George Sherman Union Academy Room George Sherman Union Back Court George Sherman Union Alley George Sherman Union Conference Auditorium George Sherman Union Faculty Dining Room George Sherman Union Link George Sherman Union Metcalf Hall George Sherman Union Terrace Lounge Space in Residence Halls The 808 Showroom The Castle SMG Auditorium and Atrium Tsai Center Off-Campus Facilities George Sherman Union Academy Room Location: First floor of the GSU Capacity: 64 seated Available Hours: Mon.-Fri.: 3:30 p.m. - 10:30 p.m. Sat.: 7:30 a.m. - 12:30 a.m. Sun.: 11:00 a.m. - 10:30 p.m. Pertinent Information: Furniture must remain in the room Deadline: 1 Week - if Dining is requested 2 Weeks - if GSU Technical Services are required 3 Weeks - if Dining Services are requested George Sherman Union Back Court Location: First floor of the GSU Capacity: 216 seated Available Hours: Mon.-Fri.: 8:00 p.m. - 10:30 p.m. Sat.: 7:30 a.m. - 12:30 a.m. Sun.: 11:00 a.m. - 10:30 p.m. Pertinent Information: Typical programs are special events such as banquets, receptions, ceremonies, and comedy shows/films. The room has 6 television monitors and 16'x16' hardwood floor. Television monitors can be used through prearrangement with GSU staff. Furniture cannot be removed from Back Court. Requires GSU staff monitor for dances. Deadline: 1 Week - if Dining is requested 2 Weeks - if GSU Technical Services are required George Sherman Union Alley Location: Lower level of the GSU Capacity: 200 people Available Hours: Mon.-Fri.: 7:00 a.m. - 10:30 p.m. Sat.: 7:00 a.m. - 12:30 a.m. Sun.: 11:00 a.m. - 10:30 p.m. Pertinent Information: One half of the room is carpeted and the other half has a hardwood floor. Room contains a standard set-up of tables and chairs on the carpeted area. Additional tables and chairs are available with notice. Two small platforms are available for staging. Light trees and drapery rods will not fit in the room. B&G is not required to do set-up. You may move furniture provided room is returned as it was found. Room contains 6 fixed, rotating spotlights with colored gels that may be dimmed. A GSU staff member must be hired to run these lights. Decorations are allowed within limits, but nothing may be taped, stapled, glued, etc. to walls, windows, doors, or ceiling. See a GSU staff member for more details. Requires a GSU staff monitor and BUPD for dances. Deadline: 1 Week - if Dining is requested 2 Weeks - if GSU Technical Services are required George Sherman Union Conference Auditorium Location: Second floor of the GSU Capacity: 260 Fixed Seats Lecture Style Available Hours: Mon.-Fri.: 7:00 a.m. - 10:30 p.m. Sat.: 7:00 a.m. - 12:30 a.m. Sun.: 11:00 a.m. - 10:30 p.m. Pertinent Information: Typical programs include lectures and movies. No food allowed. Stage in front of room. No GSU tech required for VHS/DVD movies with only one cassette or disc. For movies only, no BUPD officer required to monitor cash collections. GSU Tech required for all events with extensive media equipment and 16 mm films. Deadline: 1 Week - if Dining is requested 2 Weeks - if GSU Technical Services are required George Sherman Union Faculty Dining Room Location: Fifth floor of the GSU Capacity: 130 Seated Available Hours: Vary; Evenings and Weekends Pertinent Information: Typical programs are special events such as banquets, receptions and ceremonies. Furniture cannot be removed. Requires GSU staff monitor for dances. Food must be served – Catering and B&G reqs. are mandatory when using this space. Deadline: 2 Weeks George Sherman Union Link Location: Twenty Six spaces in the main entrance of the GSU, 2 full tables opposite the Bank of America and Citizens Bank machines, subject to availability Available Hours: Mon.-Fri.: 9:00 a.m. - 5:00 p.m. Each organization may reserve table space for no more than five days in a 30-day period. Pertinent Information: Tables in the GSU Link may be used to distribute organizational information, distribute approved literature, conduct informational weeks, recruit new members, and sell tickets, baked goods or other approved items. Each space consists of one half of a table. Only surveys approved by SAO may be conducted. Sales items may include home-baked goods (no pre purchased items or items which need to be kept warm). Organizations may sell T-shirts or items that are uniquely identified as products of the organization. These must be approved by SAO. The Boston University Bookstore has exclusive rights to sell Boston University paraphernalia. If your organization is sponsoring an outside vendor, you must first gain approval from SAO. If approved a member from your group must stay with the vendor at all times. Information regarding political campaigns may be distributed, but no political donations may be collected. A representative from your organization must remain at the table at all times. All monies collected must be deposited in SABO by 4:00 p.m. each day. Use of audio-visual equipment is limited to Link area only and must not obstruct traffic flow and must not exceed reasonable level, this is, it should not be heard from 10 feet away from the table Use of amplified sound is permitted within reason. Active solicitation of individuals is prohibited. Organizations are responsible for pick-up of discarded flyers or other materials. Posters may be affixed only to front of table or to cork strips immediately behind organization's space. No taping on windows, walls, or Link doors allowed - $50 fine. Deadline: 1 Week George Sherman Union Metcalf Hall Location: Second floor of the GSU. The Metcalf Hall combined includes the Large and Small Halls, and East Balcony. Capacity: Hall-Combined: 950 - dinner, 1000 - dance, concert, or lecture. Large Hall: 500 - dinner, 600 - dance, 750 - lecture. Small Hall: 300 - dinner, 300 - dance, 400 - lecture. East Balcony: 150 - dinner/reception, 190 - lecture. Available Hours: Mon.-Thurs.: 7:00 a.m. - 10:30 p.m. Fri.&Sat.: 7:00 a.m. - 12:30 a.m. Sun.: 11:00 a.m. - 10:30 p.m. A written request to extend GSU building hours must be submitted to the Director of the George Sherman Union at least three business days before the program paperwork deadline. Late closings are usually not permitted, however GSU overtime must be paid if event clean up/load out goes beyond building hours. Pertinent Information: A list of furniture and equipment is available at SAO and the Reservations Office. If your group requires additional equipment, it may be rented using a P.O. Request Form through an approved vendor. A cassette-tape sound system is available if arrangements are made ahead of time with GSU staff. Requires GSU staff monitor and BUPD for dances. Reserving Metcalf Hall: The Hall is heavily used; consequently, the earlier a request date is made the more likely the facility will be available. Written requests are required when reserving the Hall a year or more in advance. If the date requested is unavailable, there is a waiting list. SAO places several dates on hold during the year for student organization use. A Coordinator of Programs can release hold dates. Metcalf Hall Support Services: The services of B&G are required for set-up and clean up when using the Hall. If the event requires additional electrical power for a light board or a sound system, you may need to hire a B&G Electrician. All food or beverage services in the Hall must be provided by Dining Services. Both the Large and Small Halls have house sound systems and large screens. A dance floor is available for any event in Metcalf Hall. During cold weather months, coat-check is required for concerts and other selected events. Deadline: 4 weeks: Verbal commitment of use must be given to Reservations. 3 weeks: All completed paperwork must be submitted to SAO. George Sherman Union Terrace Lounge Location: Second floor of the GSU, adjacent to Ziskind Lounge Capacity: 75 - lecture; 64 - served meal; 58 - buffet; 100 - reception Available Hours: Mon.-Fri.: 7:00 a.m. - 10:30 p.m. Sat.: 7:00 a.m. - 12:30 a.m. Sun.: 11:00 a.m. - 10:30 p.m. Pertinent Information: Ideal for lectures, receptions, small meals. No platforms. The facility comes with no set-up. A diagram must be submitted with event paperwork. Deadline: 2 weeks Space in Residence Halls Capacity/Location: 80 – 10 Buick Student Atrium Lounge 200 - Rich Hall Cinema Room 100 - Shelton Roof Lounge 200 - Towers Franklin Lounge 250 - Warren Towers Cinema Room Available Hours: At discretion of the Director of the individual residence hall. Pertinent Information: Limited space is available for use by student groups in many of the residence halls. These locations are best used for smaller lectures or social events. The most commonly used facilities are listed above. All residence hall space is reserved through the Hall/Area Office where the room is located. Each hall may have specific requirements for reserving space, such as additional reservations form or further explanation of the nature of the program. Once space is approved for use, have a staff person in the hall/area sign the Student Organization On Campus Event Form on the Reservation Number line. Make sure that the Hall/Area Office also makes the appropriate access arrangements. This will enable students who do not reside in the hall to attend the program. All programs that request space in residence halls are subject to approval of both the Hall/Area Director and the Coordinator of Programs. Please note that no programs of religious nature are allowed in the residences. Deadline: 1 week - if no University services are requested 2 weeks - if University services are requested (requisitions) The 808 Showroom Location: 808 Commonwealth Avenue Capacity: 1250 - Dances Capacity will vary for programs involving seating Available Hours: By reservation/arrangement with SAO. Pertinent Information: Due to the nature of 808, one must submit a proposal to, and meet with the Coordinator of Programs, at least seven weeks prior to preferred program date, before using this space. The proposal should include the following: A preferred date and two alternate dates. A description of the program including: Size and nature of the audience (public/BU community). Diagram of the set up (keep in mind that tables, chairs, curtains, and dividers will have to be rented). Sound and lighting needs. Will alcohol and/or food be served? Will admission be charged? Will coat check services be needed? If the program is approved, your SAO Programmer will provide information about the necessary forms and deadlines, all of which will depend on the particular nature of the program. B & G Services are required for the duration of event. Deadline: Seven weeks in advance of preferred event date. The Castle Location: 225 Bay State Road Capacity: 150 people in combined rooms: 125 reception 92 seated meal Available Hours: By reservation: 353-2934 Pertinent Information: A Tudor Revival mansion suitable for receptions or presentations such as ceremonies, small meetings, luncheons, and dinners. All programs in the Castle must use Dining Services and include food. Procedure: Contact the Castle Manager to discuss available dates and to schedule an appointment. Pick up requisition request forms and other necessary event paperwork at SAO. Meet with Castle Manager. The manager must sign all requisition request forms for castle events. You will require requisitions for: Castle Fee Dining Services B&G (You will be informed if B&G is required.) Deadline: 3 weeks SMG Auditorium and Atrium Location: 595 Commonwealth Avenue Capacity: 373 seated Auditorium (no standing permitted) Up to 400 (large number must be approved) Available Hours: GSU Reservations Office: 353-2934 Pertinent Information: Due to the high demand for the use of these spaces it is recommended that requests for use be made at least two months in advance. In order to request the use of these spaces, a supporting letter must be provided by a Student Activities Programmer, the Assistant Director or Director of SAO. An appointment must be scheduled with one of these individuals to discuss the details of the event. Food and drinks are not allowed in the Auditorium. The Atrium may be used for a reception; however, Aramark Catering through the SMG Director of Catering, 3-1513, must provide all food. No posters, banners, or ribbons may be attached to any surface in either venue without permission of the Operations Manager. B&G services are required for duration of event. A requisition must be submitted to reserve each space. The current rate is $400 per area. Media support must be arranged through Media Services by following the appropriate SAO protocol. Procedure: Contact the Reservations Office or SMG Operations Manager (as specified above) for available dates. Schedule an appointment with appropriate SAO staff as stated above. Pick up requisition request forms and other necessary event paperwork at SAO. Meet with SMG Operations Manager (if Fri-Sun event or an Atrium event). The Manager will review pricing structure and sign any necessary requisitions. Requisitions will be required for: Facility fee B & G Dining Services (if applicable - Atrium only) BUPD (if required) Media Services (if required) Deadline: 4 weeks prior to program. Tsai Center Location: 685 Commonwealth Avenue Capacity: 525 seated (absolutely no standing room) Available Hours: By reservation with Tsai General Manager: 353-6467 Pertinent Information: Due to the high demand for use of the Tsai Center it is recommended that requests for use be made at least six months in advance. Food and drinks are not allowed in the Tsai Center. No posters, banners, or ribbons may be attached to any surface in the Tsai Center without permission of the General Manager. All events must end by 10:00 p.m. Procedure: Contact the Tsai Manager through Conference Services and provide the following information: A preferred date and time, and at least two alternative dates. Requisition Request is needed for facility fee. A description of the program including: Size and nature of audience (public/BU Community) Number of performers Diagram of the stage set-up Sound, lighting, and other production needs Ticket information, including prices and seating Publicity information Deadline: 3 weeks prior to program. Off-Campus Facilities - Rented Pertinent Information: A rental agreement is entered into whenever an organization pays a charge designated as a room rental fee for any off campus facility. A Purchase Order will serve as the deposit. The PO for facility rental charges must include a statement guaranteeing the amount the organization will pay if any agent of the University cancels the function. A chaperon is required when renting an off-campus facility. Any facility you wish to rent must carry general liability insurance with a minimum $1 million coverage, worker's compensation with a minimum of $100,000 coverage, and excess umbrella coverage with a minimum of $5 million coverage. A copy of the facility's Certificate of Insurance must be on file in SAO before any contracts or paperwork will be processed. Procedure: Contact the facility you would like to use and place any reservations under the name of the "Trustees of Boston University." Students may not sign any contracts on behalf of the University. Instruct the facility to send their contract or agreement to SAO at least three weeks before the date of the function. Complete an off campus event form. Complete a purchase order for the deposit amount, along with the unsigned contract. Complete a purchase order for the balance owed 3 weeks before the event date. SABO requires a final bill 5 business days before the event. A check will then be ready to be picked up at SABO the date of the event. Deadline: 3 weeks prior to the program - if contracts are involved. 1 week - if only PO's are used. Leadership Resources Programming Handbook Administration Student Organization Registration Procedure Policies Forms Programming Information Available Campus Facilities Other University Facilities Expanded Facility Information University Services Student Activities Business Office Inter Fraternity Sorority Council Student Activities Business Office (SABO) Vendor Book Terrier Tricks Student Catering Guide

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BU | SAO | February 6, 2009