Event Space & Conference Lodging

Residential Life spaces may be requested by the following groups:

• Residential Life groups, including but not limited to Residential Life Staff hosting department sponsored programs, RSA, Community Council, and NRHH. Resident Assistants (RAs) may request spaces for use for programs approved by their Community Director.  RAs may not request spaces for personal use.
• Recognized student organizations registered with Campus Life
• Summer Conference Groups may reserve Residential spaces during the months of June through August.

Residential Life spaces may not be requested by:

• Outside groups who do not meet guidelines established by the University (see UMBC Policy on Facilities Use)
• Non registered student organizations
• Individuals not associated with approved groups or organizations
• Any vendor, business or group whose primary purpose for meeting is sales and/or promotion of a service or product
• Generally, UMBC departments and external groups (except for summer conferences) are not permitted to reserve RL spaces. In the rare circumstances when an exception is made by Residential Life, Event and Conference Services (ECS) will verify placement of any department in RL spaces.

Requests must be submitted at least two (2) weeks prior to the intended event date in order to meet ECS requirements for approval.

Residential Life Internal Groups (Priority Scheduling)

Residential Life has priority consideration for use of Residential Life spaces.  Residential Life groups should submit their request for campus space through the Residential Life Scheduler (Marnea Shamblen) by using the Residential Life Request Form, unless otherwise directed by their group advisor or Community Director.

The Residential Life Scheduler will submit requests for spaces through the UMBCs Event Management Software (25Live).

Recognized Student Organizations

Recognized UMBC student groups are welcome to submit requests for the use of Residential Life spaces through the UMBCs Event Management Software (25Live).  For questions concerning 25Live, contact ECS at 410-455-0615 or email schedule@umbc.edu.

Residential Life reserves the right to deny any request for the use of residence facilities based on scheduling, prior use history, or improper affiliation.

All spaces are blocked during the first two weeks and last two weeks of fall and spring semester for non-Residential Life groups, while Residential Life and other applicable internal areas plan for the semester programs, events and meeting.

For the same reason above, no reservations will be processed until after the first two weeks of the semester. No groups or individuals may reserve space, however the rooms are available for students to study.

In order to accommodate all groups, student groups are limited to two spaces per month, unless otherwise approved by a member of the Residential Life staff.

The Residential Life Space Approver (Amanda Scally) will closely monitor the quantity and impact of reservations, in consultation with Residential Education staff, to avoid negative impact on residents and the community.

External Groups

External groups should coordinate requests of space through Events and Conference Services.

In most circumstances, the following groups will not be charged a space rental fee:

• Residential Life Internal Groups
• Living Learning Classes and Programs
• UMBC student organizations registered with Campus Life and composed predominantly of resident students sponsoring non-revenue producing events

Any approved group or organization not affiliated with UMBC will be billed an appropriate amount by Events and Conference Services through the binding contract.

Approved events with food that take place in Residential Life indoor spaces between Friday at 4PM and Sunday at 11PM will be subject to overtime housekeeping/custodial fees, consistent with ECS pricing.

All groups are subject to charges for damage to the facility, equipment and/or cleaning charges.

Resources & Setup

• Residential Life does not provide setup, breakdown or cleanup of facilities.  It is the users’ responsibility to prepare the space as needed and leave the space as expected (clean, orderly and ready to accommodate the next group).
• Furniture cannot be removed from the room by Residential Life Staff or participants. Additional furniture from student workforce or outside rental companies may be permitted with prior approval. Suggested setup options for events include:
  • Classroom (rows of tables and chairs facing one direction)
  • Lecture (rows of tables facing one direction)
  • Boardroom (large rectangular table set-up with chairs around the outside)
  • Other set-ups may be available
• Most spaces have audiovisual equipment, including but not limited to a speaker system and projector. Use of that equipment may require a laptop, mp3 player, etc. which must be provided by the approved group. Instructions for use of technology, and after hours assistance will not be available in each room. In the event that the host has questions about the space’s technology, they should go to the Community Desk for basic assistance.
• Approval for amplified sound in spaces is subject to the guidelines established in the UMBC Policy on Facilities Use and internal RL Procedures and Guidelines for noise management (e.g. quiet hours, etc.)

Fundraising

• Fundraising activities sponsored by groups may be approved as allowed under Concessions Guidelines.

Food 

• Requests for events that will have food and/or entertainment must be made following the guidelines of Student Life and Event and Conference Services.
• BBQ events/activities are permitted in reservable outdoor spaces (contact ECS).
  • The charcoal grills in the Harbor Courtyard are available for use by residential students on a first-come, first serve basis. The Harbor Courtyard and charcoal grills may only be reserved for Residential Life sponsored events.
  • The Erickson Courtyard and gas grills may only be reserved for Residential Life sponsored events.
• Potluck events/activities (i.e. where food is prepared and provided by participants) are permitted in reservable locations for private organizational meetings/activities (e.g. general body meetings). Potlucks are not permitted for events/activities that are open to the general community.  For events of this type that desire a food component, please contact ECS for a list of approved campus caterers.

Access, Attendance & Guests

• Events with attendance that exceeds 20 people may be required to have security present based on activities.
  • Security is provided by UMBC police Student Marshalls or uniformed officers
  • Security may incur costs and funds are to be covered by the requesting organization/department budget.
• Groups using the space must have their representative sign for and pick up a building swipe card and key (if applicable). Cards and keys must be returned to the staff at the desk immediately following the event.
• All guests wishing to access residential living areas must provide proper photo identification (such as a state-issued ID, driver’s license) and be signed into the facility for which they are visiting as applicable by their residential host. If attendee has access to the residential living space, they will assume host responsibilities for any guests who enter with them.

Emergency Response

• All groups are asked to follow the directions of university personnel as directed, including Residential Student Staff. The following are some examples:
  • Evacuation: In the event of an emergency or evacuation, all attendees must leave the area and follow the directions of staff personnel and signage. Evacuation maps are included in the confirmation packet
  • Shelter in Place: Due to safety, residents and guests are often asked to take Shelter in Place. We ask that all participants remain in reserved space, unless otherwise directed by staff.
  • A Residential Life Staff member will call the telephone in the room or the listed number of the contact to provide further direction.