UMass Boston

Academic classes have priority over all other uses in classrooms and auditoriums. Outside of instruction, these spaces can be used for meetings, lectures, and other events. The Event Services team schedules classrooms for all non-class related bookings. 

Classrooms and auditoriums are opened for non-class related bookings according to the following schedule:
» April 15 | For fall semester requests
» November 15 | For January and spring semester requests
» February 15 | For summer session requests

» Requests for classrooms/auditoriums are not accepted during the course registration add/drop period at the beginning of each semester.

» Classrooms/auditoriums are not available during exam periods.

» Classroom furniture cannot be rearranged, added, or removed.

» Food and beverages are not permitted in auditoriums.

» The final ten minutes of a reservation period must be used to clean up and vacate the space. Any food/leftovers must be removed from the room and disposed of in public area trash receptacles. 

» AV Services and Classroom Technology provides technology support in classrooms/auditoriums. They must be contacted in advance for support of meetings and events in academic spaces.

Outdoor Spaces
University policy permits the use of amplified sound during outdoor events with advanced notice and an approved outdoor event reservation.
Additionally, to prevent disruption to instructional activities and campus neighbors, sound levels must not exceed 70 decibels between the hours of 7 a.m. and 11 p.m., or 50 decibels between the hours of 11 p.m. and 7 a.m.

Indoor Spaces
Sound level readings will be taken by the Event Services office at the perimeter of the reserved area, or 100' from the amplification device. Event organizers will be given one opportunity to lower and keep the sound below this level. A second infraction will result in an event’s immediate termination and dispersal. Event Services and the UMass Boston Department of Public Safety & Police department may request volume adjustments or relocate speakers.

Amplified sound in open spaces is limited to avoid disruption to classes and essential operations. During regular business hours and while classes are in session, amplified sound is permitted within enclosed spaces only (ballroom, food court, conference rooms). Exceptions may be granted with advance notice during the hours below. Event Services may deny the use of amplified sound if sufficient advanced notice is not provided.

Campus Center

• Only the Event Services in-house AV equipment may be used during the times listed above.
• DJ/Musician/external sound equipment is limited to Wednesday and Thursday from 12 to 1 p.m. or on weekends.

Integrated Science Complex

Weekdays:  11:00 a.m. – 1:00 p.m., or after 5 p.m.
Weekends:  All day

• The video walls/microphones in the first and third floor atriums can be used during the times listed above.
• Events with music are limited to weekdays after 5 p.m. or on weekends.

University Hall

Weekdays:  Prohibited
Weekends:  After last scheduled class

Review additional information in the Space Use Policy

Requests for a specific room or location will be taken into consideration; however, locations are scheduled based on priority, the needs of the event, and the most efficient use of space. Event Services reserves the right to reassign space with appropriate notice, signage, and price changes.

Unfortunately, we do not have sufficient space on campus to provide same-day rain locations for outdoor events. We can provide a "rain date" no less than three weeks after the original event date. Please plan accordingly.

Severe weather or other states of emergency may require the shutdown of the university campus. If the university is closed due to severe weather, snow, or other inclement weather, all UMass Boston events may be canceled. University event staff monitor weather conditions routinely and will contact event sponsors if there is cause. If cancellation is by the university or the requestor due to inclement weather or other emergency conditions, an alternate date can be arranged based upon availability.

Additional Information on Space Use Policy

Meeting space is in high demand and space is available for the entire university community to share. A reservation request may be denied if it monopolizes the same space on the same day each week, consecutive days, or for extended periods of time. Event Services may deny any reservation request for a large block of space(s) on consecutive or ad-hoc dates, unless part of a single conference or event.

The reservation system allows requests to be submitted up to 365 days in advance. Requests that may require setup, equipment, or staffing must be received at least seven days (or five business days) prior to the reservation date.

The seven day deadline provides sufficient time to coordinate staffing schedules, equipment assignments, and guarantee all event logistics.

Last-minute requests must be limited to a preset/fixed space and should be requested by calling the Event Services office directly.

Typical turn-around time on reservation requests is 3 to 5 business days. Responses may take longer at peak times of the year (e.g. first and last weeks of the semester). All space requests should be considered tentative until you receive an email confirmation from the Event Services office.

To allow for planning, staffing, equipment availability, and proper setup, all changes/cancellations must be received five days before the reservation date.
To change or cancel an event scheduled by the Event Services office, please send us an email with your reservation reference (e.g. 2020-ABCDEF) and details of the change or cancellation. Read more about Reservation Changes, Additions, Cancellations  »

UMass Boston Catering and Dining Services is the preferred food and beverage vendor on university property. The requirement that UMass Boston Catering provide all food services on campus reduces risk, makes certain that food and beverage service meets University standards, and provides our community with the following assurances:
» All food service personnel are vaccinated in compliance with UMass Boston vendor vaccination requirements;
» Food is transported, stored, prepared, and served under the guidance of licensed, insured, code-compliant vendors;
» Faculty, staff, students, and guests are shielded from foodborne illness;
» Food and beverage service meets university standards for sustainability;
» Upholds UMass Boston’s commitment to vendors that provide full benefits and a living wage to their employees. Read more about Serving Food - Exclusive Caterer  »

Delivery and carry-in options are permitted for small meetings and office gatherings of no more than twenty-five people. These may include pizza delivery, grocery/deli trays, bakery refreshments, or a small food order that is picked-up, transported and setup by the event organizer. These are considered low-risk food services. For food safety and liability reasons, home prepared food may not be offered at events. Read more about Non-Catered Services  »

Alcohol must be purchased and served by our exclusive on-campus caterer. UMass Boston Catering will apply for and secure a Special One-Day Liquor License from the City of Boston at least 4 weeks before the event. City of Boston One-Day Alcohol License Requirements for Caterer.

The UMass Boston organization hosting the event must obtain University approval to sell/serve alcohol on campus by submitting the Request to Serve/Sell Alcohol form at least 4 weeks before the event.

Please review the Business & Expense Guidelines and the Campus Alcohol Policy.

The University of Massachusetts Boston is committed to the full inclusion of individuals with disabilities and continually improving the accessibility of our campus, programs and activities. UMass Boston requires that events hosted on campus are in full compliance with the Americans with Disabilities Act as amended in 2008. If you are coordinating an event on campus, and have questions about ADA compliance or have received accommodation requests from your guests, please contact UMass Boston Event Services at least three weeks prior to your event so that we have time to discuss and plan for your needs. Read more about ADA Accommodations  »

Certain events may require campus staff to work outside regular business hours (Monday to Friday, 8:00 a.m. to 4:30 p.m.) for setup or ongoing support. In these cases, the hosting department is responsible for covering the staff's hourly rates.

Overtime staff assignments are outlined in your Event Confirmation. When applicable, the department speedtype provided with your reservation request will be charged automatically after the event. Please be aware, there is a four hour minimum charge per staff assigned. As outlined in the collective bargaining agreement, a meal stipend may be charged to your department’s account in addition to the hourly rate.

Overtime Staff Roles:
» Setup Crew: Responsible for preparing the event space as outlined in the Event Confirmation, including setting up chairs, tables, stages, and other necessary equipment.

» Event Maintainer: Assigned to events held in the evening or on weekends with more than 125 attendees. Maintainers assist with additional resources such as tables and chairs, help manage trash removal, and address facility-related issues. A Maintainer is typically scheduled 30 minutes before and after your event.

Additional details of the collective bargaining agreement regarding overtime assignments are available on the Human Resources site. 

Review the Protest and Demonstration Policy in the University Space Use Policy (section VI)

Protest and Demonstration Advanced Notification Form

Review the Fact Sheet on Filming, Photography, News Coverage for basic information on student and commercial filming, as well as news photography and videography.