UMBC’s 50th Anniversary is a unique opportunity to show the impact of our exceptional campus community. We want every member of the UMBC community to stand up and show their black and gold pride — especially our nearly 70,000 alumni. Together we can celebrate this singular moment in UMBC’s history and chart a course for the university’s next 50 years. How we create this celebration is key to its success in expressing what is unique about UMBC and its journey. So the university seeks proposals for events and programming to mark this auspicious anniversary. Funding and other institutional support will be available for the best ideas, as determined by a panel comprised of members drawn from across the UMBC community.
We want ideas from alumni, students, faculty, and staff to make this an occasion not only for celebrating — but to create deeper engagement with UMBC’s mission, values and future as a public research institution.
The application form we have created will help guide your thinking and give our team the clearest view of what you’d like to accomplish. But we know that you’ll have questions. Lots of questions. So we’ve put together this guide to help you navigate the process.
We will also hold a series of practical workshops on conceiving and planning events and programming, and offer consultations of crafting proposals. We want the strongest possible events and programs to make UMBC’s 50th anniversary unforgettable.
What are we celebrating?
UMBC, of course. In all its aspects.
But we know that there is power in numbers. And as our total number of alumni approaches 70,000, we know that UMBC’s 50th anniversary is a singular chance to (a) reconnect our amazing graduates to their university; (b) generate justifiable alumni pride in UMBC; and (c) encourage alumni to help plot the course for the university’s future.
Who can apply?
Alumni, faculty, students, and staff at UMBC can submit proposals for events and programming. Special consideration will be given to proposals that deepen UMBC’s relationship with its alumni, and new events that can sustain that engagement beyond the 50th anniversary. Events might, for example, explore the history of the university, the times in which it was founded, or ways in which the university’s research and teaching may have an impact on the state, nation or world over the next five decades.
Applications from alumni need to be submitted in partnership with an academic department. We encourage alumni participation in the design of proposed events.
What sorts of events and programming are desired?
We are soliciting application for events and programming in several categories:
- Existing events that need additional funding and resources to attract and engage alumni.
- New events that reconnect and engage alumni with the UMBC community,
- Events on September 17, 18 or 19, 2016, which will be special commemorative days. Plans for these days are evolving, but our current thinking revolves around a celebration of the university’s first four graduation years (the “Fab Four”) and other decade-based gatherings on Friday; a day of general campus and community celebration on Saturday; a day focused on service activities in Baltimore City and Baltimore County on Sunday; and a campus-centered day of celebration on Monday the 19th, which is UMBC’s actual birthday.
- Programs at third-party events — festivals, conferences or other events created and staffed by other organizations or institutions.
As you develop your proposal, we invite you to consider ways in which your project embraces three themes:
- Strut your grit: Pride in individual and collective achievements.
- Show our greatness: Impact on campus, region, nation, world.
- Imagine what’s next: Excitement about the future and seeing our role in that future.
As the Selection Committee reviewed applications for the first round, which closed in late 2015, preference was given to proposals that reached a broad constituency or multiple constituencies in the most cost-effective ways. Proposals that requested $8,000 and had a high cost per alumnus engaged were generally viewed less favorably than proposals that requested $2,000 or $3,000 and reached the same or a greater number of alumni. As much as possible, the committee encourages applicants to think beyond departmental boundaries, creating events that might engage alumni across several departments or across affinities.
What support can UMBC offer?
There will be two types of support available.
- Financial support. Grants ranging from $500 to $8,000 will be available on a competitive basis to those who successfully complete the application process and have their proposals approved by a panel convened by the university.
- Logistical support for events may also be provided by UMBC’s Office of Institutional Advancement, Office of the Provost, or other affiliated bodies. All events chosen in the process will be woven into marketing and advertising for the 50th anniversary on campus, for alumni, and the wider regional community.
How do I apply?
We’ve provided an application for you to fill out. You will find answers to many of the questions you might have in these guidelines.
The current round is now open, and will close at midnight on Friday, March 18, 2016.
Who will judge the applications?
A campus-wide panel of faculty, staff and alumni will review all applications. You’ve asked for how the proposal connects with UMBC’s 50th anniversary. What does that mean? We are looking for proposals that celebrate UMBC and its values: inclusive excellence; public service; a willingness to experiment and innovate; and the true grit in achieving one’s ends. Your proposal should demonstrate how any or all of those values are woven into the fabric of your event or programming.
Proposals should be designed first and foremost to increase alumni engagement.
How do I refine a proposal?
We will offer workshops to which you can bring your ideas and questions:
Wednesday, February 24, 11:30 a.m. – 1:00 p.m., 331 The Commons
Friday, March 4, 12:00 p.m. – 1:30 p.m., 329 The Commons
Make sure your proposal demonstrates that you have the team, the resources, and the time to accomplish what you’ve outlined in your application.
First: We will be looking closely at the team you have assembled. Who are they? Who is the lead producer of the event? What are their connections to UMBC?
Second: Who is your audience for the event? How will you reach them? (Remember the goal of alumni engagement!)
We’ll also be looking closely at your timetable and other factors. Where are you planning to hold the event? Have you secured the necessary permissions? What is your plan for marketing the event? What elements of timing will maximize attendance or impact?
Third: We’ll also be looking at feasibility and other tangible issues raised by your proposal. How well does your budget (see below) match up to the needs of your event?
If you would like feedback on your proposal in advance, we would be happy to review a draft. Please contact Tom Moore (tmoore@umbc.edu), Stanyell Odom (stanyell_odom@umbc.edu) or Lisa Akchin (akchin@umbc.edu).
Budgets
You’ve asked for a budget. What elements should that include?
Making sure you have the financial resources to ensure the event’s success is key. We suggest submitting a thorough account of what money you will need to make the event a success, including:
- Catering expenses
- Event transportation
- Space rental
- Decorations
- Anticipated audio/visual and speaker expenses
- Marketing and other event expenses (e.g., photographers or giveaways)
We also need to know if you anticipate charging admission for the event and how those revenues may help defray the expenses of the event.
The proposal is approved! What happens now?
We’re looking for all our successful applicants to hold their events within six months of the approval of the grant – or on a specified and agreed-upon date outside of that window. We’re requiring that all marketing or programs for the event acknowledge the funding received from the UMBC Foundation, and make consistent use of the branding and logos developed by UMBC for its 50th anniversary.
We are also requiring those who have a proposal approved to submit an event report no later than 30 days after the event is held. That report should include:
- Name, date and location of the event
- Sponsoring organization(s)
- A list of attendees and contact information
- Final costs for the event
- A review of lessons learned, impact of the event, and suggestions on follow-up to keep organizers
and attendees engaged with UMBC.