Student Group Resources

Student Organizations Manual

The Student Organizations Manual contains The Student Organizations Manual is an incredibly in-depth resource for all student groups. If you have a question that isn't directly answered on this site, it's most likely answered in the manual.

Events: Reservations

The Campus Reservations Office is responsible for handling reservations for space in the Stamp Student Union, classrooms for non-academic programs and many indoor and outdoor facilities on campus. Registered student groups may reserve rooms in the Stamp Student Union and in various classroom used for general body meetings at no charge. For events, student groups are charged a reduced rate. Reservations require 3 business days for small events (meetings, rehearsals, bible studies) and 10-15 business days for large events. For more information and guidelines consult the Event Management Handbook and contact the Campus Reservations Office, located in room 1133 of the Stamp Student Union. The Campus Reservations Office can also be contacted by phone 301-314-8488 (x48488) or by e-mail at resv@union.umd.edu.

When planning your event, remember to:

  • Book the space in advance. Small events require 3 business days and large events require 10-15 business days.
  • Budget for the space reserved. Price list available here. Rooms for general body meetings can be reserved at no charge.
  • Order food.
  • Make necessary arrangements for ticket sales, security, concessions permit, charity letter and/or food. Make sure these arrangements are finalized 10 business days prior to the event.
  • Contact the Event Manager at least 10 business days prior to the event to review event logistics including times, title, room set-up and AV needs.
  • Contact Stamp Marketing at stampmarketing@umd.edu to assist you with your marketing and publicity strategies. Also, read the advertising section.

Student groups can also make reservations in:

Events: Food

When providing food on campus student groups are often required to sign a contract with Dining Services. Most campus locations do not allow outside vendors to provide food for events. Student groups may choose to use Goodies-To-Go (for simple deliveries), Good Tidings Catering (for elaborate dinners or receptions), or any of the restaurants located in the Stamp Student Union. For more information, call Good Tidings by phone 301-314-1100 (x41100) or by e-mail at catering@dining.umd.edu.

In the event none of the University caterers or restaurants can accommodate a student group's catering needs, the student group may contract an outside catering service with prior authorization. For more information, consult the Event Management Handbook and the Third Party Vendor Event Checklist.

Events: Advertising

Advertising is essential to student groups. No one will show up to one of your events if you don't let them know about it. No one will become interested in your group's issues if you don't tell them about them. No one will become a member of your organization if they don't know it exists. Determine your target audience by dividing students according to their residential area, year in college, academic interests, etc., and advertise to that particular audience.

The creation of an advertising campaign will largely be dictated by the size of the group's budget for this king of activity. A good rule of thumb when developing a budget to advertising is to allot about 15% of the total cost of the program to advertising. If the program is going to cost $200, the group should only spend $30 on advertising; for a $15,000 program, $2,250 should be diverted to publicity.

The information included here is for student organizations who market and promote programs and events in the Stamp Student Union and on campus. With over 17,000 visitors daily, the Union is an ideal location to hold and publicize your event. Our hope is that the following guidelines will help attract the audience your program deserves.

7 weeks from your program date

  • Visit the Reservations Office, room 1133 of the Union, and reserve your room, showcase, and banner space. Showcases can be used for two weeks and are at a premium. Reserve your showcase so that your display is up two weeks previous to your event. Banners can be displayed Monday through Friday.
  • If you are printing a calendar of events (COE) poster, start to compile the dates, discuss a distribution plan, visit Design and Copy Services, 0232 Union, and have them begin the design of your poster.

6 weeks from your program date

  • For imprinted items (pencils, highlighters, etc.) select item and have artwork completed. Design and Copy Services (x54463) can assist you with the artwork.
  • Approve the completed design for your COE poster.

5 weeks from your program date

  • Order your imprinted item.
  • Send your COE poster to the printer.
  • The Mitzpeh, Black Explosion, and Eclipse are bi-weekly or monthly publications. Call them to see if your event corresponds with there next issue. DIVERSIFY YOUR ADVERTISING.

4 weeks from your program date

  • If you'd like to use a banner try the FM Signs and Graphics Shop (301.405.7257) on campus or Kinko's (301.277.7543). Both will design, as well as print your banner. Hints: Use generic language that does not include dates or room #'s. For example: "THE ALL NITER IS THIS FRIDAY", "FIRST LOOK FAIR IS THIS WEEK", and "SGA ELECTIONS ARE THIS WEDNESDAY AND THURSDAY". Standard size for display in the Union is 3'x 6'.
  • Ask Design and Copy Services to develop the design for your print ads, flyers, table tents (about 300 tables in the Union), posters (for the Union sandwich boards you will need a 22" x 26", portrait poster for the Union sandwich boards), press releases, etc. Provide them with the WHO, WHAT, WHERE, and WHEN of your event.
  • Think about the following when developing your print ad:
    1. Is your logo prominent?
    2. New Shuttle UM.
    3. Did you include a TTY number? (This is the device used to communicate over the telephone for the deaf.)
    4. Is your event accessible?
    5. Did you include the disability logo?
    6. Consider phrases such as "Everyone Is Welcome" or "Bring A Friend". Surveys have shown that some individuals see sponsored events as closed to the public.
    7. DO NOT detract from your program by doing hand written flyers or posters.
  • Contact Shuttle UM @ prshuttle@accmail.umd.edu. You have the option of advertising on all 41 University Shuttle buses for FREE! You'll need to produce 42, 11" x 17", landscape, laminated small posters. E-mail Shuttle and ask for a submission form. Shuttle has 80,000 riders monthly!

3 weeks from your program date

  • Your COE posters should be delivered by now. Send calendars to campus departments, post on kiosks, distribute to campus organizations, etc.
  • The imprinted items you ordered are now in as well. Start to distribute.
  • Send your press releases to campus papers, Outlook, University Relations, student organizations, and other targeted groups.

2 weeks from your program date

  • Complete your showcase with the posters, and flyers you have had designed.
  • Place your print ads with the Diamondback, and the other student newspapers you have decided on. Placing your print ad in more than one campus newspaper is important for several reasons:
    1. You are supporting diversity through advertising.
    2. Ads may be more affordable.
    3. Your Diamondback ad is daily while your other ads will be viewed for several weeks.
    4. You can target market your audience.
  • Write a concise description of your event that includes the WHO, WHAT, WHERE, and WHEN and have your program advertised on/in/with:
    • Weekly Events at Maryland Calendar
    • Weekends at Maryland Calendar
    • USA News Network
    • College Television Network
    • Channel 76
    • WMUC Radio (PSA)
    • 37 Shuttle Buses
    • University Courtyard
    • Diamondback Editors (News Article)
    • Diversions@dbk.umd.edu
    • Calendard@dbk.umd.edu
    • Eclipse
    • Mitzpeh
    • Public Asian
    • La Voz Latina
    • InforM
    • Community Service Listserv
    • University Commuters Listserv
    • Union's Info Desk
    • Black Explosion
    • SGA or GSG
    • BSU Group
    • Nyumburu Listserv
    • African Student Association
    • Caribbean Student Association
    • APA Group

1 week from your program date

  • Call 314-8618 and ask to have your poster displayed in the two Union sandwich boards.
  • Distribute table tents.
  • Hand out flyers.
  • Call the newspapers on campus and ask them to cover your event. Next day stories validate your program, especially if it is an annual event.

Day of your program date

  • Enjoy!

After the event

  • Do an analysis of your event. Did it go well? Could there be improvements? How many people showed up? What did you learn? Asking these kinds of questions will help in your future events.
  • Inform your membership of your success. Let your members know the event went great, and thank them for coming out.

Funding: SGA Allocations

Every undergraduate student pays a fee called the Student Activities Fee. The SGA is responsible to allocate the fee to student groups. All SGA recognized student groups are eligible to apply for funding through an online application. The SGA Finance Committee reviews all applications and presents a budget recommendation that needs to be approved by the SGA Legislature (usually in the last legislative meeting of each semester). There are two budget allocations every year: one in the fall and one in the spring.

  • Primary Funding is the annual process occurring in the spring semester for operating and programming budgets for the following fiscal year (July 1 - June 30). It is intended as an opportunity for groups to plan next year's activities and apply for funding to meet their needs. At the beginning of the spring semester, student group Presidents and Treasurers will receive an email from the SGA VP of Finance, where they will be invited to a meeting where the budget allocation processed is explained. Presidents and Treasurers attending the meeting will receive a Finance Manual, which explains the process in depth.
  • Secondary Funding occurs during the fall semester to allocate the money student groups returned unspent from their budgets for the previous fiscal year. This process is intended to supplement next spring's primary funding and to fund newly recognized student groups. It does not replace primary funding. Student group Presidents and Treasurers will receive a notification e-mail from the SGA VP of Finance at the beginning of the fall semester. The application process is similar to primary funding.

To apply for SGA Funding, click here.

Funding: SEE Review Board

Student Entertainment Events (SEE) provides supplemental funding to student group events through the SEE Review Board (SRB). The goals of the SRB are to promote diversity within event programming and to provide programmatic and financial support for groups needing assistance. Student groups may receive funding from the SRB for one event per semester. Events co-sponsored with the SRB must be open to the entire University of Maryland community. For additional guidelines and information contact the SEE Director of Co-Sponsorship Shawn Ratwani at SEEcosponsorship@umd.edu or visit the SRB website.

Funding: Pepsi Funds

PepsiCo provides approximately $50,000 every semester for events and programs through the Pepsi Enhancement Funds. These funds are designed to advance the programs that deal with academic and community pursuits and that enhance Pepsi's image and mission. Student Group Presidents will receive an e-mail from the Director of Activities Marsha Guenzler-Stevens calling for proposals for program funding. Applications are due in early November for Spring programs and early April for Fall programs. Groups should follow the guidelines presented every semester and submit proposals to Marsha Guenzler-Stevens at mguenzle@union.umd.edu.

Funding: SGA Legislature

The SGA Legislature may provide an alternative source of funding for student groups. The Legislature has the power to allocate funding from the SGA's budget to any student group. Student groups need to contact at least one legislator to write a bill allocating funds to their organization. The bill will then be considered by an appropriate committee, followed by a debate and voting by the whole SGA Legislature. For a full list of legislators and their contact information, visit the SGA website or go to the SGA office in 0209J Stamp Student Union (in the Student Involvement Suite).

Funding: Cross-Cultural Programming

The purpose of the Cross-Cultural Programming Series is to break down boundaries between different cultures. The initiative of the Office of the Vice President of Student Affairs encourages student groups to plan programs and events connecting people from different backgrounds. Student groups can apply for funds by filling out an application and sending it to Chandra Bisnath (2108 Mitchell Building).

To apply for funds through the Cross-Cultural Programming Series, click here. For more information contact the Office of the Vice President of Student Affairs at 301-314-8428 (x48428).

Funding: SGA Group Help

The SGA has an account used exclusively to fund student groups in need for emergency funds. Student groups may receive funds from Group Help. These are the Group Help guidelines:

  • Group Help funds may be used for one program.
  • Student groups may receive Group Help funds once every academic year.
  • Student groups can receive no more than $500 of Group Help funds.

For more information, contact the Vice President of Finance at umdvpfinance@gmail.com.

Funding: Other Opportunities

Campus Departments

Several departments on campus may give funds to student organizations for specific events and programs. Student groups should write proposals relating the event purpose with the department's mission. Groups should also present a budget detailing how much is being requested from the department.

The Department of Transportation Services (DOTS) offers a program called Service Bus for which it offers to help groups that have community service projects. Student groups can receive partial or full funding for the cost of renting a DOTS's vehicle used for a community service event. Interested groups can fill out an application and/or contact Joseph DeSanto at servicebus@umd.edu or 301-314-7446 (x47446).

Fundraising

Local restaurants often allow student groups to hold fundraisers. Some chains will allow groups to take a certain percentage of the restaurant's profits on a given night. Other chains may provide student groups with free food for a meeting or coupons to give out at an event. Contact particular restaurants and find out what they have to offer!

Concessions

To find information about funraising through concessions, click here.