Event Planning and Room Requests

Student Organization Events - Planning Guidelines

Prior Planning

  • An advance planning calendar will be emailed to student organization presidents approximately a month prior to each semester. This is also posted on the Student Leadership Blackboard page and is updated periodically.
  • A date will be provided (for each semester) by which requests for dates to hold meetings, fundraisers, social events, lunch and learns etc. must be turned in to Ms. Kathleen Schotto in the Office of Student Affairs(OSA), Suite 280. Requests submitted after this date may not be approved and events submitted prior to or by the indicated date will have priority for approval. Please note approval is on a first come/first served basis.
  • Requests for the fall and spring may both be submitted in the fall, but this is not a requirement.
  • Once date requests are approved, room requests may be submitted.
  • If dates need to be changed or adjusted or an organization wants to add something, they need to reach out to Ms. Schotto as soon as possible.

Date Considerations:

  • There are programs/events which OSA has been asked to not program over at all, or minimally. These include, but are not limited to:
    • Select CDO events (particularly orientation for 1D/2E students)
    • Dean’s convocation
    • Journal Symposiums, Myerowitz Moot Court Competition Finals, or other co-curricular events
    • Learning at lunch events coordinated by the Dean’s Suite which occur every other Monday
    • Clinic Events (particularly the clinic fair in the spring)
    • MPILP Auction
    • BLSA Banquet/APALSA Networking reception
    • Other events can be added at any time
  • Attempt is made to not have event topics overlap on a given day or even in a given week if it is avoidable.
  • Blackout periods - there is a period of time prior to exams when no student organization events or meetings are allowed.  These dates will be on the advance planning calendar for each semester.

Food Event Information and Restrictions

  • Only one food event per day is allowed in the Comcast, Courtyard, and mailbox areas.
  • No more than three food events in one week (this is a combination of events such as food sale, free food events, bake sales).
  • No more than TWO larger scale food events/sales in Comcast, Courtyard or mailbox area in one week.
  • Coffee cannot be sold or given away.  The only exception is if the product is purchased from the coffee bar and then given away or sold.  This is part of the agreement the school has with the management of the coffee bar.

Alcohol at Events

Sometimes student organizations wish to have alcohol at events particularly for social events or fundraisers.  There are specific guidelines that must be followed.

  • University Alcoholic Beverage Permits are required for any event on campus that serves alcohol.  There is no charge for this permit. 
  • Applications can be picked up from Ms. Schotto in the Office of Student Affairs.  She will meet with a representative from the organization briefly to go over the application process.
  • Once completed, return it to the Office of Student Affairs where Dean Krinsky will review the application and sign it. 
  • Notification will be given when the form is approved and the original form will be returned to the person who requested it.  That form must be present during the event and the signs that came with the permit must be displayed.
  • Please provide this form to OSA a minimum of 5 business days prior to the event the event and/or alcohol is free.  If a city liquor permit is needed (see below) the University form must be returned to OSA a minimum of 15 business days in advance.
  • City Liquor Permit
    • If a cash bar is planned or if an organization sells tickets to an event where alcohol will be served the organization must obtain a one day alcohol permit from the City Board of Liquor License Commissioners at 231 E. Baltimore Street, 6th Floor (410-396-4377, hours:  8:30 am-4:30 pm).  This is in addition to the University form.  The cost for a 1-day permit is $25.00 for beer and wine and $50.00 for beer, wine and liquor. 
    • The University form must be filled out and approved BEFORE attempting to obtain the license from the City Board of Liquor License Commissioners.
    • A letter will be generated and signed by Dean Krinsky which must be taken, along with the city form which can be obtained from Ms. Schotto, when requesting the permit from the city.
    • The Liquor Board can take as long as 10 business days to approve your request.  Typically it is done immediately - but that does not always happen.
  • Important Information to Consider
    • Per the University alcohol policy, where alcohol is consumed, food shall also be provided by the sponsor of the event.
    • Social events, such as “beer blasts,” (pub crawls) that encourage drinking or drunkenness as themes, and the advertisement of such events are considered inappropriate and shall not be permitted. 
    • Drinking games such as ‘beer pong’ are not permitted in association with the school’s name.
    • Prohibited items:
      • Kegs
      • Glass beer bottles
      • Red wine in carpeted areas of the building.
    • State funds (including money provide to an organization by the Student Bar Association) are not to be used to pay for alcohol under any circumstances.  Organizations may ONLY use fundraising money to pay for alcohol.

Facilities and Media Staff Assistance

  • Facility Assistance
    • Two weeks’ notice is required to request assistance from Facilities staff to set-up for student organization sponsored events.
      • Extra tables
      • Trash cans
      • Change in room set-up
  • Extra Electrical in Comcast
    • This requires THREE weeks’ notice
  • Media Assistance
    • Two weeks’ notice is required for anything other than use of the Smart Podium in the classrooms.
    • All advanced media requests must now also be approved by Dean Gontrum so it is an extra step.  These include recording, particularly in the Ceremonial Courtroom and almost anything that is in addition to the use of the Smart Podium.
    • All student organizations should have at least one person trained on the classroom technology.  Media Services can arrange to train a representative from a group on how to utilize the Smart Podium available in each classroom.

Room/Sales Table Requests:

  • Submitted via the online request form
  • Can take up to two business days to receive confirmation of approval
  • Check the room availability calendar to prevent a delay in approval
  • Special Request through OSA - Approval via Ms. Schotto
    • Ceremonial Courtroom
    • Atrium
    • Courtyard
    • Comcast
    • Student Mailbox area
    • Krongard - this is rarely an option for use - talk with Ms. Schotto ahead of time

Advertising

Depending on the event and how it is to be advertised - advertising will need to happen anywhere from 4 weeks to 1 week in advance.

  • Large scale events (BLSA Banquet; journal symposiums; Barrister’s Ball)
    • May need an Eventbrite listing in order to collect RSVPs
      • It is preferred by the marketing staff that any Eventbrite listing is on the school account.
      • This can be done by working with Ms. Schotto
    • May need an icontact invitation
      • Can be done by working with Ms. Schotto
    • Talk with Ms. Schotto more than four weeks in advance
  • Smaller scale events (in school lunch and learns, food sales, general body meetings)
    • Advertising can be done 1 - 2 weeks in advance

Advertising Options

  • For Oyez!
    • Flyers need to be submitted as attachments (JPEG or PDF preferred) to oyez@law.umaryland.edu by 6pm on the Wednesday prior to when it is desired for it to first appear in the Oyez.
    • Calendar portion of the Oyez is created by using the online events calendar.  Again, if room requests are not submitted and approved by 6pm on the Wednesday prior they may not be on the online calendar which means they will not be in the Oyez.
  • Online Events Calendar
    • Request for inclusion on the online calendar is done on the room request form.
    • Events get posed to the calendar AFTER the room request is approved and can take a full business day after the room request is approved.
  • Flyers
    • Can be posted (after stamp of approval by OSA) on four bulletin boards. These boards are located outside of the library, outside the Comcast dining area, in the vending room and on the first floor across from Krongard Room.
    • Bring five copies to OSA; one copy will be kept.
  • Student Organization Digest 
    • Comes out once per day.
    • Can place up to three announcements per event/meeting.
    • Must be sent from organization’s umaryland.edu email address only.

Alumni Involvement

Groups are strongly encouraged to invite alumni to speak at events.  Zavin Smith with Alumni Affairs is a resource in this area and can be reached by emailing zsmith@law.umaryland.edu.  He can direct you to specific alumni to ask and will give suggestions if alumni that you wanted are unavailable.

  • Procedure for requesting alumni as speakers or attendees:
    • Contact Zavin at least four weeks in advance - preferably further out.
    • Provide Zavin with the following information:
      • Date/time/location of event
      • Topic
      • Will alumni serve as speaker(s) or attendees?
      • If alumni are in attendance at your event and/or are asked to speak you MUST notify Zavin Smith.

If you have any questions or need guidance on how to organize your event, please contact Ms. Schotto in the Office of Student Affairs at kschotto@law.umaryland.edu.

If you have already taken the preliminary steps, you may now proceed to the Student Event and Room Requests form.

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500 W. Baltimore Street, Baltimore, MD 21201-1786 PHONE: (410) 706-7214 FAX: (410) 706-4045 / TDD: (410) 706-7714

Copyright © 2014, University of Maryland Francis King Carey School of Law. All Rights Reserved