UMass Lowell Reservation Policy
The following outlines the event/facility reservation policy for UMass Lowell. It covers events occurring in all academic event locations, including:
- Alumni Hall
- Cumnock Hall (Auditorium and Trustees Room)
- Southwick 240 Conference Room
- Allen House (Reserved for University fundraising or events with direct approval from the Chancellor)
- Comley-Lane Theatre (Mahoney)
- O'Leary Auditorium (Room 222)
- Durgin Concert Hall and Fisher Recital Hall (Priority to the Dept. of Music)
- All exterior locations including green space and parking lots (excludes athletic fields)
- All classrooms for uses other than classes or exams
- Internal common areas including lobbies and hallways
These spaces are scheduled by Conference & Event Services at 978-934-3888. Contact Conference & Event Services (CES) for information on the scheduling of any other University facility not listed.
Reservation Priority: These facilities are reserved on a first-come, first-served basis. Reservations shall be made through the CES. The CES reserves the right to assign or move events to the best available space if the requested space is unavailable. Reservations may be cancelled or moved per order of the Chancellor’s Office.
Single-Point-of-Contact Reservation Procedures: All non-academic, event scheduling of University facilities is to be managed by the CES in collaboration with the Office of Student Activities, Athletics, Media Services and the Facilities Department. The CES will process all reservations for designated event spaces as noted above. Classrooms are to be scheduled in cooperation with the University Registrar’s office.
All Space/Event requests will be submitted to the CES office. Event Sponsors will submit a Reservation Request at firstname.lastname@example.org, or via phone at 978-934-3888. CES will confirm availability of the space and forward each request to the appropriate event services department (i.e., Facilities, Police, Media, IT). As appropriate, those departments will return an estimate of cost or hours required for items such as transportation of equipment, set up/tear down, clean up, police, etc. CES will contact the sponsoring entity for approval of appropriate charges as found in the pricing Guide within this document. Once approved, CES will provide a written quote of cost and services, process payments.
The CES will initiate a Memorandum of Agreement with all external event sponsors once an oral agreement has been reached.
For the purposes of this policy, a special event is a planned, non-class gathering of 10 or more people, and/or one that is held in a designated event area.
Event Sponsors/Requestors: Requests for reservations may be submitted by student clubs and organizations, academic and administrative departments, and external entities. Individuals may make reservations only as a representative of one of these entities. All student clubs and organizations must process their requests through Student Activities. Sponsors must designate an individual who will serve as the primary event contact for University Special Events. If the University is a sponsor or co-sponsor, a University contact should be named. This contact will be the sponsor’s single point of contact with the University for planning, and a sponsor representative must be in attendance at the event.
Allowable Events: In general, events occurring on campus, other than at the ICC, should be in accordance with the University mission. Events sponsored by organizations or companies will be assessed on a case-by-case basis. Personal or private events are allowed with approval from the Chancellor’s Office. UMass Lowell facilities may not be used in violation of federal or state laws.
Submitting a Request: A reservation request form must be submitted at least two weeks prior to the date of an event, four to six weeks for events serving alcohol. Requests coming in later than that will not be guaranteed approval.
Major programs, such as concerts or conferences, require one-month advance submission of a reservation. Submitting this form is not a guarantee that a particular space is available. All necessary signatures and approvals are expected upon submission.
University facilities are generally available for use between the hours of 7:30 a.m. and 12 a.m. during the week and until 1 a.m. on weekend nights. The University reserves the right to restrict or deny room reservation requests on special days such as holidays.
Requestors will receive a determination regarding their request within five business days.
Cancellations by Sponsor: If it is necessary to cancel an event that has had space reserved, the sponsor should contact the CES at 978-934-3888 or email@example.com immediately so that another group can use that room. If a cancellation occurs less than 48 hours prior to the event, the event sponsor may still be responsible for charges.
Fees: Event sponsors will be required to pay for event services as determined by the Chancellor’s Office and Administration and Finance. Rates are subject to change. Please contact Conference and Events Services for pricing at 978-934-3888.
Force of Nature/Cancellation by University: Please refer to Appendix A for the University’s cancellation policy in the event the University or desired facility is closed at the time of an event due to forces of nature.
Recurring Events: Recurring events--those occurring more than once a month over multiple months--will be scheduled no more than six weeks in advance to keep event spaces available to the broadest range of University use.
Insurance: External entities sponsoring events must provide proof of insurance as outlined in the Memorandum of Agreement as approved by the University’s administration and finance office.
Catering: By contract, the campus food service provider has the right of first refusal to cater all campus events. Exceptions will only be allowed by the CES in consultation with the provider (ARAMARK). If an exception is allowed, the event sponsor will be responsible for providing all supplies necessary for the provision of food, including linens, and will be responsible for the cost of post event clean-up.
Facility Damage: Any damage to UMass Lowell facilities will immediately be reported to the CES, facilities or the University police department. Cost to repair all damages other than normal wear and tear will be the responsibility of the event sponsors. If the facility is not returned in the same condition as received, cost of clean-up will be the sole responsibility of the event sponsor. Billing for these costs will be processed through the CES.
Nothing will be affixed to any facility (i.e., inside and outside walls, stage curtains, etc.) without approval by Conference & Event Services. It is highly recommended that a pre- and post-event walk-through is conducted with the CES to determine space conditions.
University Logo: No University logo appearing on a sign, podium, or other University structure shall be covered, or removed without approval from Conference & Event Services.
No University logo shall appear in event publicity for an externally sponsored event without permission from the University’s Office of Public Affairs. Logo use shall be governed by the University style guide.
Special Event Charge Classifications
Event Services: The following are considered event services and may be subject to charge:
- Room set ups and tear downs
- Resource transport around campus
- Carpentry, electrical or HVAC work
- Cleaning required resulting from an event
- Audio-visual equipment, set up and operation
- Guest parking if unavailable on campus or shuttle service
- Police details necessitated by event
- Use of non-durable equipment or supplies from facilities or special events offices
- Event furniture owned by the University
- Administrative support
Internal University Events:
Events held by University departments or entities in campus locations other than the Inn & Conference Center (ICC)* are not subject to room charges and core services, provided the events are routine functions of the University. These include classes and related activities, general lectures/seminars, business meetings of department/college faculty, the Faculty Senate meetings, Union meetings, student activities or business/staff meetings of other units of the University.
Core Services include room setups and cleanups employing resources stored within or adjacent to the event space, trash removal, and audio-visual services and equipment installed in a given space. If an event requires resources not already within or adjacent to a space, it will be classified as “requiring additional services.”
Additional Services will be subject to appropriate charges. These may include, but are not limited to, police details, moving crews, sound systems and staffing. Charges may also be incurred for use of spaces in a manner other than what it is designed for; for example, the use of the Recreation Center gymnasium for banquets or ceremonies. Charges will be assessed on a case-by-case basis through Conference & Event Services.
Event sponsors are responsible for all arrangements and out-of-pocket expenses for University events paid to an external source, such as chair rental.
Event sponsors are responsible to arrange catering and are required by contract to employ the University catering service.
* The ICC has established a sliding scale that provides that facility and related services at a reduced rate for University functions.
External Client (Guest) Events:
Events will be charged at the External Rate if the sponsor is an entity other than UMass Lowell and/or the primary purpose of the event does not directly serve UMass Lowell students, staff or faculty. Please contact Conference and Events Services for current pricing.
Appendix A -- Policy on School Cancellations and Scheduled Activities
The safety of faculty, staff, students and visitors to the University are a primary concern. For that reason, the decision is sometimes made to close the campus and cancel classes, particularly during the winter when inclement weather can cause hazardous conditions or create a power outage.
The Vice Provost, in consultation with Facilities personnel, makes the decision whether to close the campus during emergency conditions, usually by 6 a.m. Closings or delays are posted on the University’s homepage banner, on Boston television stations, WUML (91.5 FM) and WCAP (980 AM) radio, as well as the University hotline at 978-934-2121. Employees and students also are encouraged to sign up for the emergency notification system for e-mail, text and voicemail alerts. If inclement weather is occurring or has been predicted, all members of the University community are advised to check one of these outlets before leaving homes or residence halls for campus.
When the University has closed for emergency reasons, classes, activities and events on campus also are cancelled, unless otherwise stated in official notifications.
To determine the status of activities planned for the Costello Athletic Center, Campus Recreation Center or Mahoney Gymnasium during a University closing, visit the Athletics Department website, or call 978-934-2310. On days when there is a cancellation or delayed opening of campus, the Recreation Center typically will open at 10 a.m. It is recommended that visitors to the Center during a storm park their vehicles, if it is necessary to drive, in the east parking garage rather than the University lots to enable Facilities staff to adequately clear the snow.
Prior to scheduling any on-campus event (a non-class gathering of 10 or more people), University employees or students must inform Conference & Event Services at 978-934-3888. For events scheduled during the winter months, organizers should have a contingency plan in case the University is closed, preferably a pre-scheduled “snow date” or an alternate off-campus location.
If the governor issues a State of Emergency, or if campus buildings cannot be safely operated and occupied, such as during a power outage, there can be no exceptions to this policy.
In rare cases, an event may be allowed to go forward if cancellation, rescheduling or relocation is not feasible. Decisions will be made on a case-by-case basis by the Chief Public Affairs Officer, in consultation with appropriate University personnel. If there is a question about an event during a campus closing, contact Conference & Event Services at 978-934-3888.
The understanding and cooperation of the University community are appreciated when often difficult decisions are made to close the University and cancel scheduled activities.
Appendix B -- Alcoholic Beverages Policy
a) Policy Statement
The University of Massachusetts Lowell (UMass Lowell) prohibits the use of alcoholic beverages in all workplace and academic settings and all UMass Lowell–controlled buildings and properties, except for specifically sponsored UMass Lowell events in designated areas and only by those individuals of legal Massachusetts drinking age. In addition, while on UMass Lowell-controlled property, the unlawful manufacture, distribution, dispensation, possession, use and/or sale of alcohol is strictly prohibited.
Any UMass Lowell-sponsored event that includes alcoholic beverages must be approved by the Chancellor or his designee.
b) Reason for Policy
The University of Massachusetts Lowell upholds federal, state and local laws and regulations and wishes to ensure the health and safety of its community, minimize any intentional or non-intentional misuse of alcoholic beverages, and provide a healthy and civil educational environment that respects the rights of individuals.
c) Entities Affected By This Policy
All faculty, staff, contracted employees, consultants, volunteers, students or any other person visiting any UMass Lowell–controlled property unless otherwise stated in the policy and/or specified in prior agreements are covered by this policy. Additionally, this policy shall be in effect at any sanctioned and supported University of Massachusetts Lowell event that includes property not under the legal control of the University.
d) Related Documents
- Drug-Free Schools and Community Act of 1989
- Principles of Employee Conduct, 1996
- Employee Assistance Program
- Travel and Business Expense Reimbursement Policy
- Procurement Credit Card Program Policies
- Massachusetts General Law, Chapter 138
- Student Code of Conduct/Alcohol and Drug Policy
All members of the University of Massachusetts Lowell community and visitors shall abide by the laws of the federal government, the Commonwealth of Massachusetts, the regulations of the Alcohol Beverages Control Commission, and any applicable local ordinances and regulations relative to the possession, consumption, distribution, transportation, manufacture, and sale of alcoholic beverages on land or premises owned or occupied by UMass Lowell as well as UMass Lowell-sanctioned events on property not under the control of the University.
Alcohol can be consumed on the campus of the University of Massachusetts Lowell only by persons of legal Massachusetts drinking age at approved UMass Lowell-sponsored events in designated areas. All sale of alcohol at UMass Lowell-sponsored events shall be subject to, and conform to any restrictions or conditions imposed by any applicable licensing authority. All costs associated with licensing requirements shall be the responsibility of the sponsoring entity.
Sponsors of approved events shall prohibit under-age drinking and excessive drinking and shall stress safety and individual accountability by those who choose to drink alcoholic beverages. Outdoor alcohol consumption on any UMass Lowell-controlled property is forbidden, except at UMass Lowell-sponsored events, in designated areas. The University of Massachusetts Lowell will take disciplinary action against any individual who violates federal, state, local and /or UMass regulations.
UMass Lowell recognizes the importance of personal responsibility for behavior that is inconsistent with the principals of the institution. Individuals whose behavior violates this policy and/or University rules and regulations associated with alcohol abuse will be referred to the appropriate authority for intervention that may include, but not be limited to, assessment, education, treatment and/or discipline, as part of any disciplinary process.
Alcoholic Beverages - “Alcoholic beverages”--any liquid intended for human consumption as a beverage and containing one half of one percent or more of alcohol by volume at sixty degrees Fahrenheit.” [M.G.L. Chapter 138, Section 1].
UMass Lowell-Controlled Property - Property that is owned, occupied, operated, or maintained by the University of Massachusetts Lowell.
UMass Lowell-Sponsored Event - Any organized event, planned, controlled, administered and/or sanctioned by a recognized UMass Lowell entity.
After receiving appropriate approval by the Chancellor or his designee, any person, department or organization providing alcoholic beverages at a UMass Lowell-sponsored event shall:
- Provide a selection of at least three non-alcoholic beverages, which are prominently displayed
- Be responsible to insure that alcohol is not served to intoxicated persons and will be TIPS Trained (Training for Intervention Procedures)
- Provide food. This requirement insures the event is more balanced and reduces the probability of inebriation.
- Provide a clean, sanitary serving area with unused containers, cups, ice and other utensils
- Provide reasonable control or access to the immediate areas where alcoholic beverages are served and stored
- Provide sufficient supervision to insure compliance with all federal, state and local laws and regulations, including a police officer or officers, wherever appropriate
- Conduct a thorough and complete cleaning of the premises within a timely manner
- Acknowledge that advertisements, of any kind, promoting the serving of alcohol at UMass Lowell-sponsored events are prohibited
Responsibility for compliance with this policy rests with the highest-ranking individual of the department or organization sponsoring the event.
h) Venues Approved for Serving Alcohol
The following venues can be used for events at which alcoholic beverages can be served:
UMass Lowell South
UMass Lowel North
All other on campus locations must be approved by the Chancellor or his designee.
i) Open Alcoholic Beverage Containers on Campus
Open alcoholic beverage containers are not permitted in any public space on campus, except at duly approved and sponsored licensed events. Safe disposal of any alcoholic beverage container is the responsibility of the individual in charge of the event.
j) Failure to Comply
Any violation of these regulations shall constitute a violation of University Policy and shall be reported to the Chancellor or his designee.
Failure to comply with the provisions outlined in this policy may result in the denial of permission to use UMass Lowell-controlled property, and sponsoring of future events, as well as any disciplinary and/or legal procedures as appropriate. For students, this may include expulsion or suspension from the enrolled program and/or criminal prosecution. For faculty and staff, this may include suspension or dismissal and/or criminal prosecution. For visitors to UMass Lowell-sponsored events, this may include criminal prosecution and/or not being permitted to return to University property.
When a UMass Lowell Police Officer observes, or becomes aware of, an individual in violation of this policy, he or she can, after consultation with a supervising officer, take steps to remedy the situation, up to and including the termination of the event and shall notify the Chancellor or his designee of any such violation.
When damage occurs to UMass Lowell-controlled property, as a result of a violation of this policy, UMass Lowell will seek restitution for repair and/or replacement costs. The repair or replacement cost of damaged property is the sole responsibility of the individual found in violation of this policy. In the event that no individual(s) can be identified as causing the damage, restitution shall be the responsibility of the event organizers.
University Special Events: Responsible for all logistics, coordination, set up and break down and final approval of University sponsored events on University owned property; University Special Events may have a supporting role at University sanctioned events off-site.
University Caterer: Responsible to provide adequate staff members who have undergone and successfully completed Training for Intervention Procedure (TIPS). The University Caterer shall work with University Special Events and the Event Sponsor to ensure policy adherence.
University Police Department: Provide police assistance, as required and/or requested, for enforcement of federal, state, and local laws and regulations. Coordinate emergency response and law enforcement services
Chair, Director, or Department Head, Administrator: Communicate this policy to faculty, staff, students and visitors
Event Sponsor: Expected to manage events in accordance with the requirements set forth in this policy. Those individuals overseeing event details are held collectively and individually responsible for compliance with this policy.
Individual: Act in a way that respects the rights of others in the promotion of a healthful and civil educational environment. Comply with all federal, state, and local laws and regulations.
Request permission to serve Alcoholic Beverages on Campus (pdf)
Organizers of an event, who intend to offer alcoholic beverages on campus, must submit a request for approval to the University Conference & Event Services using the form approved by the Chancellor's Office. Once an event that intends to provide alcohol has been approved, the event sponsors must have assurance from the contracted catering service that all applicable license and/or any permits are in place prior to the date of the event. All costs associated with the procurement of a permit to provide alcohol beverages for a charge are the responsibility of the event sponsor.