Buildings and Grounds
Catering on the Charles
GSU Technical Services
Media Services
Parking Services
Boston University Police
Buildings and Grounds
B&G personnel are responsible for the opening and closing of most campus buildings, as well as the maintenance, upkeep, and setup of facilities. Students may not set up rooms for their own events. Please note that all arrangements/quotes need to be made by an SAO staff member.
Opening/Closing of Facilities Outside Normal Operating Hours:
- Check the Available Campus Facilities section for specific building hours.
- For use of a building that is normally closed during the entire time of the program, complete a Requisition Request Form for B&G. Make the request for the number of hours of the program, plus one and half-hours, or for four hours, whichever is more. There is a four-hour minimum.
- For a building to open early or to be kept open later than usual closing time, complete a REQ Request Form for B&G. The B&G start time should be one half hour before you actually begin using the building and the end time must be one hour after the end time of the program.
Set Up of Facilities in the George Sherman Union:
- Complete a diagram of how you want the facility set up and submit it to an SAO staff member at least three business days before the program paperwork is due. SAO will then get the price quote from B&G. Blank and sample diagrams are available at the AA desk in the Resource Room. Be sure to consider facility limitations and capacities.
Set Up of All Other Boston University Facilities:
- Complete a diagram or written description of the facility set up and submit it to an SAO staff member at least three business days before your program paperwork is due. SAO will then get a price quote from B&G.
- B&G has a four-hour minimum charge for all set ups and clean ups outside the GSU.
B&G Electricians:
- Whenever a program requires electrical power that exceeds a standard outlet, B&G electricians need to hook up additional power. Most lighting equipment involving a dimmer board requires additional electrical power.
- An SAO staff member must obtain an electrical quote. Your request must include date, location, total time power is needed and the number of circuits and amps required for the program. It will take 5-7 business days to obtain a quote.
B&G Carpenters:
- B&G Carpenters must complete all painting, carpeting, locking down of equipment, and other small construction jobs.
- Submit a written request for the work requested to SAO Coordinator of Programs. SAO must make a written request for an estimate from B&G. It often takes B&G several days to complete an estimate request.
- The appropriate personnel in the building must approve any student organization office renovations where the office is located.
B&G Key Shop:
- B & G Locksmiths must complete all lock changes and key duplications for campus buildings.
- Submit a request to a Coordinator of Programs for a price quote from the Key Shop. The request must include the room location and key number.
- All keys for GSU offices will be delivered to the Director of the GSU.
Catering on the Charles
Office Location and Phone Number:
GSU Lower Level
353-2957
Pertinent Information:
- Make an appointment with a Catering staff member to discuss the program at least four weeks prior to your program date.
- Bring a REQ Request Form to the meeting, as well as the following information:
- Estimated attendance.
- Food/beverage budget.
- Once the menu is determined the REQ Request Form will be completed and signed by the Catering staff person.
- The Student Catering Guide provides a lower cost.
Deadline:
- 1 week: Submit the REQ Request Form along with all other program paperwork to SAO.
GSU Technical Services
Office Location and Phone Number:
GSU Second Floor (behind the Information Counter)
353-5498
Pertinent Information
- GSU technicians are less expensive than Media Service technicians and are available for all programs that take place in the George Sherman Union and many programs in other campus facilities.
- GSU technicians transport their own equipment to the program.
- There is no charge for equipment but some equipment requires a GSU technician, for which student organizations must pay $12.50/hour, with a four-hour minimum charge.
- Some GSU equipment may not leave the GSU.
- Event must end by 10:30 p.m. Mon.-Thur.; 12:30 a.m. Fri.-Sun. to enable the technician to return equipment to GSU.
Equipment available for check-out:
- Slide projectors
- Overhead projectors
- Screens
- Cassette recorders
- Portable lecturnette (with microphone)
Equipment available for use in GSU only: [** requires technician]
- Easels
- Sign holders
- TV/VCR
- Water and glasses
- Table skirting ($5.00/each for red or white)
- Tablecloths ($3.00/each for red, white, black, blue)
- Microphones (more than 4 requires technician)
- Spotlights (3) **
- Dance Floor **
- Student Monitor for dances **
Equipment available in and out of GSU requiring a technician:
- Microphones (more than 4 in GSU requires a technician)
- 16mm Film Projections
- DVD/Video Projection Units
- Portable Sound System
Disc Jockey
- Must provide all own equipment.
Procedure:
- When meeting with a SAO staff member to discuss the program, request the equipment and services needed.
- Complete a GSU Services and Technical Request Form and submit it with the other program paperwork within the prescribed deadlines for the program.
- For equipment being checked out for programs in other University facilities, pick up the equipment at Union Information, 2nd floor GSU the day of the program. At the completion of the program, return the equipment to Union Information.
- For events in the GSU, or those requiring a GSU Technician, the equipment will be set up at the program location.
Media Services
Office Location:
985 Commonwealth Avenue
Pertinent Information:
- Media Services is the University department that provides many forms of media support for academic departments and student organizations.
- Media Services charges student organizations for both equipment and technicians. Media Services can provide services and equipment the GSU Technicians cannot.
- Equipment and technician availability is often limited and provided on a first come - first served basis. Media Services will not assign a technician or reserve equipment until they receive a completed Requisition from SABO. It is recommended that when Media Services are required that all necessary paperwork be submitted to SAO as early as possible.
Services: (Include, but not limited to...)
- Professional video and audio taping
- Large screen VCR, TV/VCR in any campus facility
- Multi box (required for programs that will be covered by radio and TV press)
- Use of built in sound systems in non-GSU facilities
- Use of projection booths in non-GSU facilities
Procedure:
- Discuss the nature of your technical needs with an SAO staff member to assess what service provider (Media Services, GSU Technical Services, or a professional light or sound company) can best meet the needs of the program.
- If Media Services equipment and technicians are needed, you must provide an SAO staff member with the program date, time, location, and technical needs.
- The SAO staff member will obtain a quote within three business days and will place the quote in your student organization mailbox. Media Services will not respond to requests that come directly from students.
- Complete a REQ Request Form for Media Services including date, time, and location of program, and a detailed breakdown of equipment and technician requested.
Deadline:
- At least 3 weeks prior to the program. Submit the REQ. Request form along with all other necessary paperwork to SAO.
Subject to availability of Media Technicians.
Parking Services
Office Location and Phone Number:
775 Commonwealth Ave. 2nd floor
353-2160
Pertinent Information:
- One-day parking passes for lots west of the BU Bridge are available through Parking Services for $6.00 each. Parking passes for all other core campus parking lots are available for $10.00 each.
- Space is limited and Parking Services reserves the right to indicate which lot may be used.
- Special arrangements should be discussed with the Manager of Parking Services.
Procedure:
- Complete a REQ Request Form at least two weeks before the date the pass is needed.
- Indicate the date(s), time(s), preferred lot and number of passes needed.
- Include contact name from group on Req. for pick-up.
Deadline:
- 2 weeks prior to date needed.
Boston University Police
Office Location:
32 Harry Agganis Way
Pertinent Information:
- Police coverage is required at many programs for a variety of reasons, many of which are listed below.
- Boston University Police, in
consultation with the Student
Activities Office, makes the final
determination of police coverage at a
program.
- Boston University Police are paid a
minimum of four hours and must be
present one half hour before and after
the scheduled program time.
- An Officer(s) is usually required:
- When cash is being collected;
- When a large crowd is expected;
- For events featuring a speaker/performer who is a public figure, a political candidate, a visiting dignitary, government official, etc.;
- For a lecture or program of a potentially controversial nature;
- For some events open to the general public;
- When alcohol is being served on campus.
Procedure:
- Discuss the program with a staff member at SAO. The staff member will contact the Boston University Police regarding the program.
- Student organization members may not contact Boston University Police directly.
- Once needs are determined a REQ Request Form must be completed and submitted with the program paperwork to SAO within appropriate deadlines.
Deadline:
- At least 2 weeks prior to the program. Submit the REQ. Request Form along with all other paperwork to SAO.
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