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Outdoor Event Policies

University of Maryland Outdoor Event Policies

Inclement Weather Plan

When planning an outside event it is recommended that you have backup rain date, or a backup rain location. You must also have a plan to move event participants to safety in the event 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.

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 5k will take
  • 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
  • Any event may be canceled by FM Landscape Services or RecWell due to weather in order to prevent damage to the fields; consider planning for a rain date
  • 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 route in advance
  • 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. 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 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 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. 

Field Day Events, Inflatables, Dunk Tanks, Yoga, 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

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
  • 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
  • Events may be canceled by 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 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. These fees are the responsibility of the event sponsor.

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

  • 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. A waiver form will be provided. Event sponsors must keep copies of signed waivers for at least 366 days.
  • 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 temporary structures/fencing will be erected, where events will take place
  • 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 Landscape Services or RecWell due to weather in order to prevent damage to the fields; consider planning for a rain date

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 the 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)

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. These fees are the responsibility of the event sponsor

Other

  • 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. 

Festivals with Booths, Carnivals, 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
  • 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
  • Events 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. 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 occuring 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 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. 

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

  • 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

Fire Marshal

  • Group 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 is 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 structures will be erected, where events will take place
  • Vehicles may not drive on any grass. Vehicles may only be parked 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
  • 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. These fees are the responsibility of the event sponsor

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
  • 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 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. 

*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 - Event Sponsor may be required to effectively manage access to the event by means determined by UMPD
  • Protective Barrier - Event sponsor may be required to erect protective barriers to contain the event and prevent access to unsafe areas
  • Crowd Control - Event sponsors may be required to hire additional crowd control personnel in addition to erecting structure to control the crowd. The fees for additional crowd control personnel are the the expense of the event sponsor.

BBQs, 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
  • 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 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 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. 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/FritoLays
  • All beverage, including bottled water, must be distrituved by Pespi

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. 

Concerts

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

Inclement Weather Policy

Landscape Services and RecWell reserve the right to cancel any outdoor event if it is deemed necessary to protect the ground given past or existing weather related events. Event sponsors 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 Temporary Structures (Tents, lights, stages, generators, etc.)
  • All temporary 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, stages, 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
  • Stamp's Catering Waiver policy applies in all spaces managed by Stamp
  • 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
    • Hair coverings and gloves required for everyone that is 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, beverages, including bottled water, 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. These fees are the responsibility of the event sponsor
Have Candlelight Vigil or similar service
  • If you plan to use real candles, 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.
  • Effective 10/1/2021 there is a Maryland state law (HB 391/SB 716) that prohibits anyone 13 or older from intentional releasing a balloon 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.

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