Student Event Planning

• Submit event and room requests at least 14 business days before your event.
• To help expedite the process, the following items can be completed simultaneously:

1. Submit a Student Organization Events Request Form
2. If the event is on-campus, submit a room request through the Room Resource Scheduler

• Step 2: Receive Approval
• After submission, you will receive an official approval email within 2 business days. This email will be sent to your student organization’s official email address.
• If you requested a room, an approval email will also be sent to the email provided in the Room Resource Scheduler.

• Once your event and room are approved, you can submit your marketing materials for approval using the Student Organization Marketing Approval Form.
• Submit all marketing requests (e.g., student-wide emails, flyers, or video displays) at least 12 business days before your event.
• Marketing requests will be approved within 2 business days, so please plan ahead!

• Select CDO events (particularly orientation for 1D/2E students, judicial reception, firm nights)
• Dean’s convocation
• Journal Symposiums, Myerowitz Moot Court Competition Finals, or other co-curricular events
• Anchor Programs on Mondays at noon
• Clinic Events (particularly the clinic fair in the spring)
• MPILP Auction
• BLSA Banquet/APALSA Networking reception
  
  
• Black-out Periods:
  Student Organizations cannot host events or meetings during black-out periods, which include the first full week of classes during the fall and spring semester, and one week before exams start.

• 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.
• Room 469 has utensils, serveware, cups, napkins, tableclothes, and sternos
• Room 472 has decorations and arts and crafts materials

If your student organization wishes to serve alcohol at an on-campus event, please follow these steps:

1. Request Approval: Email the Office of Student Affairs (OSA) at osa@law.umaryland.edu to request written approval for alcohol at your event.
2. Obtain University Alcoholic Beverage Permit:
   Complete the application for a University Alcoholic Beverage Permit, which is free of charge.
   Submit the completed form to OSA at least 5 business days before the event (or 15 business days if a city liquor permit is also required).
3. City Liquor Permit (if applicable):
   For cash bars or ticketed events, obtain a one-day alcohol permit from the City Board of Liquor License Commissioners (231 E. Baltimore Street, 6th Floor; 410-396-4377).
   This permit costs $25 for beer and wine, or $50 for beer, wine, and liquor.
   Ensure the University permit is approved before applying for the city permit.
4. Important Reminders:
   Alcohol should complement, not dominate, the event. Food must be provided where alcohol is served.
   Events promoting excessive drinking or drinking games are prohibited.
   Prohibited items include kegs, glass beer bottles, and red wine in carpeted areas.
5. Reimbursement: Discuss alcohol reimbursement processes with OSA.
   For further assistance, please contact OSA directly.

• 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.
  • For all advanced media requests please email law-avtechs@umaryland.edu
  • 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 reservations can be made online.  
• 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
  • Ceremonial Courtroom
  • Atrium
  • Courtyard
  • Comcast
  • Student Mailbox area
  • Krongard Room
• Westminster Hall
  • Reserving this space is a separate process. Please reach out to osa@law.umaryland.edu about the event you wish to hold in Westminster and she will give you the contact information for the department that coordinates Westminster Hall reservations.
  • Student groups can reserve the space for only $150 - to account for staff time – Monday through Friday. Weekends are a premium time and standard rental rates will apply.

• May need an Eventbrite listing in order to collect RSVPs
• Please contact OSA (StudentGroups@law.umaryland.edu) for assistance setting up an Eventbrite

1. Flyer Board – Located in front of the Thurgood Marshall Library.
2. Comcast Dining Area Entrance – Post flyers near the entrance to the dining area.
3. Student Locker Area – Use the approved bulletin boards here.
4. Student Mailroom – There is a bulletin board at the back for flyers.

1. Submission Rules
• Each student organization is allowed one video-screen per term, so plan carefully to choose which event to promote.
• Video-screen displays should be professional and relevant to Maryland Carey Law
• The Office of Student Services reserves the right to reject any video-screen request
2. Event Timing Rules
• Include a start and end date in your submission. The maximum display period is 3 weeks or 15 business days..
• The end date must be on or before the event date. If the end date extends beyond the event, the signage will be removed at the close of business on the event day.
3. Submission Requirements
• File Format: Only JPEG files are accepted.
• Image Size: Must be 1920x1080 pixels.
• Submissions that don’t meet these specifications will be returned for correction.
4. Required Content
   • Who: Sponsoring department or organization.
   • What: Description of the event.
   • When: Date and time
   • Where: Event location.
   • Registration Link (QR Code): If applicable.
• On your submission, clearly include the following information:
5. Content Quality
• Make sure your content is proofread, professional, clear, and concise.

For email distribution to students, all emails need to be send to osa@law.umaryland.edu for approval.