Booth Booking: BU Departments & Groups

Booth Lobby & Plaza Use and Information

For Boston University Affiliated Programs only

Thank you for your interest in using the Boston University Joan and Edgar Booth Theatre, including the Yan Luo Lobby and/or Booth Plaza for your event! On this page, you will find information about the usage of our space and policies.

If you haven’t had an opportunity to come see the Yan Luo Lobby and/or Plaza, we encourage you to do so. Please feel free to contact the School of Theatre Production Manager if you would like to meet. Use of these spaces do not include use of other spaces in the Joan & Edgar Booth Theatre and CFA Production Center. If any other spaces are needed, please let us know. The School of Theatre does not have event staff. The sponsoring University department is responsible for arranging any services needed for its event directly with each University service provider and is responsible for all charges incurred.

The Yan Luo Lobby and Plaza serve as the entry into the Booth Theatre. We will communicate to students, faculty, and staff that there is an event, and ask that they avoid the area if possible, but folks may enter and exit the building while your event is happening.

ROOM SET-UP

Custodial services are necessary, and there will be associated charges for set-up and cleaning, regardless of the type of event. The Facilities Management area manager is Thomas Bond | 617-353-2858 | tcbondj@bu.edu. Please submit a request for service on BUworks/CAMMS (link below) to create a Setup/Cleanup Custodial Request.

STAFFING

For all events in the Yan Luo Lobby or Plaza, the School of Theatre must have one person from our staff to act as a liaison with your team while using the Yan Luo Lobby (including set-up and breakdown). This is to make sure that we have a mutual point of contact for the event who can open doors, turn on lights, and make sure everything is smooth for your event. This charge is passed on to you at a rate of $20.00/hr. Payment: ISR/ CFA Booth Events.

RENTAL FURNITURE

Your department is responsible for renting all furniture for your event. The renting companies may use the Booth Theatre loading dock, located near the corner of Essex Street and Dummer Street (148 Essex St, Brookline, MA 02446). Please include a note on the FSR if you will be renting furniture and need setup services. You are responsible for the delivery and pick up of all rental items.

CATERING

Your department is responsible for setting up catering for your event with a representative from Catering on the Charles by contacting catering@bu.edu or 617-353 2957. Menu options can be found online. If catering needs a space to set up, we have small kitchenette or other spaces available. Please let us know if you will be needing one of these spaces. Selections should be determined at least 30 days prior to the event and the final count should be submitted at least 3 full business days prior to the event. Payment: ISR to Dining Services – Charles River Campus.

• Alcohol – If your event will be serving alcohol then you may need to obtain a liquor license for your event. Catering can help with obtaining a liquor license. BU requires a police detail for events that have alcohol outside / on the plaza. To arrange for a police detail or any other police-related services, please contact Boston University Police at budetail@bu.edu or 617-353-9533. Payment: ISR to BU Police Dept.

AUDIO/VISUAL

All A/V needs should be requested through Learning &Event Technology Services at letshelp@bu.edu or 617-353-3227. Payment: ISR for IS&T – LETS Meeting & Event Support – AV/IT (CRC/Fenway).

We also have a simple portable PA system that you may use that includes two wireless microphones and can also play music from a user supplied phone / iPod. Please let us know if you would like to use this. Use of this sound system will require an audio technician at a rate of $20.00/hr. This is in addition to the staff liaison, above. Payment: ISR/ CFA Booth Events.

There are 2 television screens in the Yan Luo Lobby that you can use for digital displays. If you would like to use the displays, you must submit content to the SOT Production Manager, who will run the artwork through the CFA Communications Office for a brand and content review. The dimensions for the slides are 1920px x 1080px, PNG/JPG files only. Requests are due one week before the desired date of when the announcement should begin displaying, but if artwork will not be available at that time, please notify the SOT Production Manager about when it is expected for the CFA Communications team to be prepared ahead of time.

PARKING

Lot F under Booth is not open for public parking. Parking services may allow the public to self-pay for parking, but you must request this at least two weeks in advance. Contact Parking & Transportation Services at parking@bu.edu or 617-353-2160. More information on parking lots and locations can be found online. Payment: ISR to Parking Services.

Outside vendors may park at the Agganis Arena. There is a garage (Lot A) and surface lot (Lot C-2). See BU Parking Services for details. Payment: Self-Pay on Exit.

SUSTAINABILITY

In support of the campus-wide commitment to meet the ambitious goals of the BU Climate Action Plan and Zero Waste Plan, please think about what you can do to reduce the environmental footprint of your event with these ideas from Catering on the Charles, and BU Sustainability.

ACCESSIBILITY

Boston University endorses an inclusive approach to disability accessibility with the goal of having all members of the community share in creating access to facilities, programs, services, and activities. Review these guidelines to employ best practices for group and individual accessibility needs in advance of your event. For more information, please contact Disability & Access Services at access@bu.edu or 617-353-3658.

PROTECTION OF MINORS

Boston University is committed to maintaining a safe environment for all members of the University community and guests; minor children participating in University-sponsored programs and activities require particular vigilance in order to protect their safety. If your program or event will have minors in attendance, you may be subject to the University’s Protection of Minors Policy. View the Policy online.

WIFI

Wireless WiFi access is available in all spaces at Booth and the Plaza. BU Faculty, Staff and Students should access the BU WiFi network as normal. Guests on campus can use the BU Guest Wireless Network. For questions or support, contact the IT Help Center at ithelp@bu.edu or 617-353-HELP (4357).

FEE

There may be a fee associated with your event to cover administrative costs.  The SOT Production Manager will confirm the fee at the time of your booking. Payment: ISR/ CFA Booth Events.

Sample Diagrams & Event Photos

Blank Ground Plans for Diagrams

Example – Booth Theatre

Example – Yan Luo Lobby

Example – Plaza with Tent

Sample FSRs & Contracts

Sample Catering Agreement

Sample FSR

Sample Furniture Rental Contract