Outdoor Event Policies

University of Maryland Outdoor Event Policies

This is additional policy information that applies to outdoor event. The information is organized by the type of event being planned.

• General Policies
• Police/Security
• 3K, 5K, 10K Walk | Run Events
• Field Day Events | Inflatables | Dunk Tanks | Yoga | or other events with physical activity
• Events with Animals
• Festivals | Carnivals with Booths
• Festivals | Concerts with Music and Dance Party as the Main Activities
• BBQs and Events with Food
• Expressive Activity Events (Demonstrations | Chalking | Leafleting | Postings) 
• Miscellaneous

This is not an all inclusive list of all possible outdoor events, or an inclusive list of every event requirement. 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. All outdoor events require a great deal of advanced planning.

General Policies

• All information listed in the primary event managmet & policy manual also applies to outdoor events.
• Inclement Weather Plan - When planning an outside event it is strongly recommended that you have backup rain date or a backup rain location. You must also have a plan to move event participants to safety if there is inclement weather during the event.  If there is thunder and/or lighting everyone must be moved inside until the storm has passed, or at least 30 minutes from the last thunder/lighting.
• Event sponsors should never advertise an event until a space reservation confirmation has been received from the venue manager.
• Stamp, Facilities Management (FM) and Rec Well reserve the right to cancel or postpone events that have the potential to cause damages to campus property (i.e. damage to lawn spaces after periods of rain, etc...)
• Candles/open flame are prohibited. Groups must plan to use battery operated candles.
• Prince George’s County prohibits personal use pyrotechnics (ex: sparklers, fireworks, etc.) without specific permits.
• Event sponsors must provide their Event Coordinator with information on any deliveries, and the event's set-up and tear down logistical plans. All outdoor spaces have restrictions on where vehicles can drive, how items must be secured to the ground, and the weight limit of equipment used.
• Event sponsors needing power must arrange for a generator. Services can be requested from Facilities Management (FM) for a fee.  You are not permitted to run power cords into campus buildings.
• Maryland State law prohibits anyone 13 or older from intentionally releasing balloons or organizing or participating in the mass release of 10 or more balloons. Violators of the law can face a fine and community service.
• Despite changes in Maryland State laws in 2023, University policy continues to prohibit the possession and use of cannabis in any form including recreational cannabis and medical cannabis on all University property and at all University-sponsored events. 
• Depending on the size of the event, event sponsors may be responsible for the rental of additional University approved equipment, personnel, and/or services to help manage the event, including:
  • Ticketing services to help manage crowds
  • Barriers to create and maintain a defined event space
  • Portable toilets
  • Police / Security staffing
  • EMT/Paramedic staffing
• The use of tents and other temporary structures must be approved in advance by the assigned Event Coordinator, Facilities Management, and the campus Fire Marshall.
  • There can be no overnight use of temporary structures on campus without explicit permission from the University via the venue manager.
• There cannot be any overnight use of outdoor spaces.  All outdoor events must occur within the hours of operation of the facility that manages the outdoor space. 
• Once scheduled, events must occur during the time frame listed on the space reservation documentation (event start and event end times)
  • When events are over, all signs, banners, other materials must be removed and all participants must exist the location.
• Event sponsors are responsible for ensuring that their event participants adhere to campus policies.
• Student organizations are not permitted to schedule events to occur on Reading Day or during Final Exam periods.
• The use of public address systems and other amplified sound is only permitted on Fridays 5pm - 10pm, Saturdays 10m - 10pm, and Sundays 12pm - 8pm.

Police/Security

All events are subject to a security review by the University of Maryland Police Department (UMPD) at the recommendation of the Stamp Event & Guest Services Office.  Information regarding UMPD event policies can be found at http://www.umpd.umd.edu/services/Special_Events.cfm

UMPD has the sole responsibility for providing police and security functions on the University campus. This means that groups may not contract  with any off-campus agency for policing, parking, or security of events held on campus. Police and security needs must be discussed with UMPD and, it if determines that a need exists, UMPD will provide or facilitate the resources.

UMPD will make security determinations that, in its professional judgement, will address security threats identified as result of the evaluation. The goals of UMPD's security determinations will be to  (i) minimize risks to health and safety of the event participants and audience; (ii) minimize risks to the campus and surrounding community; (iii) maximize the ability of the event sponsors to successfully hold the event; and (iv) protect the rights of free expression by the event sponsors, participants, and community.

The number of personnel and amount/type of equipment charged will be based on UMPD assessment, including but not limited to the following criteria

1. The type of event and number of anticipated attendees/ participants
2. Event venue, including venue size, location, number of entrances and exists to be staffed, maximum occupancy requirements, and ticketing/check-in procedures
3. The day and time of the event
4. The history of similar events and/or of performers/speakers at other locations
5. Whether the event is open and/or advertised to the entire University community and/or non-affiliates of the University, or restricted to guests of the event sponsors
6. Whether the proposed event involves activity that poses and inherent risk of personal injury or property damage
7. Whether alcohol will be served
8. Whether there will be sales of food, beverages, or other items and whether cash handling will occur
9. Whether event performers/speakers come with personal security teams or details
10. Whether event sponsors request additional security measures

Notwithstanding the foregoing; in determining whether security costs shall be imposed, and the amount of any such costs, the University may not consider the content of viewpoint of the speech expressed or intended to be expressed by the event sponsors, speakers, guests, or attendees.

The Stamp Event & Guest Services Office will notify the event sponsors of any security determinations/requirements in the planning for the event.  The event sponsors are responsible for all security costs, except that security costs associated with an event at which an elected official is an invited speaker, will be the responsibility of the University President's Office.  The term "elected official" will normally include United States President and Vice President, Maryland Governor and Lieutenant Governor, representatives to the United States Congress or Maryland General Assembly. 

UMPD generally provides a final bill for the event after it is over. Payment is generally due within 30 days after the event or at the direction of UMPD.

3K, 5K, 10K Runs/Walks, Color Runs, etc.

Risk Management

• The event sponsor must provide proof of insurance (TULIP or an outside agency). Proof of insurance must be sent to both the Event Coordinator and the Office of Risk Management https://essr.umd.edu/about/risk-management/tenants-and-users-liability-insurance-policy-tulip
• Individuals must sign a waiver before participating in the event. A waiver form will be provided by your Event Coordinator or the Office of Risk Management. The event sponsor must keep copies of signed waivers for at least 366 days.
• Color Run routes must be approved in advance taking into account environmental considerations, as well other as vehicular and pedestrian traffic needs

Fire Marshal

• Event sponsor must provide a list of all temporary structures (tents, etc.) being used for the event to be evaluated by the Fire Marshal for safety
• Paints/powders used during color runs must be approved in advance

Landscape Services

• Event sponsors must provide a proposed diagram for approval of where temporary structures (tents, lights, stages, etc.) will be erected, where events will take place, and what route the walk/run will take
  • There can be no overnight use of temporary structure's without explicit permission from the University via the venue manager.
• Vehicles may not drive on any grass. Vehicles may only be parked on sidewalks and only to unload and load. Vehicles may not remain parked.
• Event sponsors must pay for any costs associated with clean up after the event and any landscape repair beyond normal wear and tear
• Any event may be canceled by FM Landscape Services or RecWell due to weather in order to prevent damage to the fields/grounds; consider planning for a rain date or appropriate indoor alternate rain location
• Event sponsors 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

• UMPD must approve the run/walk route in advance
• Police presence may be required for this type of event
  • Police presence incurs an additional cost depending on number of officers and number of hours, with a three hour minimum. These fees are the responsibility of the event sponsor.

Food

• Pre-packaged food is allowed. All beverages, including bottled water, must be distributed by Pepsi.

Other

• Event sponsors must provide their 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
• The start and end points of the event must be at a approved and reserveable campus space
• Color and foam events must be coordinated through FM Environmental Services. Event sponsors are responsible for fees to seal/block-off all storm water drains to prevent discharges to the storm water system. Event sponsors must also pay for street cleaning to remove color and/or foam prior to storm water drains being opened.
• Maryland state law prohibits anyone 13 or older from intentional releasing of balloons or organizing or participating in the mass release of 10 or more balloons. Violators of the law can face a fine and community service.
• Despite 2023 changes in State of Maryland laws, University policy continues to prohibit the possession and use of cannabis in any form including recreational cannabis and medical cannabis on University property and at University-sponsored events. 

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

Risk Management

• All event activities must be approved by Risk Management (there are some activities not allowed on campus)
• Event sponsors must purchase and provide proof of insurance (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)
• Individuals must sign a waiver before participating in the event. A waiver form will be provided by your Event Coordinator or the Office of Risk Management. Event sponsors are responsible for keeping copies of all signed waivers for at least 366 days.
• 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

• Event Sponsors must provide a list of all temporary 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
• Paints/powers to be used must be approved in advance, for health and environmental safety

Police

• Police presence may be required 
  • Police presence incurs an additional cost depending on number of officers and number of hours, with a three hour minimum. These fees are the responsibility of the event sponsor.

Landscape Services

• Event sponsors must provide a proposed diagram for approval of where temporary structures (tents, lights, stages, etc.) will be erected and where events will take place
  • There can be no overnight use of temporary structures without explicit permission from the University via the venue manager
• Vehicles may not drive on any grass. Vehicles may only be parked on sidewalks and only to unload and load. Vehicles may not remain parked
• Event sponsors must pay for any costs associated with clean up after the event and any landscape repair beyond normal wear and tear
• Events may be canceled by Stamp, FM Landscape Services, or RecWell due to weather in order to prevent damage to the fields/grounds; consider planning for a rain date or an appropriate alternate indoor location

Other

• Event sponsors 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
• Event sponsors 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.
• Maryland state law prohibits anyone 13 or older from intentional releasing a balloon or organizing or participating in the mass release of 10 or more balloons. Violators of the law can face a fine and community service.
• Despite 2023 changes in State of Maryland laws, University policy continues to prohibit the possession and use of cannabis in any form including recreational cannabis and medical cannabis on University property and at University-sponsored events. 

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

 Risk Management

• A specific Event with Animals form must be completed in advance and is subject to approval, to provide additional event information. The link to this form will be provided by your Event Coordinator.
• Event sponsors must purchase and provide proof of insurance (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)
• Individuals must sign a waiver before participating in the event. Waivers will be provided by your Event Coordinator or the Office of Risk Management.  Event sponsors must keep copies of the signed waivers for at least 366 days.
• Not all animals will be approved to come to campus given health and safety concerns 

Landscape Services

• Event sponsors must provide a proposed diagram for approval of where events will take place and where temporary structures/fencing will be erected
• Vehicles may not drive on any grass. Vehicles may only be parked on sidewalks to unload and load
• Event sponsors must pay for any costs associated with clean up after the event and any landscape repair beyond normal wear and tear
• Event sponsors must clean up and properly dispose of all animal waste in a dumpster throughout and after the event
• Events may be canceled by Stamp, FM Landscape Services, or RecWell due to weather in order to prevent damage to the fields/grounds; consider planning for a rain date or an appropriate alternate indoor location

Animal Health and Safety

• A specific Event with Animals form must be completed in advance and is subject to approval, to provide additional event information. The link to this form will be provided by your Event Coordinator.
• Event sponsors must provide the name of the organization providing animals; the number of type of animals involved; and provide documentation that all animals are current with required vaccinations and testing 
• The event must post signs provided alerting event participants to safety issues
• Event sponsors must establish barriers (rope, fencing) to prevent contact with animals from non-animal areas
• Event sponsors must provide adequate shade to prevent overheating of animals. If natural shade is not available, shelters may be needed
• Event sponsors must provide drinking water for all animals
• Event sponsors must provide a hand washing station (hand sanitizer is acceptable if sinks are unavailable)

General

• Animals cannot be considered for adoption or sale while on the UMD campus
• Event sponsors must provide their 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
• Event sponsors 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.
• Maryland state law prohibits anyone 13 or older from intentional releasing a balloon or organizing or participating in the mass release of 10 or more balloons. Violators of the law can face a fine and community service.
• Despite 2023 changes in State of Maryland laws, University policy continues to prohibit the possession and use of cannabis in any form including recreational cannabis and medical cannabis on University property and at University-sponsored events. 

Carnivals/Festivals with Booths, etc.

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

 Fire Marshal

• Event sponsors must provide a list of all temporary 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

• Event sponsors must provide a proposed diagram for approval of where temporary structures (tents, lights, staging, etc.) will be erected and where events will take place
  • There can be no overnight use of temporary structures without explicit permission from the University, via the venue manager
• Vehicles may not drive on any grass. Vehicles may only be parked on sidewalks only to unload and load. Vehicles may not remain parked
• Event sponsors must pay for any costs associated with clean up after the event and any landscape repair beyond normal wear and tear
• Events may be canceled by Stamp, FM 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 
  • Police presence incurs an additional cost depending on number of officers and number of hours, with a three hour minimum. These fees are the responsibility of the event sponsor.

Food Services

• Food from outside vendors cannot be sold; food from Dining Services can be sold
• Stamp Catering waiver policy applies to events occurring in Stamp managed outside venues
• 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
  • Participants charged a fee for food provided by Dining Services
  • Requirements for Prince George’s County Special Event Permit:
    • Hand washing station
    • Hair coverings and gloves must be used by those serving food
    • 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 Event sponsor

Sales

• The only items that can be sold are items directly related to the event or sponsoring group (t-shirts, 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

• Event sponsor 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.
• Maryland state law  prohibits anyone 13 or older from intentional releasing balloons or organizing or participating in the mass release of 10 or more balloons. Violators of the law can face a fine and community service.
• Despite 2023 changes in State of Maryland laws, University policy continues to prohibit the possession and use of cannabis in any form including recreational cannabis and medical cannabis on University property and at University-sponsored events. 

Festivals/Concerts with Music and Dance Party as the primary activity  

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

Risk Management

• Event sponsors must purchase and provide proof of insurance (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)
• Individuals may need sign a waiver before participating in the event. Waivers will be provided by your Event Coordinator or the Office of Risk Management. Event sponsors must keep signed waivers for at least 366 days.

Fire Marshal

• Groups must provide a list of all temporary 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
• Paints and powders being used it must be approved in advance by the Fire Marshal

Landscape Services

• Event Sponsors must provide a proposed diagram for approval of where all temporary structures will be erected, and where events will take place
• There can be no overnight use of temporary structures without explicit permission from the University, via the venue manager
• Vehicles may not drive on any grass. Vehicles may only be parked on sidewalks to unload and load. Vehicles may not remain parked
• Event sponsors must pay for any cost associated with clean up after the event and any landscape repair beyond normal wear and tear
• Events may be canceled by Stamp, FM Landscape Services, or RecWell due to weather in order to prevent damage to the fields/lawn; consider planning for a rain date

Police

• Police presence will be required for these events
  • Police presence incurs an additional cost depending on number of officers and number of hours, with a three hour minimum. These fees are the responsibility of the event sponsor

Other

• Event reservations must be submitted at least 20 business days in advance.
• The attendance breakdown must include a minimum of 2/3 UMD community, and a maximum of 1/3 of non-UMD University students. Events without this attendance breakdown will need to follow the policy for hosting a concert/major entertainment event.
• Event sponsors must provide their 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. Vehicles may only be parked on sidewalks to load and unload.  Vehicles may not remain parked
• 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.
• Despite changes in Maryland State laws in 2023, University policy continues to prohibit the possession and use of cannabis in any form including recreational cannabis and medical cannabis on University property and at University-sponsored events. 
• Event Sponsors may be ask to submit a Life Safety plan for the event, to outline how they will manage various emergency situations.
• Depending on the size of the event, event sponsors may be responsible for the rental of additional University approved equipment, personnel, and/or services to help manage the event, including:
  • Ticketing services to help manage crowds
  • Barriers to create and maintain a defined event space
  • Portable toilets
  • Police / Security staffing
  • EMT/Paramedic staffing

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

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

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

• Access Control - Event Sponsor will be required to effectively manage access to the event by means determined by UMPD and the venue manager.
• Protective Barriers - Event sponsor may be required to erect protective barriers to contain the event, manage access to the event, and prevent access to unsafe areas. The fees for the rental of protective barriers are the responsibility of the event sponsor
• Crowd Control - Event sponsors may be required to hire additional crowd control personnel in addition to erecting structures to control the crowd. The fees for additional crowd control personnel are the the expense of the event sponsor.
• For student organization eevent
• Restroom facilities - Event sponsors may be required to rent portable restroom facilities for event participants.
• Health & Safety - Event Sponsor will be responsible for paying to have EMT's onsite for the duration of the event, if large crowds are anticipated.

BBQs and other Events with Food

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

Fire Marshal

• Event sponsor 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
• Event sponsor must gain approval of the tent used to cover food location to ensure it meets Fire Marshal specifications

Landscape Services

• Event sponsor must provide a proposed diagram for approval of where temporary structures (tents, lights, staging, etc.) will be erected, where events will take place
• There can be no overnight use of overnight temporary structures without explicit permission from the University, via the venue manager.
• Vehicles may not drive on any grass. Vehicles may only park on sidewalks to unload and load
• Event sponsors must pay for any cost associate with clean up after the event and any landscape repair beyond normal wear and tear
• Events may be canceled by Stamp, FM Landscape Services, or RecWell due to weather in order to prevent damage to the fields; consider planning for a rain date
• Event sponsors must provide or arrange for trash receptacles. These can be ordered from Facilities Management for a fee.

Police

• Police presence may be required 
  • Police presence incurs an additional cost depending on number of officers and number of hours, with a three hour minimum. These fees are the responsibility of the event sponsor

Food Services

• Stamp Catering Waiver policy applies to all events help in Stamp managed spaces
• 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
  • Participants are charged 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
  • Hair coverings and gloves are required for everyone serving food
  • 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/Frito Lays
• All beverage, including bottled water, must be distributed by Pepsi.

Other

• Event sponsor must provide their 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.
• Maryland state law prohibits anyone 13 or older from intentional releasing a balloon or organizing or participating in the mass release of 10 or more balloons. Violators of the law can face a fine and community service.
• Despite 2023 changes in State of Maryland laws, University policy continues to prohibit the possession and use of cannabis in any form including recreational cannabis and medical cannabis on University property and at University-sponsored events. 

Expressive Activity Events (Demonstrations | Chalking | Leafleting | Postings)     

Campus Policy

• There is a University policy on the Use of Facilities and Outdoor Spaces, which includes the  policies on Expressive Activities, including chalking, leafleting, and postings.

Chalking Rules

Internal users may use chalk to create messages on approved surfaces, subject to the following:

1.Chalking will only be permitted at the following locations

• Designated sidewalk space at the Southeast Entry to Stamp Student Union
• Hornbake Plaza

2.  Chalking in these designated areas will be subject to regular maintenance and cleaning by University staff on Mondays, Wednesdays, and Fridays between 3am - 5am.

3. If there are approved event scheduled in these areas, the University will remove the chalking at the designated area prior to the event.

4. Messages may only be written on flat horizontal surfaces that are exposed to the open sky.

5. No messages may be written on vertical surfaces, including but not limited to walls, buildings, pillars, posts, benches, doors trash and recycling bins, or kiosks.

6. Messages must written in chalk that is water soluble.  Approved chalk includes commercially sold sidewalk chalk.  Spray chalk and artists pastels are not permitted

7. Anyone who chalks in violation of this policy may be held responsible for costs incurrent by the University for removal.

Leafletting Rules

Individuals may engage in leafleting in accordance with the Policy and subject to the following:

1.Individuals may setup up their own table for leafleting and are responsible for disassemply of the tables and general clean up

2. Leafleting does not include littering. All individual are expected to refrain from littering and may be held responsible for costs incurred as the result of littering.  Leaving material behind unattended on a surface to be picked up is considered littering.

3. Internal users may engage in leafleting without registration or advance approval from any University outdoor space, the use of which is not otherwise restricted or reserved.

4. External Users may engage in leafleting is designated areas for Expressive Activity. External Users can submit an Expressive Activity Registration Form to reserve space for leafleting.

Posting Rules

A. Posting is not permitted on campus other than what is permitted in this policy.

B. Enrolled students, representatives of registered student groups, faculty, staff, and University departments may post non-commercial materials related to campus events and activities in compliance with general guidelines identified in this policy and with specific guidelines adopted for individual University facilities and buildings.

C. Materials including but not limited to posters, signs and flyers may be posted on approved locations via approved methods only.  Approved locations are those areas defined below and as permitted in individual University facilities and buildings.

D. Posting of materials in prohibited on certain surfaces and in certain locations, including, but not limited to: interior and exterior wall; doors; elevators; in restrooms; glass surfaces; sidewalks; pillars; trees; utility poles; fences, stairs; trash and recycling bins; lamp posts; blue light phones; university vehicles; traffic signs; the McKeldin Mall sundial; fountains; Testudo statues; and/or other art installations. The University and individual University facilities and buildings may identify additional surfaces and locations on which the posting of materials is prohibited.

E. Affixing stickers or any materials designated to be permanent or semi-permanent on any surface within the University's purview is prohibited.

F. Painting of any surfaces is prohibited unless explicitly approved by the relevant campus departments and facilities staff, and only if associated with an approved University activity or event.

G. For all postings and/or advertising materials, to allow for transparency of ownership, posts must included the name(s) of the sponsoring group, date, and time of the event, location, and title of the event/program, and a form of contact information for the sponsoring department or group. Posting and/or advertising materials that do not include this information will be removed.

H. Outside organizations, individuals and entities not affiliated with the University may only post materials on the public use bulletin board located at Stamp Student Union and other approved bulletin boards in specified university buildings.

I. The University reserves the right to enter into agreements with other agencies and entities. Such approved agreements may include the ability to advertise or post informational signs per the specific terms of such agreement.

J. The sale and promotion of commercial goods and services is prohibited unless specifically approved by the relevant space manager.

K. Postings may be made on public area bulletin boards pursuant to this policy. Due to limited space, postings are limited to no more than two announcement at any one time for the same event per public area bulletin board. Posting size should be no larger than 14x22 inches.

L. Postings must be attached to public area bulletin boards using non-damaging materials only. Use of tape, nails, staples, metal fasteners, or other forms of adhesives is prohibited.

M. Public bulletin boards are typically cleared on the first Monday of every month. Bulletin boards may be cleared more frequently, as needed, at the discretion of the location's departmental designee.

N. The use of lawn signs is limited. Lawn signs must identify the sponsoring department or student organization and must be removed promptly after each event by the sponsoring organization.  The University and its agents reserve the right to remove lawn signs or similiar materials in situations that present obstructions to egress and ingress or prevent grounds crew from maintaining campus' facilities. Lawn signs located adjacent to the University's residence halls are prohibited unless approved, in advance, by the Department of Resident Life.

O. The University and its agents reserve the right to bill individuals, departments, and/or sponsoring groups/organizations for the costs of removal of material posted in violation of this policy and of the repair of any associated damages.

P. Individuals found to be in violation of this policy and associated guidelines may be held responsible financially and/or via administrative and disciplinary action per the University's Code of Student Conduct and or/relevant University Human Resources employee policies and procedures.

Q. The University reserves the right to immediately remove any signs, postings or other materials that do not comply with this policy, including materials that advertise events that occurred in the past.

R. In addition to this policy, specific units, offices, departments, schools, and colleges, in support of their operations, may have related guidance that they apply in their facilities.  

Fire Marshal

• If use of temporary structures is approved by the University, event sponsors must provide a list of all temporary 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
• There can be no overnight use of temporary structures without explicit permission from the University, via the venue manager
• Overnight events will not be permitted.

Police and Security

• Police presence will be required 
  • Police presence incurs an additional cost depending on number of officers and number of hours, with a three hour minimum. These fees are the responsibility of the event sponsor.
  • As schedules allow, neutral Event Monitors (staff volunteers) will also be scheduled to be at protest and demonstration events to help ensure the safety and success of the event and adherence to campus policies 

Other

• Event spaces must be reserved in advance with the facility that manages the space. 
• The minimum advance reservation time is 7 days in advance for most types of events. 
• Event sponsors may not advertise events until a space reservations has been confirmed.
• The use of public address systems and other amplified sound only permitted during specific time frames: 
  • Fridays 5pm - 10pm; Saturdays 10am - 10pm; Sundays 12pm - 8pm)
• Stamp, FM Facilities Management, and Rec Well reserve the right to cancel or postpone events that have the potential to cause damages to campus property (i.e. damage to lawn spaces after periods of rain, etc...)
• Candles/open flame are prohibited. Groups should plan to use battery operated candles.
• Prince George’s County prohibits personal use pyrotechnics (ex: sparklers, fireworks, etc.) without specific permits.
• Maryland State law prohibits anyone 13 or older from intentionally releasing balloons or organizing or participating in the mass release of 10 or more balloons. Violators of the law can face a fine and community service.
• Despite changes in Maryland State laws in 2023, University policy continues to prohibit the possession and use of cannabis in any form including recreational cannabis and medical cannabis on all University property and at all University-sponsored events. 
• Depending on the size and/or perceived risk associated with the event, there may be a requirement for the rental of additional University approved equipment, personnel, and/or services to help manage the event, including:
  • Barriers to create and maintain a defined event space
  • Portable toilets
  • Additional Police / Security staffing
  • EMT/Paramedic staffing
• The use of tents and other temporary structures must be approved in advance by the assigned Event Coordinator, Facilities Management, and the campus Fire Marshall.
  • There can be no overnight use of  temporary structures without explicit permission from the University, via the venue manager 
• There cannot be any overnight use of outdoor spaces.  All outdoor events must occur within the hours of operation of the facility that manages the outdoor space. 
• All events must occur within the time frame listed on the space reservation documentation (event start and event end times)
  • When event are over, all signs, banners, and other materials must be removed and all participants must exist the location
• Event sponsors are responsible for ensuring that their event participants adhere to campus policies.
• For more information regarding the freedom of speech on campus https://ogc.umd.edu/freedom-of-speech

SO YOU WANT TO…

Erect Temporary Structures (Tents, lights, stages, generators, inflatable games, dunk tanks, etc.)

• All temporary structures must be approved first by the venue manager, and if approved then by Facilities Management, and 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 venue manager and the Fire Marshal
  • There can be no overnight use of temporary structures without explicit permission from the University, via the venue manager
• All structure placement must be approved by FM Landscape Services to prevent damage to the grounds. Weights should be used rather than stakes into the ground.
• 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 temporary structures include: tents, lights, stages, generators, inflatable games/rides.

Have Outside Vendors Provide Equipment (Inflatables, tents, lights, stages, generators, dunk tanks, etc.)

• All outside vendors are required to have their own insurance, and you (the event sponsor) must provide a copy to your Event Coordinator at least 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. Vehicles cannot be parked in outdoor venues.
• 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 or use any public address system

• Use of public address systems and other amplified sound is only permitted in outdoor spaces during the following time frames:

  • Friday 5:00pm - 10:00pm
  • Saturday 10:00am - 10:00pm
  • Sunday 12:00pm - 8:00pm

  Loud voices and chanting could be considered amplified sound if it is disruptive to academic and administrative functions of the University.

Have Food

• Stamp's Catering Waiver policy applies in all spaces managed by Stamp
  • Catering Waivers are only available to ethnic/cultural student organizations that need culturally authentic food to highlight or showcase their culture for an event.
• Food from outside vendors cannot be sold; food from UMD Dining Services (Catering and Stamp Food Court) 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
  • Hair coverings and gloves required for everyone that is serving food
  • Tent of canopy over food being served
  • Equipment to keep hot food above 140F degrees F and cold food under 41F degrees
  • There is a cost associated with obtaining this permit
• Pre-packaged food is allowed without a permit
• Beverages, including bottled water, must be distributed by Pepsi
• Food trucks invited to participate in campus events, must have the appropriate Prince George's Permits to operate as a food truck.
  • Student organizations may not sponsor food trucks on campus.

Have a Large Event or any event with safety concerns

• UMPD Police presence and/or CSC crowd managers may be required based on number of expected participants or perceived risk
  • UMPD Police presence incurs an additional cost depending on the number of officers and number of hours, with a three hour minimum. These fees are the responsibility of the event sponsor

Have candlelight vigil or similar service

• Event sponsors should plan to use battery operated candles.
• If real real candles or open flame are required for the success of the event, the event host must submit a Hot Works Permit at https://app.essr.umd.edu/hw/forms/application, and also send a screen shot of the completed permit to their Event Coordinator.
• Maryland State law (HB 391/SB 716) prohibits anyone 13 or older from intentional releasing balloons into the atmosphere or organizing or participating in the mass release of 10 or more balloons. Violators of the law can face a fine and community service.

This is not a complete list of all 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.