training is available through the Department of Dining Services.
Procedures: The group/department sponsoring a BYOB closed event must submit at least 15 business days prior to the even a Request for “Bring Your Own” Closed Event. Final authority for approving such events rests with the Associate Director of Stamp Student Union.
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Corporate co-sponsorship may be defined as joint participation, with an off campus corporate entity, in the planning, implementation and/or financing of events and programs. University departments and registered student organizations may co-sponsor campus events with corporations or commercial businesses, as outlined in this policy and in compliance with other university policies and procedures.
- Events co-sponsored by corporations should be intended primarily for the campus community. They should be consistent with the university's identity as an educational institution as well as serving to enhance and expand upon currently available university events.
- Programs or events intended for the purpose of profit-making by corporate co-sponsors will not be permitted.
- The campus sponsoring organization must assume complete responsibility for the program, including the nature of the event, planning and implementation of the event, maintenance of facilities, and legal liabilities.
- No alcohol or tobacco products may be contributed or advertised.
- Corporate entities may co-sponsor campus events via monetary contributions or provision of products/services necessary for the success of the planned event. Such contributions will be viewed as donations to the campus sponsor and will incur no reciprocal obligations other than those agreed upon by that organization and approved by the university.
- All profits realized from any co-sponsored event must be directed to the campus sponsoring organization or the charitable organization designated by the campus sponsor.
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Any two or more registered student organizations may co-sponsor events. As co-sponsors, they are jointly responsible for the planning, implementation, and/or financing of programs and events.
- Events co-sponsored by student organizations should be intended primarily for the benefit of the campus community.
- When completing a Campus Reservation Form for a co-sponsorship program, the names of all event representatives must appear on the Reservation Form as applicants.
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Co-sponsoring with SEE
Student organizations registered with the Student Organization Resource Center seeking co-sponsorship may apply either directly to Student Entertainment Events (SEE), or to the SEE Review Board. When co-sponsoring a program with SEE, both organizations will share in the planning and implementation of the event. The SEE Review Board consists of representatives from various campus organizations whose goal is to promote diversity through event programming, and provide programmatic and/or financial support for organizations needing assistance. Programs co-sponsored with SEE or the SEE Review Board should be intended primarily for the campus community. For more information, contact the Program Coordinator for SEE at (30) 314-7315.
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Individual students and/or employees of the university may not reserve space for personal or commercial purposes. Additionally, student organizations may not act as agents for university departments, off-campus persons or organizations in order to receive student rates for the space. University departments may not act as agents for off-campus vendors or organizations to receive department rates for the space. Sponsoring organizations that reserve space for the purpose of allowing off-campus vendors or organizations to advertise or sell items will be held responsible for misrepresenting themselves and their organizations.
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UM PROCEDURES FOR THE USE OF PHYSICAL FACILITIES (VI-4.10A)
University facilities are available primarily for programs offered by and intended for the campus community.
Except as otherwise provided herein, all programs must be sponsored by either a university department or currently registered student organization. A request for a reservation must be made by an authorized representative of the group planning to use the reserved space. Users of university facilities assume complete responsibility for all activities associated with the event; however use of the space is limited to the declared purpose of the reservation and must be in compliance with all pertinent university policies and procedures and local, state, and federal laws and regulations including those regarding the maintenance of the facilities and related public safety and security concerns. Specific procedures pertaining to demonstrations and leafleting are set forth in the University Guidelines on Demonstrations and Leafleting.
I. Use of Campus Facilities by University Departments, Registered Student Organizations, Students, Faculty and Staff:
In support of the academic programs of the university, the Scheduling Office in the Office of the Registrar schedules regularly offered classes in the classrooms on campus as a first priority for the use of these facilities.
A university department may reserve additional classroom space on a space available basis for use in support of its programs other than regularly scheduled classes. Arrangements for use of classrooms for these purposes are made through the Scheduling Office in accordance with internal Scheduling Office procedures.
A registered student organization may reserve classroom space not booked for classes for use in support of its programs. Arrangements for use of classrooms by registered student organizations are made through Campus Reservations in accordance with internal Campus Reservations procedures (see the section on Procedures and Deadlines for Reserving Space in this handbook).
University departments, registered student organizations, students, faculty and staff may reserve designated outdoor space for use in support of their programs. Arrangements for the use of outdoor space are made through Campus Reservations in accordance with internal Campus Reservations procedures and university protocols.
Other Reservable Space
Designated space other than classroom space or outdoor space, including departmental space, such as deans' conference rooms, departmental conference rooms, and libraries, is managed by the departments to which the space is allocated according to internal departmental procedures.
Designated space within the following facilities may be reserved through the respective reservations officer in accordance with the facility's internal procedures.
Eppley Recreation Services facilities
Clarice Smith Performing Arts Center
Golf Course Clubhouse
Intercollegiate Athletics facilities
Nyumburu Cultural Center
Stamp Student Union - Center for Campus Life
Van Munching Hall
Residence halls and on-campus Greek residences are considered private spaces for the express use of students residing therein, except for during the summer when these facilities may be reserved through Conference and Visitor Services or the individual house corporation for each Greek facility. The common use space in these facilities is reservable only by residents.
II. Use of Campus Facilities by Others (not covered in Section I):
Public Use Facilities
Designated space within the following facilities may be reserved for use. Each facility has an approved pricing structure and internal procedures for serving the general public. Reservations are made with the respective reservations officer.
Eppley Recreation Services facilities
Clarice Smith Performing Arts Center
Golf Course Clubhouse
Intercollegiate Athletics facilities
Nyumburu Cultural Center
Stamp Student Union - Center for Campus Life
Van Munching Hall
Persons or groups not sponsored by university departments or registered student organizations wishing to use university facilities other than those listed in Section II.A. may reserve designated space in those facilities through Conference and Visitor Services in accordance with internal Conference and Visitor Services guidelines.
Outdoor Public Speaking Space
Persons or groups other than students, faculty, and staff, and not otherwise sponsored by a department or registered student organization, who wish to engage in public speaking outdoors on campus or to distribute literature may do so in accordance with the following procedures:
- Public speaking means speech directed to a general audience or non-specific person. Public speaking does not include speech directly or indirectly connected with official university activities or which occurs as part of the routine interchange between students, faculty and staff.
- Persons wishing to engage in public speaking or to distribute literature are required to reserve space by registering in advance with Campus Reservations, (1133Stamp Student Union - Center for Campus Life). Reservations are approved on a space-available basis. Priority will be given to university departments, registered student organizations, students, faculty and staff. Reservations may be made up to five (5) working days in advance of the date of anticipated use. Reservations are valid only for the date authorized by Campus Reservations on the Speaker Registration Form.
- Public speaking is limited to the Nyumburu Amphitheater stage. Public speaking elsewhere on campus is prohibited.
- Distribution of literature is limited to designated sidewalk space outside the Stamp building. Persons may set-up their own tables for this limited purpose within this designated area and are responsible for disassembly of the tables and general clean-up. Distribution of literature elsewhere on campus is prohibited.
- A copy of the Speaker Registration Form must be available for inspection upon request by university officials.
- Person wishing to speak publicly or to distribute literature are prohibited from engaging in the following activities.
- The sale or promotion of commercial goods or services
- The use of amplified sound
- The blocking of pedestrian or vehicular traffic
- Conduct which the university reasonably deems to cause disruption to campus activities
- Failure to adhere to the above described university procedures will result in revocation of an approved reservation and/or other appropriate administrative action.
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Audio Visual Services
Late Night Events
Special Event Liability
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