How to Plan an Event in the Campus Center
Below you will find 10 steps to get you started as you plan your meeting/conference or event in the Campus Center. We realize that every event is different, some events may require more detailed planning, and others may not. Some events may carry charges for space and equipment, others may occur at no cost. If at any point along the way you have questions, please contact us. Our staff is ready to assist you.
Step 1: Select a Space
Review the list of available spaces and their set-up styles. Please pay special attention to the different styles (i.e., lecture, banquet, classroom, etc.).
Step 2: View Space Availability
Once you have selected a space, visit the University's Events Calendar and click on “Space Availability.” The room numbers on the left hand side of the calendar, match the room numbers in our Campus Center Space Listing. Use the small calendar in the lower right-hand corner to view dates.
Step 3: Consider Guests with Disabilities
When submitting your space request, please consider any special equipment, set-up or AV needs for your guests. Our website does provide special instructions and ADA guidelines for events.
Step 4: Submit a Space Request
When you have determined that space is available on the date(s) and time(s) you desire complete and submit a Space Request Form. When completing the form, include as much detail as possible (description, sponsors, AV, tables, equipment, details). If you have questions prior to submitting your request, please contact us.
Step 5: Receive a Space Confirmation
A space confirmation will be e-mailed to you within 3-5 business days of submitting your request. At this time, you should review our policies related to Space Requests and Confirmations.
Step 6: Review Applicable Charges
Some events held in the Campus Center are chargeable, and fees would apply for space and equipment. We use a distinct set of Rate Criteria to determine if your event will be chargeable. If fees apply, you will be contacted directly by the Conference and Events Sales Manager upon receipt of your space request. He/she will work with you to provide a quote/contract and review costs. If you are not sure if your event will carry charges, contact us in advance of your request.
Step 7: Plan Event Details
After you receive your confirmation, review it carefully to insure the date, time and equipment details you requested are correct. If you would like to amend a confirmed event, please submit a Change Request Form. In order to guarantee your changes, we must receive them a minimum of 5 business days prior to your event.
Step 8: Submit Catering and Alcohol Order
You may work with UMass Boston Catering to order food for your event, or select from our list of preferred caterers. You will be billed directly by the caterer for food services. There is a catering fee associated with the use of external caterers. The University does permit alcohol at some events. If you would like alcohol at your event, please plan in advance and review the guidelines and policies for Serving and Providing Alcohol at UMass Boston.
Step 9: Research and Confirm Event Support Services
There are several links on our website that may help you plan and organize your event. They include: transportation services, hotel accommodations, wireless computer access, and shuttle bus service to the building.
Step 10: Finalize Event Details
If you are hosting a major event or conference, please contact us at least two weeks prior to your event to confirm final space, equipment and set-up details.