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Event Approval Process

In addition to enhanced funding and event planning guidelines, the Office of Student Life is rolling out an event approval process for all student-run events sponsored by UMass Medical School (UMMS)! Our UMMS community has over 70 recognized student groups on campus, and each group hosts multiple events per year. As the hub for Student Activities, the Office of Student Life will work with you to get each event approved and advertised.

Effective starting academic year 2019-2020, the Event Request Form will need to be completed for every event organized by students from any of the three schools. This encompasses all events, on or off the Medical School campus, and includes student groups, journal clubs, optional enrichment electives, learning communities, etc. Students must submit their event request at least 2 weeks prior to the event date if it qualifies as a Tier 1 event. Events that fall under Tier 2 must be requested at least 4 weeks prior to the event date. Events that fall under Tier 3 must be requested at least 6 weeks prior to the event date.

Due to COVID-19, the advanced notice outlined for off-campus events has been reduced to two weeks. We recognize that most events will be safely taking place outdoors/off-campus during this time. If your event includes contracts, alcohol, or complex planning items that generally require advanced lead time, please do your best to notify our team as soon as possible so that we can support you in squaring away those items.

Tier 1 Events are: On-campus events without food or resources required, other than room reservations

Tier 2 Events are: On-campus events with food, alcohol, monetary transactions, and/or resources required, other than room reservations

Tier 3 Events are: Off-campus events of any type (Any event not on the Medical School campus is considered off-campus for the purpose of the event approval process) *Note modification in blue above. This adjustment is in place for events being planned during the pandemic.

Room reservations will leave all student room requests pending until they receive approval from the Office of Student Life.

The Event Request Form will be reviewed by a member of the Student Life team. From there, we will notify you of an approval or follow up with questions. This form will be hosted on the Student Life website, along with event planning resources and school-specific funding guidelines. Students who do not adhere to this process will put their group in danger of losing funding and the ability to host future events.

Please do not hesitate to reach out to the Office of Student Life directly if you have any questions. We welcome your ongoing feedback on the event approval process. We look forward to seeing your events take place this year!

Submit Event Request Here