UMass Boston

Reservation and Space Use Policies

The following policies govern event and meeting space at UMass Boston. These guidelines apply to all reservations booked by the Event Services office in the following locations:

  • Campus Center
  • Common areas including atriums, lobbies, and dining areas
  • Outdoor locations including plazas, parking lots, amphitheaters, and lawns
  • Classrooms and auditoriums (for non-academic use only)

Event and meeting space is available on a first-come, first-served basis. Event Services reserves the right to assign spaces based on priority, the nature of the event, and the most efficient use of space. Priority is given to:

  • (1) Departments and Recognized Student Organizations for university use;
  • (2) University partnerships or collaborations;
  • (3) External (non-university) groups.

Location Policies

Academic Spaces - Classroom Reservations

Event Services books classrooms and auditoriums for uses other than classes, exams, or course-related sessions after the Registrar has finalized the course schedule.

The following policies pertain to meetings and events scheduled in academic spaces (i.e. classrooms and auditoriums):

Academic courses and course/credit related reservations (tutoring, supplemental instruction, seminars, review sessions, exams, etc.) should not be submitted through 25Live. Academic departments should contact the designated College Scheduler in the Dean's Office. Additional information is available on the Faculty Development website (follow "read more" link to view).

Classrooms and auditoriums are released according to the following schedule:
» Fall Semester | April 15
» Spring Semester | November 15
» Summer Semester | February 15

» Academic spaces are placed on a temporary scheduling hold during the course registration add/drop period at the beginning of each semester.

» Academic spaces are not available for meeting or event scheduling during final exam periods.

» Academic spaces must be used in the existing layout. Furniture may not be added, removed, or rearranged.

» Food and beverages are not permitted in auditoriums.

» AV Services and Classroom Technology provides technology services and support in classrooms and auditoriums on campus. Please contact AV Services and Classroom Technology in advance to request services and equipment.

Open the Faculty Development website: 

Read more about Academic Spaces - Classroom Reservations

Amplified Sound

The use of amplified sound in open spaces is restricted to avoid disruption to or substantial interference with instructional activities and essential operations. During regular business hours and while classes are in session, amplified sound is permitted within enclosed spaces only (ballroom, food court, conference rooms). Exceptions to this restriction may be made by request with advance notice during the designated hours (see more link). Event Services may deny the use of amplified sound if sufficient advanced notice is not provided.

CAMPUS CENTER*
Monday – Friday: 11:00 a.m. – 1:00 p.m., or after 5 p.m.
Saturday – Sunday: All day

ISC**
Monday – Friday: 11:00 a.m. – 1:00 p.m., or after 5 p.m.
Saturday – Sunday: All day

UNIVERSITY HALL
Monday – Friday: Prohibited
Saturday – Sunday: After last scheduled class

*Campus Center
» Event Services in-house AV equipment (Bluetooth speaker): May be used during the times listed above.
» DJ/Musician/external sound equipment: Limited to Wednesday and Thursday, 12 – 1 p.m. or on weekends.

**ISC
» Video wall and microphone(s) in atriums (floors 1 and 3): May be used during the times listed above.
» Reservations with music: Limited to Monday–Friday after 5 p.m. or on weekends.

Additional details outlining the amplified sound policies can be reviewed on page 11 (section VII) of the University Space Use Policy.

 

Location Request vs. Assignment

Requests for a specific room or location will be taken into consideration; however, locations are scheduled based on priority, the needs of the event, and the most efficient use of space. Event Services reserves the right to reassign space with appropriate notice, signage, and price changes.

Rain/Snow Locations

Unfortunately, we do not have sufficient space on campus to provide same-day rain locations for outdoor events. We can provide a "rain date" no less than three weeks after the original event date. Please plan accordingly. Severe weather or other states of emergency may require the shutdown of the university campus. If the university is closed due to severe weather, snow, or other inclement weather, all UMass Boston events may be canceled. University event staff monitor weather conditions routinely and will contact event sponsors if there is cause. If cancellation is by the university or the requestor due to inclement weather or other emergency conditions, an alternate date can be arranged based upon availability. Read more about Rain/Snow Locations  »

Space Use Policy

The University recognizes the importance of providing access to space and facilities for both internal and external groups for activities other than the regular and/or essential operations and activities of the University. The need to designate areas for use to accommodate such activities of a diverse University community is an important aspect of its mission. Use of such designated facilities of the University shall be allowed by the Office of the Chancellor and the Division of Administration and Finance in accordance with federal, state and local laws and shall not be used for the purpose of organizing or carrying out unlawful activity.

Space Use Policy Goals:
» Establish reasonable time, place and manner requirements for university space to avoid disruption to or substantial interference with instructional activities and/or essential operations;
» Identify prohibited and disruptive activities;
» Establish space use priorities for departments, student organizations and external organizations;
» Provide a list of available spaces and facilities for conferences, meetings and special events, as well as activities that may not be part of the regular and/or essential operations of the university;
» Outline the fees associated with the use of university space, equipment and resources;
» Clarify policies, processes and procedures for the implementation of meetings, conferences and special events.

Follow the "read more" link to open the University Space Use Policy. Read more about Space Use Policy  »

Weekly Meetings and Block Space Holds

Meeting space is in high demand and space is available for the entire university community to share. A reservation request may be denied if it monopolizes the same space on the same day each week, consecutive days, or for extended periods of time. Event Services may deny any reservation request for a large block of space(s) on consecutive or ad-hoc dates, unless part of a single conference or event.

Timeline

Booking Deadlines

Our reservation system allows submissions up to 365 days in advance. To provide sufficient time to coordinate staffing schedules, equipment assignments, and guarantee all event logistics, all reservation requests requiring setup, equipment, or staffing must be submitted at least seven days prior to the reservation date. If you have a last-minute reservation request, please call the Event Services office. Read more about Booking Deadlines  »

Reservation Confirmation

Typical turn-around time on reservation requests is 3 to 5 business days. Responses may take longer at peak times of the year (e.g. first and last weeks of the semester). All space requests should be considered tentative until you receive an email confirmation from the Event Services office. Read more about Reservation Confirmation  »

Reservation Changes, Additions, Cancellations

To allow for planning, staffing, equipment availability, and proper setup, all changes/cancellations must be received five days before the reservation date.
To change or cancel an event scheduled by the Event Services office, please send us an email with your reservation reference (e.g. 2020-ABCDEF) and details of the change or cancellation. Read more about Reservation Changes, Additions, Cancellations  »

Food and Beverage

Serving Food - Exclusive Caterer

UMass Boston Catering and Dining Services is the preferred food and beverage vendor on university property. The requirement that UMass Boston Catering provide all food services on campus reduces risk, makes certain that food and beverage service meets University standards, and provides our community with the following assurances:
» All food service personnel are vaccinated in compliance with UMass Boston vendor vaccination requirements;
» Food is transported, stored, prepared, and served under the guidance of licensed, insured, code-compliant vendors;
» Faculty, staff, students, and guests are shielded from foodborne illness;
» Food and beverage service meets university standards for sustainability;
» Upholds UMass Boston’s commitment to vendors that provide full benefits and a living wage to their employees. Read more about Serving Food - Exclusive Caterer  »

Non-Catered Services

Delivery and carry-in options are permitted for small meetings and office gatherings of no more than twenty-five people. These may include pizza delivery, grocery/deli trays, bakery refreshments, or a small food order that is picked-up, transported and setup by the event organizer. These are considered low-risk food services. For food safety and liability reasons, home prepared food may not be offered at events. Read more about Non-Catered Services  »

Serving Alcohol - Caterer

Alcohol must be purchased and served by our exclusive on-campus caterer. UMass Boston Catering will apply for and secure a Special One-Day Liquor License from the City of Boston at least 4 weeks before the event. Read more about Serving Alcohol - Caterer  »

Serving Alcohol - Campus Approval

The department hosting the event must receive approval from the University by submitting the Request to Serve/Sell Alcohol form at least 4 weeks before the event. Read more about Serving Alcohol - Campus Approval  »

Other Considerations

ADA Accommodations

The University of Massachusetts Boston is committed to the full inclusion of individuals with disabilities and continually improving the accessibility of our campus, programs and activities. UMass Boston requires that events hosted on campus are in full compliance with the Americans with Disabilities Act as amended in 2008. If you are coordinating an event on campus, and have questions about ADA compliance or have received accommodation requests from your guests, please contact UMass Boston Event Services at least three weeks prior to your event so that we have time to discuss and plan for your needs. Read more about ADA Accommodations  »

Event Staff Fees

Your event may require campus staff to work outside of regular business hours (Monday to Friday, 8 a.m. to 4:30 p.m.) to setup or support your event. In these instances, the department hosting the event is responsible for covering the hourly rate of the staff.

Overtime staff assignments are indicated on your Event Confirmation (sent to your university email address and viewable online in your 25Live account). When applicable, the department speedtype provided with your reservation request will be charged automatically after the event. Please be aware, there is a four hour minimum charge per staff assigned. As outlined in the collective bargaining agreement, a meal stipend may be charged to your department’s account in addition to the hourly rate.

Overtime Staff Roles:
» SETUP CREW | Prepares spaces according to the instructions listed on the Event Confirmation. This includes but is not limited to setting up chairs, tables, stages, etc.

» EVENT MAINTAINER | Assigned to events taking place in the evening or on weekends when the guest count exceeds 125 attendees. Maintainers may be utilized if additional resources including tables and chairs are needed. They also assist with general trash removal and facility related issues. A Maintainer will be assigned 30 minutes before and after your scheduled event times.

Follow the "read more" link to open the collective bargaining agreement. Read more about Event Staff Fees  »

Protests and Demonstrations

UMass Boston recognizes the rights of members of the University community to freedom of assembly and speech, and strongly believes in fostering discourse and the free exchange of ideas at the University. However, as a matter of law and University policy, these rights and interests are restricted, and must be exercised on University property in a manner consistent with the mission and operation of the University and the rights of other members of the University community. Accordingly, the University has policies and procedures which take into account these countervailing interests. Read more about Protests and Demonstrations  »