Planning Your Event

We hope this page will assist members of the Smith community in planning successful events and programs that are consistent with Smith School policies and procedures. The information is designed to facilitate the event planning process and to ensure the safety and well-being of the members of the Smith community. The policies listed define guidelines necessary to improve organization and planning as well as the quality of programs and events.

Steps to Scheduling an Event or Program

Event Type Definitions

For room reservations and support, the list below is an effort to define the “types of events” that are planned for the Smith School and what office in the building the requests for rooms/space should be sent to:

Special Events and Programs

Smith Programs & Events: Smith Programs and Events will reserve rooms for any event with a primarily academic audience such as events with speakers hosted by departments, chairs, or professors with a larger community impact in addition to any event with an external speaker and/or external audience (i.e. alumni, corporate friends, government officials, etc.), Signature Events as determined by the Dean.

These events include:

  • Any event with an external speaker and/or external audience hosted by Smith departments
  • Any event with an audience of primary focus on alumni, corporate friends and donor prospects.
  • Any event associated with a primary academic audience (hosted by departments; conferences, Open Houses; speaker invited by dept. chair/professor)
  • Signature Events (determined by the Dean)
  • Department events that impact the entire school

Signature Events

If your event has been deemed in the past and/or you believe it should be considered a “Signature Event” by the Dean, you should follow the steps below:

  1. Event sponsors (department/center) will contact Office of Smith Programs and Events to determine if there is a conflict on the master calendar for the date you desire.
  2. Submit your request for the program/event via the Online Event Request Form:  apps.rhsmith.umd.edu/event.
  3. Office of Smith Programs and Events will contact internal team to support event coordination and execution (includes Office of External Relations, IT, Marketing & Communications, Scheduling, Facilities, etc.)

Academic Conferences, Center Events, other Special Events and Programs

  1. Contact Office of Smith Programs and Events to determine if there is a conflict on the master calendar for the date you desire.
  2. Submit your request for the program/event via the Online Event Request Form: apps.rhsmith.umd.edu/event.

Office of Smith Programs and Events will contact internal team to support event coordination and execution (includes Office of External Relations, IT, Marketing & Communications, Scheduling, Facilities, etc.)

Non-Academic/General Meetings

Smith Operations: Smith Operations will be responsible for reserving rooms for all other requirements such as department meetings and other activities arising during the school year. They will also be responsible for scheduling all PhD and MBA student activities not covered under (a) or (b) above. Smith Operations will also schedule any requests from departments on campus not related to academic classes.

  • General department meetings and other staff meetings
  • Ad-hoc activities that come up during the semester
  • Student activities
  • Requests from other departments on campus (not academic classes)
  • Case Rooms

To reserve space or submit an event request, please submit your information through the Smith Scheduling System: apps.rhsmith.umd.edu/event.

Academic Classes

Scheduling Manager: The Scheduling Manager shall be responsible for reserving rooms for all academic classes and related activities, whether for credit or not. Examples of non-credit events are MBA Case Competition or Business Week events. The Scheduling Manager will also schedule any event with a primarily academic audience such as Open Houses or events with speakers hosted by departments, chairs, or professors for a class. The Scheduling Manager will also coordinate any requests from departments on campus for academic classes.

  • Any requirement for students (including credit and non-credit activities) – i.e. all classes; Business Week events; Convocation, etc.

Requests from other departments on campus for academic classes only.

To reserve rooms for an academic class, you must go through the Academic Scheduling Manager.

Event Guidelines

Please be aware of the following guidelines for event approval.

  1. Event requests are reviewed on a rolling basis year round. However, to ensure your event is confirmed and clear of potential conflicts, advanced notice is necessary. For events occurring August 1st – December 31st , the advised deadline is mid-April. For events occurring January 1st – July 31st , the advised deadline is mid-November.
  2. Events are given room reservations in Van Munching or our satellite campuses only after the academic calendar has been confirmed. The academic needs will take priority over rooms, with events being secondary.
  3. Signature event dates will take priority over scheduling other events for the Smith School.
  4. Once your event is confirmed, you will receive a confirmation email solidifying your request, as well as an additional email confirming your room reservation/assignment. If your request for a Spring event was completed by the advised deadline, you will receive a confirmation by December 20th. If your request for a Fall event was completed by the advised deadline, you will receive a confirmation by July 1st.
  5. If your event is being supported by OSPE, you will receive details regarding your event manager in the confirmation message.
  6. An estimated budget must be established with the Business Office prior to any vendor/services being contracted.
  7. If sponsorships are needed, DAR must be contacted and an appropriate staff member assigned to the event. A timeline for request and receipt of sponsorships should be established to minimize budget constraints.
  8. A draft agenda/program must be completed prior to Invites being sent.
  9. Confirmation of a venue either at Smith or elsewhere must be secured prior to Invites being sent.
  10. At least 50% of expected attendance must be registered in accordance with contractual limitations to minimize budget exposures. (varies by event based on signed agreements/contracts)