Guiding Principles for On-Campus Events
BU Faculty and Staff
You may submit a space request, but your reservation will not be confirmed until we receive a completed Event Checklist.
Student organizations should work with Student Activities directly, prior to submitting your space request, and should NOT submit this online form. Reservations will be notified by SAO of your event moving forward and that the checklist guidelines have been met.
In light of public health guidelines, Boston University has issued a New Policy on University Sponsored Campus Meetings, Events, and Gatherings for the Fall 2020 Semester. This policy replaces all previous guidelines about meetings or events and is effective as of August 7, 2020.
On-campus, extracurricular activities are the hallmark of a robust residential experience. But the health and safety of our students, faculty, and staff is of the highest priority. While in-person, extracurricular events are once again permitted on-campus, these events and gatherings must be done in a responsible manner adhering to State and City regulations and University procedures.
Conditions for Hosting Meetings, Events, and Gatherings
The use of the term “attendees” shall be defined as members of the Boston University community and specifically excludes the general public, campus visitors or guests.
- The event or gathering is permitted under the existing state or city regulation in effect at the time of the event. All state and city regulations in effect at the time of the event will need to be strictly followed. Events & Conferences will provide guidance to University departments regarding these city and state regulations; Student Activities will provide guidance to all registered student organizations and associations.
- Current State and City regulations require 1,000 square feet of accessible space for every 8 attendees. The maximum number of attendees is 25 at an indoor event. For a 25 person event, the room must be at least 3,125 square feet. The maximum number of attendees is 50 at an outdoor event. For a 50 person outdoor event, the area must be at least 6,250 square feet.
- View Facilities Specifications to see current venue capacities.
- Under current State and City regulations, a number of activities are prohibited from indoor and outdoor events/gatherings. These include (but not limited to) singing, dance floors, playing of brass and wind instruments, street fairs, and lawn games. Please contact Events & Conferences for more information.
- In accordance with the Policy Regarding Campus Visitors During the COVID-19 Pandemic, in-person, on-campus events may not be open to the general public. Visitor participation must be approved by the Dean of Students or by deans of the individual schools and colleges.
- All event attendees will be required to display a current, green status BU COVID compliance badge on a mobile device.
- All attendees will be required to use a face covering or mask at all times during the event, unless the attendee is eating or drinking.
- Venue Restrictions:
- All meetings, events, and gatherings in locations used as classrooms must use the setup of the room as is. Classroom furniture should not be moved within the room to create a different room setup, nor can it be moved out of the room (regardless of whether there is more furniture than needed).
- All outdoor events and gatherings will require the designated event area to be cordoned off with separate means of ingress and egress.
- Outdoor events may require a City permit; a minimum of 30 days will be required to obtain such permits.
- Hand sanitizers must be made available at all points of entry and exit, and can be requested through Facilities Management – Custodial.
- Food/beverage may not be available at all locations. See Food Service information below.
- Although not required, whenever possible, registration or ticketing should be used, and attendee names verified upon entrance.
- More than the maximum number of attendees will be permitted to attend a multi-hour event provided they have registered for specific time slots, do not arrive more than five minutes prior to their start time, and attendees already at the event are cleared before the new cohort enters.
- A member of the sponsoring organization or department must be present at all events (held inside or outdoors) to strictly monitor the number of attendees and ensure that each attendee is maintaining a physical distance of no less than six (6) feet from other attendees and using a face covering or mask.
- Completion of event checklist (including site diagrams where needed) will be required before space is confirmed for all on-campus events.
Additional Guidelines for Student Organizations
In addition to the event guidelines, student organizations should work with the Student Activities Office before any event planning is begun. The SAO staff will work with the student organizations to ensure that group objectives are accomplished while adhering to health and safety guidelines.
Resources for Student Groups:
BU Dining Services will work with departments, student organizations, and associations to bring catered meals, boxed lunches, or snacks to your meetings, events, and other activities. Menus of hot and cold boxed meals and single-service, packaged snack items have been created for department and student events under the following conditions:
- Catering must be contactless – all food and beverages will be placed in single-use containers.
- Catering staff, wearing proper personal protective equipment, will provide drop-off and set-up service only.
- There will be no waitstaff, and bar service is not permitted at any event.
- Catering staff will not provide and deliver more food than allowed by state and city regulations in a particular space.
- Residential dining halls will work with student organizations and associations to develop special menus that cater to particular student groups or to celebrate a holiday.
- Cultural student organizations may use non-University caterers, if deemed a better option. Non-University caterers will be expected to follow individual packaging guidelines, as well as all other Catering on the Charles regulations to ensure proper handling, temperature, and distribution of food on campus. If the non-University caterer is not able to do this, Catering on the Charles will provide individual packaging and proper temperature controls/distribution as a fee for service.