The event organizers must refer to the calendar while planning their events. All approved events will be uploaded on the calendar. (Click here to view calendar).

The OFE’s role include the following:

• Define the theme of the event which includes the layout plan of Hall (if required).
• Rationalization, and management of the event budget.
• Guests travelling, boarding and lodging.
• Provide logistical support, resources, and other necessary requirements.
• Arrangement of refreshments/meals.

Pre-Event Requirements

For OFE support, event organizers must adhere to the following process:

• Venue reservation.
• Create event on UMT event calendar.
• Submission of Event Management requirements to OFE.
• Submission of event plan and approved budget.
• Details of requests submitted to (if required):
  • Technological requirements to OTE.
  • Photography, Videography and Media requirements to OCM.
  • OSSV for allocation of parking space and security arrangements.
  • Details of Sponsorships and Revenue sources of the event.

Terms and Conditions

Events that must include (but not limited to) OFE’s involvement/approval are appended below:

• • Events that include external guests.
  • External Events.
  • Events conducted by student bodies.
  • Any other events requested by the organizer.
• Any event that runs without the information of OFE, will not be facilitated.
• Direct contact by organizers with any vendor/service provider is strictly prohibited for any kind of service. In case services are required from external sources, request shall be made to OFE.
• Violation of the rules may result in the cancellation of the venue reservations and other facilities for that specific event.
• Serving of refreshment on events is prohibited in the Seminar Halls.
• Pasting of any banners on walls of the seminar hall(s) is prohibited.

Event Approvals

All event organizers must get initial approval of the planned event from the Dean/Director/Head of Department of the concerned School/ Office and submit the request to OFE.

Event Cancellation and Postponement

• For cancellation or postponement of an on-campus event, a prior notice of 2 working days are required from the organizer.
• For cancellation or postponement of an event planned at an external venue, organizers must inform OFE before the payment of advanced booking charges.
  • In case of Cancellation: If any prepaid expense has already been incurred before cancellation, approval from the competent authorities will be required.
  • In case of Postponement: In case prepaid expenses are incurred (subject to rescheduling), the new dates will be communicated to OFE by the organizers.