Event How-To Guide

The purpose of this Event How-To Guide is to highlight the basics of planning an event at BU Law, from conception to execution. Using this guide as an outline, all BU Law departments should be able to produce events that best fit their needs and the needs of their clients.

The following departments within BU Law coordinate events:

  • Admissions Office
  • Alumni Office
  • Graduate Program in Banking & Financial Law
  • Career Development & Public Service Office
  • Communications & Marketing
  • Office of Clinical & Advocacy Programs
  • Dean's Office
  • Faculty Services
  • Financial Aid Office
  • Graduate & International Programs
  • Graduate Tax Program
  • Legal Writing & Appellate Advocacy Programs
  • Law Library
  • Student Affairs Office

Key Event Contacts

Event Planning Start to Finish

  • Master Planning Spreadsheet
    Email lawevent@bu.edu with the date, time, title and audience of any events that you're thinking of hosting in the future. Even if an event idea is under consideration, the specifics are vague or you're considering a date that's a year from now, all potential events should be listed on the master planning spreadsheet.
  • Event Date & Room Request Process
    Before you begin to move forward with finalizing your event details and logistics, please complete the Event Date Request Form if you are planning a new lecture, symposium, reception or conference at BU Law. Your event date request will be reviewed at the next meeting of the ERG Subgroup. The ERG Subgroup will determine if it is feasible for the law school to host the event during the requested time frame, whether other scheduling options are more viable, and if opportunities exist to heighten the exposure of your speaker(s) to other audiences. You will receive an answer to your event date request within 48 hours of the meeting. PLEASE NOTE: Students must receive approval from the Student Affairs or Career Development Office before they can request a room or date for their event.
    • Annual Events
      • Remember to book space for all annual events as soon as a date is agreed upon you cannot assume that space will be booked for you, even if your event happens on the same day(s) each year!
      • Cross-check your proposed event date(s) with the BU Law Events Calendar to be sure that you aren't scheduling your event on the same day(s) as another important BU Law event or conference
      • Email Dave Michaels to submit your room reservation request.
        • Be sure to include the appropriate amount of set-up and breakdown time when placing your request
    • One Time Events
      • Cross-check your proposed event date(s) with the BU Law Events Calendar to be sure that you aren't scheduling your event on the same day(s) as another important BU Law event or conference
      • Email Dave Michaels to submit your room reservation request.
        • Be sure to include the appropriate amount of set-up and breakdown time when placing your request
  • BU Law Event Space Breakdowns (BARRISTERS HALL AND ROOM 1270 ARE UNAVAILABLE DURING 2014-15 WHILE THE LAW TOWER IS BEING RENOVATED)
    • Barristers
      • Rounds without a podium, panel table or oak tables – 96 guests (12 tables with 8 chairs per table)
      • Rounds with a podium & panel table but no oak tables – 88 guests (11 tables with 8 chairs per table)
      • Rounds with a podium, panel table & the oak tables – 80 guests (10 tables with 8 chairs per table)
      • Lecture style seating with a podium & panel table – 100 guests
    • 1270
      • Rounds without a podium, panel table & catering tables – 112 guests (14 tables with 8 chairs per table)
      • Rounds with a podium & panel table but no catering tables – 96 guests (12 tables with 8 chairs per table)
      • Rounds with a podium, panel table & catering tables – 80 guests (10 tables with 8 chairs per table)
      • Lecture style seating with a podium & panel table – 110 guests
    • Law Auditorium: Stadium style seating – 400 guests
  • BU Law & BU Event Calendars
    • Post events on the BU Law and/or BU event calendar(s) as soon as you have your event date approved by ERG. You can always mark your location as TBD or make a note to check back for additional information. Be sure to fill in any additional details as they become available.
    • BU Law Events Calendar
      • Click on 'Calendar'
      • Click on 'New Event'
      • Be sure to include all applicable information and be as specific as possible with the details & logistics. If your event is open to the public, please list that as well.
      • Be sure to click the appropriate boxes on the left for your event to appear in the most appropriate places on the BU Law website
        • Please DO NOT click the 'BU Law Home' box without talking to Erin Lee first
        • If your event is open to the BU community, please be sure to check the 'University Events' box. In doing so, your event is more likely to be picked up by BU Today's event calendar, as well as other BU department's calendars.
  • Visix Screen Requests
    • Submit Visix screen requests for the lobby and classroom floors to John Cahill
      • Event posts will be added to the line-up one week in advance of your event
    • Submit Visix screen requests for the 15th floor LL.M. screen to Lorraine Kaplan
    • All student requests should be sent to the Student Affairs Office
  • Room Set-Up Request
    • Submit all room set-up requests to Dave Michaels & Linda Skinner via email at least one week in advance of the event
      • Include a completed room reservation form and a detailed diagram of the room set-up, along with all special requests and/or important notes
    • Once the initial forms are submitted, direct any major changes to the room set-up diagram to Linda Skinner via email ASAP
  • Facilities
    • Events that are scheduled outside of standard Monday Friday business hours and/or on weekends and/or require set-up or breakdown that occurs outside of standard Monday Friday business hours will incur a Facilities fee
      • Facilities fees vary depending on the size of the job and the day. Email Demka Fehric for rates and details at least two weeks in advance of your event.
      • Facilities fees are paid via FSR
  • Catering
    • Submit all catering orders to Catering On The Charles at least two weeks in advance of the event
      • Final guest counts are generally due 3 4 business days in advance of your event. Be sure to check with your catering contact for the specific date.
      • Kosher catering orders and final guest counts must be placed sooner than non-kosher catering orders. Be sure to check with your catering contact for the specific date.
      • Be sure to include any special dietary requests (i.e. vegan meals, gluten free meals, etc.) when placing your order
      • Place your order for linens and/or linens with skirting when you place your catering beverage order
      • Catering On The Charles requires payment via ISR within 1 2 business days of your event
    • Catering orders that will include any alcohol must be placed at least 6 weeks in advance of the event
      • Catering On The Charles must submit a request for an alcohol permit at least 30 days in advance of all events
  • Parking
    • Requests for guest parking passes should be placed via ISR
      • Guest passes are charged at a rate of $6.00 per pass and are good for one day
      • Requests for guest passes should be placed at least 2 business days in advance of the event
        • If you are requesting a large number of guest passes, it is best to contact the Parking Office to discuss logistics and parking lot locations at least 2 weeks in advance of the event
      • Be specific when placing your request for guest passes via ISR include the guest name(s), the preferred lot location, estimated arrival & departure time(s), etc.
      • Guest passes that will be used on the weekends should only be requested for the on-campus pay-to-park lots at which an attendant is present (i.e. Granby Street, Agganis Arena, etc.)
        • Please note, an attendant is not present at the CAS Lot (240 BSR) on the weekends
  • Wireless Access for Event Guests
    • Guest internet access can be set-up online
      • Access can be set-up for an unlimited number of people
      • Access should be set-up 2 3 business days in advance of the event
      • Event guests will need the guest ID number and the event name in order to log-in
      • Guests should be encouraged to use Internet Explorer while logged into the BU Wireless Network
  • Day of Event
    • If facilities or set-up issues arise on the day of your event, contact Linda Skinner (Office: 617.353.8747; Nextel: 617.593.2575).