Adele H. Stamp Student Union - Center for Campus Life

University of Maryland Outdoor Event Policies

3K, 5K, 10K runs/walks, Color Runs, etc.


Risk Management

 

  • Group must purchase and provide proof of insurance from TULIP or an outside agency. Proof of insurance must be sent to both the Event Coordinator and the Office of Risk Management (https://www.essr.umd.edu/risk/tulip-tenants-and-users-liability-insurance-policy)
  • Every individual must sign a waiver before participating in the event. Waivers will be provided by your Event Coordinator or the Office of Risk Management
  • Color Run routes must be approved taking into account environmental considerations

 


Fire Marshal

 

 

  • Group must provide a list of all structures being used for the event to be evaluated by the Fire Marshal for safety
  • If any sort of paint powder is being used it must be approved by the Fire Marshal

 


Landscape Services

 

 

  • Group must provide a proposed diagram for approval of where structures will be erected, where events will take place, and what route the 5k will take
  • Vehicles may not drive on any grass
  • Group must pay for any costs associated with clean up after the event and any repair beyond normal wear and tear
  • Any event may be canceled by Landscape Services or RecWell due to weather in order to prevent damage to the fields; consider planning for a rain date
  • Groups needing power must arrange for a generator. Services can be requested from Facilities Management for a fee. Do not run power cores into campus buildings.

 


Police

 

 

  • Police must approve the route
  • Police presence will be required based on number of expected participants or perceived risk
    • Police presence incurs an additional cost depending on number of officers and number of hours with a three hour minimum

 


Food

 

 

  • Pre-packaged food is allowed. All drinks must be distributed by Pepsi

 


Other

 

 

  • Group must provide Event Coordinator information on any deliveries and the set up logistical plan. Some spaces have limitations on where trucks can drive and the weight of equipment used
  • All start and end points must be at campus reservable spaces
  • Color and Foam Events must be coordinated through Environmental Affairs. Event sponsors are responsible for fees to seal/block-off all stormwater drains to prevent discharges to the stormwater system. Groups must also pay for street cleaning to remove color and/or foam prior to stormwater drains being opened.

 

 


 

 

Field Day Events, Inflatables, Dunk Tanks, Yoga, events with any other physical activity


Risk Management

 

 

  • All events must be approved by Risk Management (there are some activities not allowed on campus)
  • Group must purchase and provide proof of insurance from TULIP or an outside agency. Proof of insurance must be sent to both the Event Coordinator and the Office of Risk Management (https://www.essr.umd.edu/risk/tulip-tenants-and-users-liability-insurance-policy)
  • Every individual must sign a waiver before participating in the event. Waivers will be provided by your Event Coordinator or the Office of Risk Management
  • Events with rented equipment (inflatables, dunk tanks, bubble soccer, etc.) must also provide insurance information for the company providing the equipment
  • Dunk tank water source and water disposal must be coordinated with Facilities Management

 


Fire Marshal

 

 

  • Group must provide a list of all structures (tents, lights, stages, other equipment, and anything cloth or flammable) being used for the event to be evaluated by the Fire Marshal for safety
  • If any sort of paint powder is being used it must be approved by the Fire Marshal

 


Landscape Services

 

 

  • Group must provide a proposed diagram for approval of where structures will be erected and where events will take place
  • Vehicles may not drive on any grass
  • Group must pay for any costs associated with clean up after the event and any repair beyond normal wear and tear
  • Any event may be canceled by Landscape Services or RecWell due to weather in order to prevent damage to the fields; consider planning for a rain date

 


Police

 

 

  • Police presence may be required based on number of expected participants or perceived risk
    • Police presence incurs an additional cost depending on number of officers and number of hours with a three hour minimum

 


Other

 

 

  • Group must provide Event Coordinator information on any deliveries and the set up logistical plan. Some spaces have limitations on where trucks can drive and the weight of equipment used
  • Groups needing power must arrange for a generator.  Services can be requested from Facilities Management for a fee.  Do not run power cords into campus buildings.

 

 


 

 

Events with Animals (puppy palooza, petting zoos, etc.)


Risk Management

 

 

  • Group must purchase and provide proof of insurance from TULIP or an outside agency. Proof of insurance must be sent to both the Event Coordinator and the Office of Risk Management (https://www.essr.umd.edu/risk/tulip-tenants-and-users-liability-insurance-policy)
  • Every individual must sign a waiver before participating in the event. Waivers will be provided by your Event Coordinator or the Office of Risk Management
  • Not all animals will be approved to come to campus given safety concerns (ex: elephants are not allowed)

 


Landscape Services

 

 

  • Group must provide a proposed diagram for approval of where structures/fencing will be erected, where events will take place
  • Vehicles may not drive on any grass
  • Group must pay for any costs associated with clean up after the event and any repair beyond normal wear and tear
  • Group must clean up and properly dispose of all animal waste after the event
  • Any event may be canceled by Landscape Services or RecWell due to weather in order to prevent damage to the fields; consider planning for a rain date

 


Campus Vet

 

 

  • Group must provide the name of the organization providing animals to the Campus Vet 10 business days before the event. The campus vet can be contacted at dlar@umd.edu.
  • Group must post signs provided by the campus vet alerting people of safety issues
  • All animals must be up-to-date of vaccinations and testing according to current recommendations
  • Group must establish barriers (rope, tape, fencing) to prevent contact with animals from non-animal areas
  • When needed, group must provide adequate shade to prevent overheating of animals. If natural shade is not available, shelters may be needed
  • Group must provide drinking water for all animals
  • Group must provide a hand washing station (hand sanitizer is acceptable if sinks are unavailable)

 


Police

 

 

  • Police presence may be required based on number of expected participants or perceived risk
    • Police presence incurs an additional cost depending on number of officers and number of hours with a three hour minimum

 


Other

 

 

  • Group must provide Event Coordinator information on any deliveries and the set up logistical plan. Some spaces have limitations on where trucks can drive and the weight of equipment used
  • Groups needing power must arrange for a generator.  Services can be requested from Facilities Management for a fee.  Do not run power cords into campus buildings.

 

 


 

 

Festivals with Booths, Carnivals, etc.

 

 

**AMPLIFIED SOUND PERMITTED ONLY ON FRIDAY 5p-10p, SATURDAY 10a-10p, SUNDAY 12p-8p**


Fire Marshal

 

 

  • Group must provide a list of all structures (tents, lights, stages, other equipment, and anything cloth or flammable) being used for the event to be evaluated by the Fire Marshal for safety

 


Landscape Services

 

 

  • Group must provide a proposed diagram for approval of where structures will be erected and where events will take place
  • Vehicles may not drive on any grass
  • Group must pay for any costs associated with clean up after the event and any repair beyond normal wear and tear
  • Any event may be canceled by Landscape Services or RecWell due to weather in order to prevent damage to the fields; consider planning for a rain date

 


Police

 

 

  • Police presence may be required based on number of expected participants or perceived risk
    • Police presence incurs an additional cost depending on number of officers and number of hours with a three hour minimum

 


Food Services

 

 

  • Food from outside vendors cannot be sold; food from Dining Services can be sold
  • Prince George’s County Special Event Permit is required when:
    • Food is provided by outside vendors
    • Food is provided by Dining Services AND is open to the public
    • Group is charging for food provided by Dining Services
    • Group prepares their own food
  • Requirements for Prince George’s County Special Event Permit:
    • Hand washing station
    • Tent of canopy over food being served
    • Equipment to keep hot food above 140* and cold food under 41*
    • There is a cost associated with obtaining this permit to be paid by the group

 


Sales

 

 

  • The only items that can be sold are items directly related to the event or sponsoring group (tshirts, stickers, etc. with name of group or event on it)
  • Any items with Maryland logos must be approved by the trademark office; seek approval well in advance
  • Outside vendors cannot sell items

 


Other

 

 

  • Group must provide Event Coordinator information on any deliveries and the set up logistical plan. Some spaces have limitations on where trucks can drive and the weight of equipment used
  • Groups needed power must arrange for a generator.  Services can be requested from Facilities Management for a fee.  Do not run power cords into campus buildings.

 

 


 

 

Festivals with Music and Dance Party as the primary activity

 

 

**AMPLIFIED SOUND PERMITTED ONLY ON FRIDAY 5p-10p, SATURDAY 10a-10p, SUNDAY 12p-8p**

 

 

*IF THE EVENT CONCLUDES BY 5PM*


Risk Management

 

 

  • Group must purchase and provide proof of insurance from TULIP or an outside agency. Proof of insurance must be sent to both the Event Coordinator and the Office of Risk Management (https://www.essr.umd.edu/risk/tulip-tenants-and-users-liability-insurance-policy)
  • Every individual must sign a waiver before participating in the event. Waivers will be provided by your Event Coordinator or the Office of Risk Management

 


Fire Marshal

 

 

  • Group must provide a list of all structures (tents, lights, stages, other equipment, and anything cloth or flammable) being used for the event to be evaluated by the Fire Marshal for safety
  • If any sort of paint powder is being used it must be approved by the Fire Marshal

 


Landscape Services

 

 

  • Group must provide a proposed diagram for approval of where structures will be erected, where events will take place
  • Vehicles may not drive on any grass
  • Group must pay for any cost associate with clean up after the event and any repair beyond normal wear and tear
  • Any event may be canceled by Landscape Services or RecWell due to weather in order to prevent damage to the fields; consider planning for a rain date

 


Police

 

 

  • Police presence may be required based on number of expected participants or perceived risk
    • Police presence incurs an additional cost depending on number of officers and number of hours with a three hour minimum

 


Other

 

 

  • Group must provide Event Coordinator information on any deliveries and the set up logistical plan. Some spaces have limitations on where trucks can drive and the weight of equipment used
  • Groups needing power must arrange for a generator. Services can be requested from Facilities Management for a fee. Do not run power cords into campus buildings.

 

*IF THE EVENT RUNS BETWEEN 5PM-10PM*

All of the above must be followed, in addition to the below requirements

Security **ALL ADDITIONAL REQUIREMENTS WILL INCUR ADDITIONAL COST**

 

  • Access Control - Group may be required to control access to the event by means determined by UMPD
  • Protective Barrier - Group may be required to erect protective barriers to contain the event and prevent access to unsafe areas
  • Crowd Control - Group may be required to hire additional crowd control personnel in addition to erecting structure to control the crowd

 

 


 

 

BBQs, Events with Food

 

 

**AMPLIFIED SOUND PERMITTED ONLY ON FRIDAY 5p-10p, SATURDAY 10a-10p, SUNDAY 12p-8p**


Fire Marshal

 

 

  • Group must provide a list of all structures (tents, lights, stages, other equipment, and anything cloth or flammable) being used for the event to be evaluated by the Fire Marshal for safety
  • If food is being prepared on site Fire Marshal must approve location of food preparation and there must be a fire extinguisher accessible
  • Group must gain approval of the tent used to cover food location to ensure it meets Fire Marshal specifications

 


Landscape Services

 

 

  • Group must provide a proposed diagram for approval of where structures will be erected, where events will take place
  • Vehicles may not drive on any grass
  • Group must pay for any cost associate with clean up after the event and any repair beyond normal wear and tear
  • Any event may be canceled by Landscape Services or RecWell due to weather in order to prevent damage to the fields; consider planning for a rain date
  • Group must provide trash receptacles. These can be ordered from Facilities Management for a charge

 


Police

 

 

  • Police presence may be required based on number of expected participants or perceived risk
    • Police presence incurs an additional cost depending on number of officers and number of hours with a three hour minimum

 


Food Services

 

 

  • Food from outside vendors cannot be sold; food from Dining Services can be sold
  • Prince George’s County Special Event Permit is required when:
    • Food is provided by outside vendors
    • Food is provided by Dining Services AND is open to the public
    • Group is charging for food provided by Dining Services
    • Group prepares their own food and event is open to the public
  • Requirements for Prince George’s County Special Event Permit:
    • Hand washing station
    • Tent of canopy over food being served
    • Equipment to keep hot food above 140* and cold food under 41*
    • There is a cost associated with obtaining this permit
  • Pre-packaged food is allowed without a permit, must be distributed by Pepsi/FritoLays

 


Other

 

 

  • Group must provide Event Coordinator information on any deliveries and the set up logistical plan. Some spaces have limitations on where trucks can drive and the weight of equipment used
  • Groups needing power must arrange for a generator.  Services can be requested from Facilities Management for a fee.  Do not run power cords into campus buildings.

 

 


 

 

Concerts

 

 

***ADDITIONAL REQUIREMENTS, CONTACT YOUR EVENT COORDINATOR***

 

 

Inclement Weather Policy

 

 

Landscape Services reserves the right to cancel any outdoor event if it is deemed necessary to protect the ground given past or existing weather related events. Group may still be required to pay for their security contract depending on how close to the event date it is canceled. Consider planning for a rain date to mitigate losses.

 

 

 

Other Items of Interest

 

 

 

  • Candles/open flames are prohibited with the exception of candle light vigils and luminaries. Groups must obtain a Hot Works Permit if there is to be open flames
  • Prince George’s County prohibits the use of personal use pyrotechnics (ex: fireworks, sparklers, etc.)

 

 

 

SO YOU WANT TO…

 

 

 

Erect Structures

 

 

  • All structures must be approved by the Fire Marshal for safety. The group must provide a list of all structures (tents, lights, stages, other equipment, and anything cloth or flammable) being used for the event to be evaluated by the Fire Marshal
  • All structure placement must be approved by Landscape Services to prevent damage to the space
  • There are specific limitations on deliveries including, but not limited to, no driving on the grass and weight limits on some spaces. Communicate the delivery plan to your Event Coordinator to ensure that you follow these policies
  • Common structures: tents, lights, stage, generators, inflatables

 

 

 

Have Outside Vendors Provide Equipment (Inflatables, etc.)

 

 

 

  • All outside vendors are required to have their own insurance and you must provide a copy to your Event Coordinator 10 business days before the event
  • There are specific limitations on deliveries including, but not limited to, no driving on the grass and weight limits on some spaces. Communicate the delivery plan to your Event Coordinator to ensure that you follow these policies
  • Groups needing power must arrange for a generator.  Services can be requested from Facilities Management for a fee.  Do not run power cords into campus buildings.

 

 

 

Have Amplified Sound

 

 

 

  • Amplified sound is only permitted
    • Friday 5p-10p
    • Saturday 10a-10p
    • Sunday 12p-8p

 

 

 

Have Food

 

 

 

  • Food from outside vendors cannot be sold; food from Dining Services can be sold
  • Prince George’s County Special Event Permit is required when:
    • Food is provided by outside vendors
    • Food is provided by Dining Services AND is open to the public
    • Group is charging for food provided by Dining Services
    • Group prepares their own food and event is open to the public
  • Requirements for Prince George’s County Special Event Permit:
    • Hand washing station
    • Tent of canopy over food being served
    • Equipment to keep hot food above 140* and cold food under 41*
    • There is a cost associated with obtaining this permit
  • Pre-packaged food is allowed without a permit, beverages must be distributed by Pepsi

 

 

 

Have a Large Event or with an Event with Other Safety Concerns

 

 

 

  • Police presence/CSC crowd managers may be required based on number of expected participants or perceived risk
    • Police presence incurs an additional cost depending on number of officers and number of hours with a three hour minimum

 

 


 

 

This is not a complete list of possible event requirements. Additional authorizations, and specific police/security needs will be determined based on the specific details of an event, including event timing, location, attendance, and the specific activities planned.