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Event Planning Guide for Departments
Step 1 | Check Availability and Submit Request
- Review the list of meeting and event spaces on campus;
- Choose a space using the availability;
- Submit an event request at least (7) days prior to your event date;
- Select equipment requests (e.g. tables, chairs, easels, AV equipment)
Step 2 | Review Use Categories and Fees
Internal events fall within one of the following categories:
- First Priority - University departments and student organizations
- Second Priority - University co-sponsored or affiliated programs
You can review the Rental Rate Categories & Insurance Requirements page. If the events falls into the second priority categories, rental fees will apply and you will receive a cost proposal and event contract from Event Services.
Step 3 | Coordinate Logistics
You may need to coordinate with other departments on campus to arrange additional event logistics. The following links will provide details and contact information for the various service providers on campus.
- AV Services
- UMass Boston Catering
- Hotel Accommodations
- Signage and Wayfinding
- Summer Housing On-Campus
- Transportation Services
Additional staff may be required to provide support during the event, including grounds keeping, cleaning, and/or safety. Event Services can coordinate with these departments on your behalf.Charges for their services may apply.
Step 4 | Finalize Your Reservation
Review your event reservation and verify the following:
- Final headcount has been provided to Event Services and the catering office;
- Equipment listed on your reservation is accurate;
- Confirm timing with all service providers supporting the event, including expected arrival times and any other relevant information (e.g. AV Services and Catering).
If at any time you have questions, please contact the Event Services office. We are happy to help walk you through the event planning process.