- Departmental Services
- Campus Advertising
- Planning An Event
- Large Event/Concert Policy
- Movie Policy
- Coca-Cola Campus Activation Fund
- Funding Options
- Audio Visual Services (AV)
- Memorial Gym & Alfond Arena Reservations
- Bonfire Permits
- Memorial Union Reservations
- Buchanan Alumni House Reservations
- Motor Pool
- Campus Activities & Student Engagement Office
- Public Safety
- Electric Shop
- Reserving Classrooms
- Grounds & Facilities Management
- Tel-com (for cell phones for student use)
- Hauck Auditorium, Minsky Recital Hall & the Pavillion Theater Reservations
- Catering Services
- Collins Center for the Arts & Bodwell Lounge Reservations
- University Volunteer Ambulance Corps (UVAC)/Fire Marshalls
Fogler Library, 581-2500
“Media Service provides equipment and instruction on its use to University students and faculty. The equipment is intended for short projects and classroom presentations. For any other technical equipment or service you may require, contact us. We may be able to provide help.” (taken from the AV Services brochure)
- LCD projectors
- Laptop Computers
- Projector Screens
- Slide Projectors
- Overhead Projectors
- Tape Recorders
- Tri Pods
- Portable Sound Systems
- Digital Still camera
- Digital Video Cameras
- Color Monitors
- VHS & DVD Players
To inquire about the Memorial Gym please call Ranee Dow (Administrative Assistant-Memorial Gym) @ 581-1074. Please note that you will need to hire a custodian to clean up after your event.
To inquire about Alfond rentals please call Betty Fadrigon (Administrative Assistant) @ 581-1096. Please note that if the hockey team is in season, you may need to pay for the bus rental and ice time for the team to practice elsewhere.
Campus Activities, 581-8325
All bonfire requests begin in the Campus Activities & Student Engagement Office with CASE staff. You must first come in, fill out a form which will include the date of event, time of event, location, how you will start the fire (plain wood, paper and matchsticks) and how you plan to extinguish it. You will then sign a waiver of responsibility and these will be faxed to the Orono Fire Department and Public Safety. You will be given a form to bring to the Orono Fire Department the day of the event and your ability to have a bonfire will be contingent upon Orono Fire Department’s decision.
Remember to notify the Campus Activities & Student Engagement Office several days in advance.
For more information stop by the Campus Activities & Student Engagement Office, 1st floor Memorial Union or call 581-8325.
Within the Memorial Union are rooms for group/organizations to use for meetings and programs. There is also the option of reserving a table in the Union to promote an event/fundraiser your group or organization might be doing. When reserving a room please know the dates, times and approximate number of people that will be using the room.
To inquire about how to reserve a room or table please call Nancy Morin at 581-1406. You need to provide details of all equipment you will need for your event. Audio Visual equipment should be reserved through MEDIA SERVICES, Fogler Library (207) 581-2500. You will be responsible for picking up and returning items to Media Services.
To reserve the North Pod (carpeted lounge area by the Marketplace seating) please contact Jodi Munster at 581.4724.
Kathy Hill, Buchanan Alumni House Manager, 581-1176
Located just off College Avenue on campus is the Buchanan Alumni House. This building offers space for groups to hold special events. Use of this building may require the payment of a rental fee depending on time & day of event.
Some spaces include:
McIntire Maine Event Room:
Seats up to 120 people at tables or 160 people theatre style offers a large screen, cable TV, VCR, DVD/CD player, projector, & Grand Piano. Setting is formal and private.
Rental fee: There is no charge if used during the normal business hours. The rental fee is $400.00 (for the first 4 hours and $100.00 per hour thereafter) for 5:00 p.m. on. This fee includes the use of the room (no kitchen use), its equipment, including the sound system, tables, & chairs, as well as post-event clean up fees.
Note: This room may not be booked more than three months in advance.
The Courtyard may be used by student groups at no charge during the daytime building hours but will be subject to a $400 rental fee for events that run after hours. This is only a summer rental option and is an open courtyard.
The Andrews Leadership Hall can seat up to 30 people for meetings or a luncheon. Setting is neither formal nor private.
Michael Hambrock, 581-2645
Motor Pool vehicles book up extremely quickly, so please plan ahead for these requests. Please give at least 2 weeks notice if you are in need of renting any vehicle. Rentals are not for your own personal use but rather for that of your group/organization. If you have not already been licensed to drive Motor Pool vehicles and would like to be, call Mike Hambrock to set up an appointment.
Please visit the Motor Pool website for downloadable forms, regulations, and pricing.
For more information on getting licensed or for any other further questions, contact the Motorpool at (207) 581-2645.
Campus Activities & Student Engagement Office
The Campus Activities & Student Engagement Office is a great resource for programmers. Here you can get contracts for your organization reviewed and a list of the appropriate signators for your event. The Campus Activities & Student Engagement Office is located in rooms 149 of Memorial Union.
For events expecting attendance in excess of 50+ people and all outdoor events groups/departments must complete an Event Management (EM) Form. These events may require you to hire a police officer for the event. The approved Event Management (EM) form will tell you if you need to hire officer(s). The current cost of hiring an officer is $40.00 per hour. University Police Department will need two (2) weeks notice for hiring officers for events. All events where alcohol is present will require police officer(s). Contact the University Police department and ask to meet with Chief Roland LaCroix (207) 581-4053 to discuss your event after you have received the approved EM form.
Phil Albert, 581-2664/2663
Need electrical power for an event? The electric shop can provide you with the following services:
- Electrician workers’ labor fee is $27/hour (subject to change).
- A generator- this is free of charge. There is a charge for the cost of fuel and for two workers to deliver and pick it up ($27/hr in labor charges).
- Free use of extension cords.
Electricity is available on the mall by South Stevens, Little Hall North End.
PLEASE CALL TWO WEEKS IN ADVANCE TO MAKE ARRANGEMENTS FOR YOUR ELECTRICAL NEEDS FOR AN EVENT.
Classroom reservations can be made by contacting the e-mail below:
This department provides chairs (metal, folding, non-padded) and tables (30 x 8ft.), at a fee. Please contact their office for more information.
Lorelei Kennedy, 581-1609
Office staff may rent a cell phone out for $7/day plus usage for a maximum of two weeks for their group/organization’s need.
*Please note that whoever picks up and rents out the phone needs to be a staff member (such as an advisor).
Frederick “Birdie” Sawyer, 581-1781
Contact Birdie Sawyer for space availability, facility fees and policies. These spaces are consistently used by the School of Performing Arts and may not have a large number of available dates.
Dawn Taylor, 581-4718
Prices and availability of these services are always changing. Call for information on booking these rooms and ordering food or alcohol services through catering.
Joe Cota, 581-3351
Groups & organizations may rent the Collins Center for the Arts for their event. For a list of fees and answers to specific questions, see or call Joe Cota at the CCA.
If your group wishes to use the Bodwell Lounge (3rd floor of CCA) they may do so at no charge during normal business hours. Evenings and weekends will incur a fee of $50.00 per 4-hour session and will require also paying an hourly rate for a CCA employee to be present in the building during the event. Visit the CCA website at http://www.collinscenterforthearts.com/
UVAC offers their services for free, for more information call 581-4017. To inquire about Fire Marshals and associated fees contact Orono Fire Department at 866-4000.
Are you looking to reach the UMaine student population? Want to reach Memorial Union visitors and patrons? Would your department like to advertise with us? GREAT! We have options for your office that will help you reach the campus!
Campus Activities Advertising Options:
- The News Flush: a weekly publication posted on CASE’s Facebook and twitter pages, printed and displayed in Memorial Union. Advertisements must be submitted in PDF/JPEG formats before Wednesday at noon and will be published in the following Monday’s edition. Please specify the number of weeks you would like your ad to run, without notice it will only be published for one edition.
- The CASE Chronicle: a weekly e-mail blast that goes to student organization leaders on campus. Advertisements must be submitted in PDF/JPEG formats before Wednesday at noon and will be published in the following Monday’s edition. Please specify the number of weeks you would like your ad to run, without notice it will only be published for one edition.
- Memorial Union Electronic Boards: There are televisions throughout the Memorial Union that act as electronic advertisements. Submit these requests to Kenda Scheele. Advertisements must be landscape orientation and jpeg files.
Submitting an event for the News Flush (All submissions are due Wednesdays at 12:00pm):
On campus organizations: Free
Off campus organizations: $18/per week
What would you like to post?
Blurb: Email us the Title of your event, Date, Time, and Location
Example: WMEB Music Session
Friday, January 29th, 8pm
North Pod, Memorial Union
Graphic: Email us a graphic for your event with these requirements
-PDF or JPG
-Colorful and clear
-Approximately 4”x3” (needs to be horizontal, not vertical)
-Legible information (No small writing or hard to read fonts)
Email info to: Loren Hubbard
Tips for advertising!
- Sidewalk Chalking can only be done on sidewalk areas throughout campus.
- Banner in the Atrium, call 581-1760 or stop by the Info Booth for clearance. Groups are responsible for creating their own banner.
- Announce it in class (with your professor’s permission), bring flyers to class, or write the info in the corner of the chalk boards.
- Take out an advertisement in the student newspaper, The Maine Campus. For costs, please contact The Maine Campus.
- List your upcoming event in the Maine Campus Community Calendar for free. For more info contact The Maine Campus.
- Reserve a table to sit at in the Union, call 581-1406 or stop by 315 Memorial Union for more information or to sign up.
- Hand out flyers. (Using unusual colors or sizes of paper catches people’s attention.)
- Post on the Bulletin Boards in the Union, outside the Union, Library, Classrooms. Please see campus posting policy for guidelines.
- Public bulletin board locations: Neville hall (cork board), Lord Hall (cork board), Shibles Hall (cork board), Little Hall (cork board), Barrows Hall, Bennett Hall, & Library
- WMEB, the UMaine radio station, does Campus Announcements, call the Music Office 581-4341. WMEB also does remote location broadcasting.
- Word of mouth: Your own excitement may be the best publicity for your event!
- Contests and giveaways will attract people to your event, be sure to include this information on all posters/flyers/etc…
- Utilize a variety of methods when advertising. Posters may reach the biggest audience, but using other kinds of advertising will make your event stand out.
- What should you include in ALL of you advertising? Event title, date, time, location, admission costs, contact information, sponsor(s) name, and a brief description of the event.
Residence Hall Posting Policy
University departments and campus student organizations may submit signs or posters to be posted in the residence halls and villages by dropping off materials to the Office of Residence Life, 3rd floor Memorial Union. Non-University sponsored events may not be posted within the residence halls and villages.
Please follow these guidelines for posting materials:
1. All materials must include specific times and dates of the event and phone number of a contact person(s).
2. Please allow staff up to 72 hours to post your materials. Local restaurants providing delivery service to campus residence halls and villages may distribute delivery menus to resident students through the Office of Residence Life. Menus will be placed in lobbies for access to students. NO door-to-door sales, solicitation or posting is allowed, with the following exception: Student Election Candidates – Candidates for Student Senate and the Residence Hall Association may apply for a permit for the candidate and one resident student escort to campaign door-to-door. Persons in the hall without appropriate reason and posting signs may be considered trespassing. Persons who do not follow the above guidelines may jeopardize future access to posting in residence halls and villages.
Planning an Event
Here are some things you should do when you want to plan an event on Campus
Do you have a potential date and some back up dates?
- Did you determine a potential date (make sure to have a back up in case of conflicts)?
- Have you filled out an Event Management form? Once you have determined the details of your event, contact CASE staff for a brief meeting to go over this form (Memorial Union, 149; 207.581.8325)
- Have you outlined a budget you will need for the event?
- If you need financial support you will want to submit a request to the Program Fund and/or UMSG, Inc.
- Reserved your event spaces? Contact the Office of Student Life at 581-1406.
- Secured co-sponsors and/or volunteers for the event? Co-sponsoring with a student organization or a department will help spread the work around, and get you the volunteers needed to get the job done.
- Developed a plan regarding the number of volunteers needed and what you would like them to do?
- Effectively advertised for your event/program? (Make sure your volunteers are aware of building posting policies)
- Looked over specific policies for your event?
- Hired a custodian for clean-up (if necessary)? Contact Facilities Management at 581-4400.
- Contacted the Electrical Shop if you need their services? Please call at least two weeks prior to your event.
- Rented tables, chairs, staging, lighting, sound, equipment, etc. (if needed)?
- Rented equipment from vendors (i.e. inflatables, dunk tank, etc.). Does that company carry liability insurance? (you need to make sure they do, ask for a copy of their certificate).
- Had contracts reviewed and signed by the Campus Activities and Student Engagement Office?
- Secured lodging, special meals, and transportation for the vendor/performer?
- Requested checks for the vendors/performers?
- Paid the royalties on the movie you will be using at your event? See the “Showing a Movie on Campus” section of this website for more information.
- Ordered/bought decorations for your event?
- Written thank-you notes to volunteers?
Student Concerts and other Large Events Policy
- All student groups requesting space (indoor or outdoor) for entertainment purposes, guest speakers, or similar events, where a contract is executed in the amount of $2000 or more, or where the expected attendance is 600 or more, must secure in writing approval for the use of this space from the Director of the Campus Activities and Student Engagement office. This authorization must be received before any commitment, contractual or otherwise, may be made.
- The Department of Public Safety is responsible for the security at concerts and other large events and is therefore the lead agency in planning and supervising that security, Security hired by concert organizers and student security volunteers are responsible to the Department of Public Safety.
- University of Maine Public Safety will work with private security vendors to manage the audience in front of stages. “Mosh pits” are not allowed.
- Alcohol is not permitted at University student concerts or other such events.
- Carry-ins, including backpacks, are not allowed at concerts and other such outdoor events.
- Volume levels must be in compliance with municipal noise ordinance requirements. Concert planners are reminded that the stipulations of this ordinance change after 11:00 p.m. The ordinance is available in its entirety from the Office of Campus Activities.
- Attendance at events is restricted to individuals 18 years of age or older, or college students with their institutional state-issued I.D.
Showing a Film
To show a film for entertainment purposes on campus your group must obtain permission from the copyright owner or obtain a license. By renting your movie from SWANK Motion Pictures or a similar company who rents to college campuses you are buying the license to show the movie to a group. Federal Law prohibits the public showing of any copyrighted materials including movies you own or rent from retail vendors. Prices to rent a movie from SWANK ranges from $350-$800 depending on the movie’s release date and its popularity. Please visit the SWANK Motion Pictures website or call 1-800-876-3344 for more information.
For more information on copyright infringement, please click on the link.
Privately owned or rented movies still require the purchase of a copyright license.
Rooms may be reserved in the Memorial Union or in many classrooms to show a movie. Equipment to show a movie, such as TVs, LCD projectors, and DVD systems should be requested through AV Services in Shibles Hall.
Coca-Cola Campus Activation Fund
- Recognized or approved campus groups or organizations may request support from the Coca-Cola Activation Fund in the form of product, flyers or signage to help promote student-focused, university-sanctioned events. The event must be open to the general student body in order to be considered for support.
- Requests are reviewed by the Activation Fund Committee. Applications for support should be received a minimum of three (3) week s in advance, using the application below.
- Products cannot be resold.
- Campus groups or organizations must be in good standing with the University in order to apply for funding. Applications from individuals cannot be accepted.
- All unused product must be returned to the Coca-Cola distribution facility in Bangor within 48 hours of the conclusion of the event, or call 942-5546 to arrange pick-up.
- In some instances, the entire product request may not be granted. Approved groups may purchase the balance of their request at a reduced rate (subject to availability).
Campus Activation Fund Application
To request product or for more information, please contact Andrea Gifford (firstname.lastname@example.org)
Andrea Gifford, Andrea Gifford, Assistant Dean and Director of Student and Administrative Support Services, 581-1406
The Program Fund Committee provides funds for recognized student groups to sponsor campus-wide events and programs. If your group has an idea for an event but lack the money to put it on then these funds are for you! More than $40,000 is available for program expenses such as speakers, film rental, bands and musicians, promotion and advertising costs. In addition $23,000 is available to groups to cover 80% of the expenses associated with set-up costs provided by University employees and for campus facility rental. Groups must apply for these funds prior to their event and present their application to the Program Fund Committee at one of their meetings.
Applications are due one day prior to the committee’s meeting and can be picked up at the Division of Student Affairs Office.
For paper copies of this application and for more information see Andrea in the Student Affairs Office, 3rd Floor, Memorial Union.
Pam Rideout, Administrative Assistant of Student Government Inc., 581-1778
Only recognized clubs that have final approval from Student Government may request funds. Applications for funding requests are available in the Student Government Office, ground floor in the Wade Center for Student Leadership. For more information about how your group can become a Student Government recognized club email the current VP of Student Organizations.
All requests under $1000.00 are decided upon by the EBC
All requests over $1000.00 are determined by the Senate at their meeting.
* Funds under $1,000.00 can also be subject to approval by the Senate as well.
The current VP of Financial Affairs will email you and let you know the status of your funding request.