Quote: Due to the SABSC 30 days before your event.Preferred Food Vendor Contract: Due to the SABSC 30 days before your event.The list of necessary forms, and when they are due, are as follows: It is recommended that you share our examples and directions with your food provider so that they can be sure to complete the forms correctly. Any vendors used to provide food for your organization’s event must correctly complete the Preferred Food Vendor Paperwork and be approved by the Student Affairs Business Service Center.The food must be given away–it cannot be sold at your event.If you are using any other restaurant or caterer to provide food, please keep the following in mind:.The food must be given away and cannot be sold. They offer a wide variety of foods and services and were selected based on a competitive process that included a technical evaluation of each firm. You can use one of the UMBC Approved Food Vendors to cater your event.The food must be given away–it cannot be sold. If you would like anything from Papa Johns or Sorrento’s West for your event, simply place that order through the Student Affairs Business Service Center at least 3 days before your event.When serving food at your on-campus event, there are several options. All required documents (Vendor Contract, License, Certificate of Liability Insurance, and Itemized Invoice) need to be submitted to David Royer ( ) at least 10 business days prior to your event. If you are planning on serving food at your event, it must be through a catering company unless you are making baked goods. If you initially log in more than two weeks into the semester, you will also need to email complete the access request. All you will need to do is send an email to with your reservation number. If you would like to make changes to a request that has been already submitted, please do not submit another request.The Room Set-Ups and Capacities sheet gives a general overview of many of the more popular locations on campus to hold events. Different locations on campus have different maximum occupancies. When hosting an event, make sure to reserve a location big enough to accommodate all attendees.If you don’t have an exact space in mind and need help in the event planning process, you can always reach out to Event and Conference Services ( ) for help. You can use your organization’s chartstring number to pay for their services. There are many talented designers on the commonvision staff, and special pricing is available to student organizations. commonvision, UMBC’s on-campus design, animation, and print center, can help with advertising, designing, and promoting your event.Please refer to the funding and chartstring section for more information. See the Green Eco-Event Guide for tips for sustainable events. SGA can help fund your event and make it more eco-friendly.The Student Affairs Business Services Center can let you know what funds are available in your organization’s account, help with purchasing items needed for your event, and help you secure required copyrights to show movies.Note that any performer who is not affiliated directly with UMBC (student, staff, or faculty) must fill out a contract, regardless of whether or not the performer is being paid. Event and Conference Services can help you with many important logistics, such as room rental and equipment, best practices, and contracts.Campus Life can help organizations get the best price possible and needs to be the negotiating party for all state contracts. If you anticipate a cost of $750 or above, you must contact Kelly Detweiler ( to reaching out to the vendor. Student Life also encourages collaboration with community partners and partners from other universities. Academic and Student Affairs departments and groups throughout campus might further serve as potential partners for you events and activities. Identify student organizations who might share similar goals, or who might be able to bring an interesting and beneficial perspective to the event. It also creates and strengthens close relationships and has the potential to attract more event participants and members. CollaborationĬollaborating with student organization, departments, and groups at UMBC and beyond can allow for the creation of new ideas that can enhance your event and further your organization’s mission. If you are planning to request money from the SGA, please refer to the list of deadlines found on the SGA website and familiarize yourself with the SGA Budgetary Policy. The timeline for planning your event depends on several different factors, including how large your event is, if space of the necessary size is available, and whether or not you will be requesting money from the SGA Finance Board.
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