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Campus Center
UMass Boston
100 Morrissey Boulevard
Boston, MA 02125
campus.center@umb.edu

Submitting a Request for Space or RFP

 

Requesting Space at UMass Boston

Organizations may request space on-line via our electronic Space Request Form. The following protocols govern space requests and confirmations:

• First-come, first-served
• Requests in all spaces are considered on a first-come, first-served basis.
• Requests requiring set-up, services or equipment

• To allow for staffing, equipment assignment and proper set-up planning, all space requests that require furniture set-ups, IT connections, audio-visual equipment and special staffing or police details must be received at least five (5) business days in advance of the reservation date.
• Requests requiring no set-up, services or equipment
  • These include fixed classrooms, lecture halls, meetings rooms, lounges and dining spaces. Normally, two-to-three (2-3) business days advance notice is required for any of these fixed spaces.
• Reserving spaces for academic classes or courses
  • Reservations for academic classes or related study sessions/workshops may not be requested through this process. All classroom and academic space requests must be made to the registrar’s office.
• Specific space and venue assignments
  • Specific space requests will be taken into consideration; however, spaces will be scheduled based on priority, the needs of the event, and the most efficient use of space. Each venue or department reserves the right to reassign or cancel space (with the appropriate notice, signage and price changes). Priority will be given to first to:

(1) UMass Boston student organizations and University departments;
(2) University co-sponsored or affiliated programs;
(3) Non-University events.

Confirmations for Space Requests

• Responding to space requests
  • Within one (1) business day of submitting your space request, the primary contact person will receive an email acknowledgement that the request was received.
• Receiving your confirmation
  • A confirmation or denial will be made within two-to-three (2-3) business days of the request. Responses may take additional time if the venue has received a large number of requests in a short period of time.
• All space requests are considered tentative
  • Your reservation will be considered incomplete or “tentative” until the venue has received the appropriate account or billing information, and you have met with the venue staff member to confirm all set-up, equipment and services connected to your event/meeting. All pertinent information must be received no later than five (5) business days prior to the date of the event.

Event Changes and Cancellations

Cancellations by the venue
Each space reserves the right to cancel and release your reserved space if the billing and set-up information is not received within 5 business days. If the university is closed due to snow or other inclement weather, all UMass Boston events may be cancelled. Please call (617) 287-5000 or visit www.umb.edu for closing announcements.

Cancellations by the guest or organization
To cancel an event or a meeting, please provide as much notice as possible so that space can be made available to others. All cancellations must be received in writing no later than five (5) business days prior to your event. Charges may apply for some cancellations received less than thirty (30) days prior to your event.

Changes to existing reservations
All major changes (set-up reconfigured, IT services added, increase in attendance, extra AV, etc.) must be received no later than 5 business days prior to the date of the event. Changes requested after the required deadline will not be guaranteed. This essential protocol allows each venue and the service providers (IT, set-up crews, AV, police, food services, etc.) to order, plan, assign staff and make the appropriate changes.

>>Note: All changes to your event must be directed to the department managing the space. Organizations are asked not to contact support service providers directly. This does not include food service changes. Contacting support service providers directly creates confusion between the space managers, the requestor and the service providers. In many instances this will also affect the accuracy of service, details and billing.