Welcome back! We hope you had a relaxing and enjoyable spring break!
It’s that time of year once again, we're thinking about events for the 2014-2015 academic year. We would like to encourage you to place your space reservations now for the fall 2014 semester!!!
I've attached a document showing you how to go online and submit your requests via R25. If you have submitted a request, please be patient with us as this is a busy time of year. You should hear back within 2-3 business days. If after this time period you are awaiting a response, please feel free to contact the Event & Conference Services Office (Commons Suite 335) at schedule@umbc.edu to check on status of your request. Here are some reminders when submitting your requests...
- If you reserving space for weekly events/meetings, you can only reserve 1 space a week at this time. After the first 2 weeks of the spring semester, please email us for additional weekly reservations.
- If you are reserving space for a reoccurring event, please place these reservations in 1 single request. If you are confused and want to make sure you are requesting properly, explain what you want in the "comments" section.
- Some of the Residential Life spaces are now reserve-able through our office. Academic spaces and residential spaces are not reserve-able until approximately 2 weeks into the spring semester. The only exception is if you are reserving space during the following times: Fridays after 5pm up until Sundays at 11pm and during Free Hour. Please feel free to place your reservations now and you will be approved once this space has been released by the Registrar and Residential Life respectively.
- The Fine Arts Building is going off-line for renovations beginning Summer 2014 and will become available again in the Fall of 2015 for reservations.
- Please make sure you are communicating within your organization to avoid duplicate requests being submitted.
- If you would like make changes to a request that has been already submitted, please do not submit another request. All you will need to do is send an email to schedule@umbc.edu with your reservation number which is the 2014-AA*** Number. (The first four digits will always be the year the request was submitted)
Board, you must meet with Jackie to discuss all the details and pricing BEFORE completing the required documents and submitting them in time to meet the SGA Finance Board deadlines.
Things to remember:
·Any event requiring resources (LCD, Lights, Sound, etc..) must have money confirmed in their account 10 business days prior to your event (this includes Academic Spaces as well) or your event will be cancelled.
·If you are planning on serving food at your event and choose to use a Preferred Food Vendor, all required documents (Preferred Food Vendor Contract, Certificate of Liability Insurance, Itemized Invoice, and Quote) need to be turned in to Shawny White at least 30 days prior to your event.
·If you plan on showing a film at your event you must provide the copyrights in order to show the movie. ( You can contact Shawny White at saddison@umbc.eduor(410)455-1129 for information about obtaining the copyrights)
·Any performer/speaker who is not affiliated directly with UMBC (current student, staff or faculty) must complete a contract. This is regardless of whether or not the performer/speaker is being paid. To start the contract process, email schedule@umbc.eduThe contract submission form (given to you via email) must be completed at least 1 month before your event.
·If you are collecting money (for any reason) please make sure that you request a cash box in advance. We have the cash box request forms here in our office and are also happy to send them to you digitally.
·Book.Plan.Enjoy…Book your event at www.umbc.edu/r25 . Plan out the details of your event with your organization and meet with me, Jackie Aliotta (optional for small events but required for large events). Enjoy your event and make UMBC Yours.
As always, we look forward to helping you plan your events! If you have any questions at all, please stop by the office or reach out to us via email/phone. We're here to help you make the event planning process as smooth as possible.
Sincerely,
Jackie Aliotta, Drema Wentz, William Archer, and Marlie Somers
