Events Management and Special Projects

 

FREQUENTLY ASKED QUESTIONS

 

Browse through our categories for answers to your most frequently asked questions.

 

Branding

Entertainment

Facilities and Housekeeping

General Event Planning

Parking and Transportation

Security at UM and UMPD

Vendors

Venues


BRANDING

 

Q. Are there policies regarding how I use the UM logo or design an event invitation, poster, or program?

A. Yes! The UM Visual Identity Manual as well as Frequently Asked Questions can be found on the Visual Identity webpage. Please contact University Communications directly with any questions or concerns.

 

Q. Are there banners or tablecloths with the UM logo on them that are available to rent?  What are the costs?

A. The Office of Events Management and Special Projects has a variety of banners, backdrops, tablecloths, and signs available for University of Miami related events.  For questions or availability on borrowing items, please contact the Office of Events Management by emailing eventsmanagement@miami.edu in advance of your event. Dry cleaning fees may apply.

 

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ENTERTAINMENT

 

Q. How do I reserve Sebastian the Ibis?

A. Please complete the Mascot Request Form with the Athletics department to request Sebastian the Ibis to appear at an event. When booking Sebastian the Ibis for an event please be aware that Sebastian will need a private room that can be locked to change and a $75 fee per hour may be assessed for booking. Remember to provide Sebastian with bottled water.

 

Q. How do I reserve University of Miami cheerleaders or the Sunsations?

A. To reserve University of Miami cheerleaders or the Sunsations for an event, please complete the Cheer and Sunsations Request Form with the Athletics department.

 

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FACILITIES AND HOUSEKEEPING

 

Q. Who do I contact to request facilities or housekeeping on campus?

A. To place a facilities request or GCA Services request for housekeeping, fill out the online Work Request Form with Facilities Management. Contact numbers for the facility department at each campus are as follows: Coral Gables Campus (305) 284-8282, Medical Campus (305) 243-6375, RSMAS Campus (305) 421-4066.

 

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GENERAL EVENT PLANNING

 

Q. How long before an event should I send out an invitation?

A. Invitations for an event should be sent four to six weeks before the scheduled event date or as long as planning time permits.  If the event is inside of the six week mark we advise sending an electronic invitation.

 

Q. How far in advance should I begin planning my event?

A. Lead times for events vary greatly depending on the size and complexity of the event. For a general timeline to use as a template, please visit our Forms and Resources page.

 

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PARKING AND TRANSPORTATION

 

Q. How do I reserve valet and parking spaces on campus? 

A. To place a request for valet or parking spaces on campus at the University of Miami, please complete the Office of Parking & Transportation's Service Request Form.  Remember to discuss needs for valet, reserved parking spaces for VIPs, staff, volunteers, vendors, shuttles, and security/police for closed roads. 

 

Q. My event is small, do I still need to advise the Office of Parking and Transportation about my event?

A. Yes. It is always important to update the Office of Parking and Transportation about any event, large or small, taking place on campus to ensure that event attendees are not ticketed and space is available. There may be closures or other event happenings that may affect your plans. For questions you can contact the Event Assistant with the Office of Parking and Transportation at (305) 284-1641 or parking.events@miami.edu.

 

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UNIVERSITY OF MIAMI SECURITY AND POLICE DEPARTMENT

 

Q. How do I reserve security or a police officer for an on-campus event?

A. To book a University of Miami security officer or off-duty university police officer on the Coral Gables Campus, please complete the Security Guard Request Form.  Remember to discuss security needs and the level of security guard/police officer needed.  Please refer any questions to the Manager of Security with UM Security at (305) 284-6897.

 

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VENDORS

 

Q. How can I see if a vendor is already vendorized?

A. Log into the Departmental Management Accounting System (DMAS).  On the home page click on “Purchasing” from the main menu.  Next, click on “Vendor Information” and when redirected enter the vendor number or vendor name and click “Lookup Vendor”.  For additional questions about whether a vendor is vendorized you may contact Purchasing at (305) 284-3570.

 

Q. How can I find approved vendors for catering, audio/visual, or giveaways?

A. Log into the Departmental Management Accounting System (DMAS). On the home page click on “Purchasing” from the main menu.  Next, click on “Vendor Information” and when redirected select the Primary Commodity you are interested in, such as Catering or Audio/Visual.  Once you have selected the Primary Commodity, click “Lookup Vendor by Commodity”. You should also check with your venue, to ensure they do not have catering or audio visual restrictions in place. 

 

Q. Does UM have discounted rates at hotels?

A. The Office of Travel Management, has a listing of local, domestic and international hotels that offer special discounted rates. Visit their website for the most current listing of hotels.  

 

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VENUES

 

Q. Where can I find venues available on campus at the University of Miami?

A. The Office of Events Management has compiled an extensive listing of rooms and venues available for events. To access listings, visit our Forms and Resources page.  The University of Miami Room & Capacity Chart outlines available rooms, grouped by location on campus, and outlines the occupancy capacity based on event layout.  The University of Miami Room Rate, Detail & AV provides insight about possible rate charges, venue contact information and specialized equipment available per room or venue. Please contact the venue directly for further information.

 

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