University Procedures
Campus Services Policies and Procedures
The Campus Services facilities of the University of Massachusetts Dartmouth include the Residence Dining Hall, Campus Center, and Main Auditorium. Within those structures are facilities that can be used for special functions and events.
This information is being provided in an effort to help individuals and organizations use these facilities and services. Before planning any events, go to the Conference Office to pick up a complete copy of the policy and procedure manual.
Services Availiable
The Campus Services Department through the Conference Office can provide a wide range of services for any organization or group making use of the facilities. The exact nature of each request and arrangement should be made at the time of reservation. Additional time must be allocated for the arrangement of non-departmental services. Full listings of technical specifications, menus, room arrangements, etc. as well as cost projections are all available at the Conference Office.
Applying for Space
All reservations must be made at the University Conference Office located in the Ground Floor of the Residence Dining Hall or by calling (508) 999-8143. The Conference Office is open Monday - Friday, 8:00 A.M. – 4:00 P.M., or by special appointment. Individual contact with service providers is strongly discouraged. As the first step in the reservation process, all individuals and organizations MUST contact the Conference Office.
Some events such as dance recitals, theatrical events, variety and talent shows, major receptions, weddings, fashion shows, symposiums and conferences require additional time for preparation/reservation if the event is to succeed. Please consult the Policy section of this booklet (page 10) for time guidelines and policies.
Filling Out the Forms
All individuals making a reservation must fill out an Event Reservation Application form. Give some thought to the types of services you may need to have a successful event. Do not be hesitant in asking questions about service and cost of the services.
Dining service arrangements require a specific and guaranteed number of people in your reservation so that a correct amount of food can be prepared for your event. Please discuss the deadlines required by the Conference Office for dining reservations. Also, be aware of what you will be billed if your number of people exceeds or does not meet your reservation confirmation.
If you need technical services you will be required to fill out a Technical Services Request form. In addition to the items listed above, the Technical Services Request form will ask that you specify what services and/or equipment you may require. A contact person and number must be listed with whom we can review the needs of the event.
If you do not know or are unsure of your technical needs, ask to be contacted by the technical services manager – but make sure you have filled in the top portion of the technical services request form completely. This includes all contact names and telephone numbers. Failure to do so will cause a cancellation in you technical services.
Additional Services
Some services such as security, sinage, ticket sales, etc. require coordination through the Conference Office. Such arrangements may take additional time and usually involve additional costs. Please allow for both in making your reservation requests.
Confirmation
Any group or organization with questions concerning their event should contact the Conference Office.
Two weeks before the event, all technical arrangements on Auditorium events should be confirmed directly with the Technical Manager. A complete order of events or programs may be required at this time.
Individuals may be encouraged to contact other service providers directly at this time such that final details may be confirmed. Without a final confirmation contact by the individual or organization, the Conference Office cannot be held responsible for failure to complete final arrangements.
Policies
In an effort to conform to Federal, State, Town of Dartmouth, and University laws and regulations, a basic outline of policies governing the use of facilities and services under Campus Services purview is provided at the Conference Office.
Capacity
The capacity for events held in the Campus Services spaces is determined by the type of event and where it is held. Contact the Conference Office for capacity charts.
General Information
For all full-capacity events, Campus Services will have two Campus Services Managers onsite. One Manager will be designated to assist with the event.
Campus Services will provide tickets for each admission price and an attendant to sell tickets at the door for the organization at no cost. Organization members are not permitted to handle cash related to ticket sales at the event.
At the end of the event, a member of the Campus Services Staff along with a representative of the sponsoring organization will process the revenue from the event.
All money collected must be deposited into the Night Safe Depository, with the Campus Services Manager. The organization’s Treasurer or designee will be provided with a receipt for all deposits made to the Bursar’s Office on their behalf by Campus Services. Please allow a minimum of five (5) business days for deposits to be reflected in your account. Campus Services does not maintain records of your accounts. Please contact the Student Senate Treasurer (x8154) to make arrangements for access to information on your accounts.
Sponsoring organizations will be responsible for labor costs associated with setup, breakdown, management, technical services and cleanup for their event. Further, any costs associated with the rental of special equipment or services associated with the event will be charged to the Sponsoring Organization. Sponsors of the event are responsible for the posting of all rules and regulations for the event (i.e. door closings, ticket prices, etc.). They are also responsible for the removal of these postings at the conclusion of the event.
All university venues are non-smoking facilities and sponsoring organizations must comply.
In accordance with university policies, the sponsoring organization is responsible for all and any damages that occur at the event.
Campus Services reserves the right to cancel and event for the purposes of ensuring a safe and healthy environment for patrons. Campus Services is not responsible for any loss of income or financial obligations the sponsoring organization may incur should cancellation be necessary.
Student organizations should expect a charge to be associated with setup, running and breakdown of their event. The costs are as follows:
- Student maintenance workers - $15/hr per person
- Student Event Managers - $20/hr per person
- Student Technicians – approx. $15/hr per person
- Technical Consultants – approx. $25/hr per person
- Outsourced workers – at cost
- Rented equipment – at cost
Please note that the number of student workers assigned is based on a needs assessment of the event with expected attendance, location, beverages sales etc. influencing these numbers.
Security Policy
The UMass Public Safety Department shall determine the necessary security and/or police staffing for all events held on university property and/or in university facilities where concerns for safety and property exist. Determination of the need and amount of security and/or police coverage will be made on an event-by-event basis.
Use of Metal Detectors
In order to provide a reasonable safe and secure environment, the use of freestanding walk through and/or hand-held metal detectors may be used to search persons attending event/function for weapons and illegal drugs.
Last Updated On: 10/13/05