The principal purpose of the University of Maryland School of Nursing (UMSON) facility is to educate students; therefore, academic courses and educational functions have priority for facility use. The UMSON facility may be used for other UMSON activities and by the larger University community, with priority given to UMSON activities. Authorization of facility use for outside groups is granted by the Office of Communications, Office of Professional Education, or Office of Administrative Services, depending on the function. All groups using University of Maryland facilities must comply with University standards and policies.
Advertising Events
Event announcements and notices for events must comply with UMB branding standards and guidelines. Printed fliers for posting in the UMSON building should be submitted to the Office of Communications for review. Student group postings should be submitted to the Office of Student and Academic Services for review and posting. Digital display signage requests must be submitted online in the proper format.
Digital displays are also available for use during meetings and events. The assistant director of events can provide more information at the request of the organizer. It is the responsibility of the event organizer to provide properly formatted images to the assistant director of events at least three business days prior to the event.
Catering
UMSON currently has no exclusive catering policy. Caterers selected must be properly licensed and carry liability insurance policy. Permitted area(s) for onsite food preparation will be communicated during a walkthrough of the facility/space. If you plan to supply your own food for an event, you must be fully self-sufficient, providing your own utensils, equipment, paper products, and linens. On-site cooking is not permitted by unlicensed groups and individuals.
Cleaning and Maintenance
Rooms are to be left in the order they are initially presented. Any reservation that includes catering services or consumption of food and/or drink should be noted on the reservation form. To prevent damage to the facility, taping, adhering, or nailing items to walls or surfaces is not permitted. Event sponsor may be subject to a fee if reserved area(s) are left damaged or unsanitary.
Consumption of Alcoholic Beverages
Guests who wish to serve and/or consume alcoholic beverages on the premises must complete and submit an Alcohol Beverage Permit to the assistant director of events at least 14 calendar days in advance. The packet is reviewed and approved (or denied) by the UMSON dean; if approved, it is submitted to the UMB Police Force. Individuals should not personally provide alcoholic beverages for consumption. Alcoholic beverages should only be provided at approved functions by a licensed caterer.
Courtyard/Lawn Use
- Gatherings of more than 50 individuals require advanced approval to ensure health, safety, and facilities considerations are met. Requests of this size must be made at least 30 days in advance and approval will be conditioned upon the requestor’s meeting of applicable health, safety, and facilities requirements in consideration of the size and nature of the event.
- Reservation of the Courtyard/Lawn will not be approved for weekends or holidays, except as part of official UMSON or University-sponsored events.
- To limit wear and tear on the courtyard/lawn and disruption of educational activities, temporary structures, such as tents or staging, or amplified sound are not permitted, except as part of official UMSON or University-sponsored events.
- UMSON may identify days and times where the Courtyard/Lawn is unavailable for any reservations due to other scheduled events nearby and/or when necessary, support services are not available.
- Reservations to use the Courtyard/Lawn may be revoked where it is being used in a way that threatens to damage property or disrupt UMSON academic programs, or where conditions render it unsafe.
Event Calendar
Requesters are urged to check the UMSON events calendar for conflicts prior to submission of requests for space for events. UMSON courses take precedence over meetings and events, so events are not scheduled until after the course schedule for that semester is finalized.
Facility Fees
Use of the facility may be subject to fees, depending on the type of event. Events that are non-beneficial to nursing faculty, staff, and students or to the University community as a whole and/or those that charge a registration fee will be subject to charges. Fees are determined once requirements are discussed and approved. UMSON has the right to refuse or deny reservations for events that do not benefit the missions of UMSON or UMB.
Fire/Open Flames
Lit candles, flames, and other flammable objects are prohibited inside the UMSON building. Sternos and fuel containers should only be used by a licensed and insured caterer with chafing dishes for the purpose of heating food. A preparation location will be provided to caterers by the associate director of events or the facilities and operations manager (or designee). Use of grills for the purpose of food preparation is limited to areas at least 25 feet away from the building or/and flammable materials (i.e. bench, shrubs, etc.). Use of grills for food preparation is considered on a case-by-case basis and must be approved by the associate director of events, facilities and operations manager, and campus fire marshal. Permission to use grills or open flames outside of the building structure may be revoked at any time due to weather conditions, improper use, or health and safety concerns.
Food/Drink Consumption
Food and drink are only allowed in auditoriums and classrooms at the discretion of the assistant director of events or UMSON dean. When allowed, organizers are responsible for providing housekeeping remarks to their audience(s) and informing designated personnel of any immediate concern (spills, breaks, etc.). Other sanctioned locations for food/drink consumption for events and meetings will be provided by an assistant director of events or facility management personnel. Those found violating this regulation may be subject to a cleaning or restoration charge. Due to fire code restrictions, plans for seated meals in the UMSON lobby and second-floor museum area are limited. Other restrictions include the use of egress areas, which will be assessed by the UMSON facilities and operations manager. Additional options, including rearrangement of furniture, may be discussed during the walk-through.
Directions and Parking
UMSON personnel are not responsible for arranging or providing parking for events unless specified by the assistant director of events. To arrange for special event parking, visit the Parking and Transportation Services website. Directions to UMSON can also be found online.
Hours of Operation
UMSON officially opens for business at 7:30 a.m. and closes at 9:30 p.m., Monday-Friday. Saturday hours vary based on academic scheduling. UMSON is officially closed on Sundays and holidays. All events must end by 9 p.m.
Latex
UMSON is committed to a latex-free atmosphere. Balloons or items containing latex are not permitted in any area of UMSON, including the Courtyard and areas immediately surrounding the school building.
Logo/Brand Use
The use of UMSON’s logo and/or name must be evaluated by the UMSON Office of Communications prior to publishing. Materials must adhere to the UMSON Editorial Review Policy.
Media Coverage
Invitations to the media must be coordinated with the UMSON Office of Communications or the UMB Office of Communications and Public Affairs.
Personal Property
UMSON does not assume responsibility for any damage or loss of personal property or equipment. Lost or found items should be reported to UMB police or security personnel.
Requesting Event Space
All reservation requests must be submitted online at least five business days in advance. Events such as conferences and large celebrations require at least 60 days’ lead time, and are approved at the discretion of the assistant director of events. Reservations are subject to change.
Security
To enter the UMSON facility, employees, students, affiliates, and guests are required to display photo identification. For security purposes, the assistant director of events may request a list of participants or guests to provide to the facilities and operations manager and to UMB security personnel. Identifiable name badges are recommended during conferences and large events.
Set-Up/Breakdown
Reservations will automatically include 30 minutes for set-up and breakdown when an event includes audiovisual support. More time may be required when a reservation includes catering. This increase in time may impact the availability of the space. Some events will require a walk-through of the space with the events team prior to the date of the scheduled event. A floor plan will be drafted and approved by the facilities and operations manager, and if necessary, the UMB campus fire marshal.
Smoking
UMB is a smoke-free environment. Smoking in any facility controlled by UMB is prohibited. Approved smoking areas are zoned outside of buildings and marked appropriately.
Wireless Internet (WiFi)
Guests can request WiFi access for event participants through the assistant director of events. If approved, a guest username and password will be issued prior to the event.