Buchanan Alumni House Usage Policy

I. Eligibility

The Buchanan Alumni House is available for use by the owners: the University of Maine Alumni Association and the University of Maine Foundation for the purpose of alumni meetings and events. The facility was designed to appropriately welcome alumni and visitors to the University of Maine to cultivate loyal support for the University and to further the charitable missions of the UMAA and UMaine Foundation. Priority will be given to the UMAA, UMaine Foundation, and UMaine for scheduling space.

Buchanan Alumni House is also available to University of Maine colleges, departments, centers, and non-academic units for University-related functions subject to availability. On a limited basis, as staffing, space, and resources permit Buchanan Alumni House may also be available to the community for purposes that further the charitable missions of the UMAA, UMaine Foundation, and the mission of the University.

The Buchanan Alumni House is reserved for functions and activities in keeping with the image and mission of the University of Maine and the charitable missions of the University of Maine Alumni Association and the University of Maine Foundation.

Approved student groups may reserve space on the main level of Buchanan Alumni House for induction or award ceremonies. However, a staff member of the UMAA or UMaine Foundation or a staff-appointed designee must be present.

II. Usage / Scheduling

All requests for space must be directed to the scheduling designee in writing. Campus entities wishing to reserve a room in Buchanan Alumni House should obtain a reservation form by contacting the scheduling designee. The form must be filled out completely and returned by mail or fax specifically addressed to the scheduling designee. The scheduling designee reserves the right to prioritize and control the type of functions that take place within the facility.

Following reservation confirmation by the scheduling designee, all catering arrangements must be made by the user through UMaine Catering.

The following rooms are available for reservation during regular business hours*:
Upper Level: Foster Boardroom

Main Level: Allain Library~Museum, McIntire Maine Event Room, Class of 1943 Parlor~Music Room, Grand Reception Area, Andrews Leadership Hall, and the Treat Room.

Hours of Operation:

*Regular business hours are Monday through Friday 8am to 5:00pm. Events scheduled during regular business hours can begin no sooner than 8:30am and must end by 5:00pm Monday through Friday.

Events scheduled outside regular business hours can begin no sooner than 7:00am and must end by 10pm Sunday through Thursday and midnight Friday and Saturday.

Events scheduled outside regular business hours are subject to a usage fee.

Holiday Hours:

Buchanan Alumni House will be closed on federal and state holidays. Groups wishing to use Buchanan Alumni House during these times will be assessed usage fees. Reservations for these rooms are subject to the availability of resources.

Snow Closing Policy:

Buchanan Alumni House will follow the snow closing policies of the University of Maine. If the University cancels classes on a given day due to weather, all events at Buchanan Alumni House will be canceled. Please call 207.581.SNOW (7669) to verify status.

Advance Booking:

In order to ensure availability for University alumni, advancement, and academic events, Buchanan only books events six months in advance.

III. Fees

Regular Business Hours:

Reservations of any available rooms are available to the UMaine community without a fee. If any food or beverage is desired, it must come through UMaine Catering.

Outside Business Hours:

Usage of any available rooms outside of regular business hours requires a usage fee (please see attached usage fee). A Buchanan Alumni House staff member or designee must be present within the building throughout the usage period until the closure of the building. A security guard may also be required.

IV.  Miscellaneous

Food Policy:

Groups wishing to serve any food or beverages must utilize UMaine Catering for these services. No outside food is allowed to be brought in by a group.

Linen Policy:

All tables being utilized by an event are required to have a linen tablecloth on them. These should be ordered through the house manager, but the invoice for them will come from UMaine Catering.

Damage Policy:

To maintain the quality and integrity of Buchanan Alumni House, the owners retain the right to assess charges for spot cleaning, for stolen property, or for any necessary repairs based on damage beyond routine wear directly attributable to the renter at replacement cost plus 15%.

Exclusion Policy:

In order to be available for University alumni, advancement, and academic events, at this time the Buchanan Alumni House will not schedule weddings or wedding receptions.

Alcohol Policy:

Groups wishing to serve alcohol must hire an approved caterer who carries a liquor license. Service must be provided by a tip-certified bartender.