{"id":17967,"date":"2015-12-15T15:54:09","date_gmt":"2015-12-15T20:54:09","guid":{"rendered":"http:\/\/www.bu.edu\/law\/?page_id=17967"},"modified":"2025-07-30T11:02:09","modified_gmt":"2025-07-30T15:02:09","slug":"event-how-to-guide","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/law\/about\/offices\/communications-marketing\/event-planning-guide\/event-how-to-guide\/","title":{"rendered":"Event How-To Guide"},"content":{"rendered":"<h2>Event Planning\u2014Start to Finish<\/h2>\n<h3>Internal Planning Calendar<\/h3>\n<p>Put your event on the Internal Calendar with the date, time, title, and audience of any events that you&#8217;re thinking of hosting in the future. Even if an event idea is under consideration, the specifics are vague, or you&#8217;re considering a date that&#8217;s a year from now, all potential events should be listed on the internal planning calendar.<\/p>\n<h3>Event Date &amp; Room Request Process<\/h3>\n<p><strong>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.<br \/>\n<\/strong><\/p>\n<p><span>Are you a student, student organization or journal? Please refer to <a href=\"https:\/\/www.bu.edu\/law\/about\/offices\/student-affairs-and-academic-enrichment\/student-organizations-and-journals\/\">this page<\/a> for guidance and the relevant links.<\/span><\/p>\n<ul>\n<li>Annual Events\n<ul>\n<li>Remember to book space for all annual events as soon as a date is agreed upon\u2014you cannot assume that space will be booked for you, even if your event happens on the same day(s) each year!<\/li>\n<li>Cross-check your proposed event date(s) with the BU Law Events Calendar to be sure that you aren&#8217;t scheduling your event on the same day(s) as another important BU Law event or conference<\/li>\n<li>Email <a href=\"mailto:lawres@bu.edu\">lawres@bu.edu\u00a0<\/a> to submit your room reservation request.\n<ul>\n<li>Be sure to include the appropriate amount of set-up and breakdown time when placing your request<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>One Time Events\n<ul>\n<li>Cross-check your proposed event date(s) with the <a href=\"https:\/\/www.bu.edu\/law\/about\/events-calendar\/events-calendar\/\">BU Law Events Calendar<\/a> to be sure that you aren&#8217;t scheduling your event on the same day(s) as another important BU Law event or conference<\/li>\n<li>Email <a href=\"mailto:lawres@bu.edu\">lawres@bu.edu<\/a> to submit your room reservation request.\n<ul>\n<li>Be sure to include the appropriate amount of set-up and breakdown time when placing your request<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>BU Law Event Space Breakdowns<\/h3>\n<ul>\n<li>Barristers\n<ul>\n<li>Rounds without a podium, panel table, or oak tables\u201496 guests (12 tables with 8 chairs per table)<\/li>\n<li>Rounds with a podium &amp; panel table but no oak tables\u201488 guests (11 tables with 8 chairs per table)<\/li>\n<li>Rounds with a podium, panel table &amp; the oak tables\u201480 guests (10 tables with 8 chairs per table)<\/li>\n<li>Lecture-style seating with a podium &amp; panel table\u2014100 guests<\/li>\n<\/ul>\n<\/li>\n<li>Law Auditorium: Stadium-style seating\u2014400 guests<\/li>\n<\/ul>\n<h3>BU Law &amp; BU Event Calendars<\/h3>\n<ul>\n<li>Post events on the <a href=\"http:\/\/www.bu.edu\/phpbin\/calendar\/browse.php?id=44&amp;maxEvents=300\">BU Law<\/a> and\/or <a href=\"http:\/\/www.bu.edu\/calendar\/\">BU event calendar(s)<\/a> as soon as you have your event date approved. 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.<\/li>\n<li>BU Law Events Calendar\n<ul>\n<li><a href=\"https:\/\/www.bu.edu\/law\/admin\">Login to the admin tool<\/a><\/li>\n<li>Click on &#8216;Calendar&#8217;<\/li>\n<li>Click on &#8216;New Event&#8217;<\/li>\n<li>Be sure to include all applicable information and be as specific as possible with the details &amp; logistics. If your event is open to the public, please list that as well.<\/li>\n<li>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\n<ul>\n<li>If your event is open to the BU community, please be sure to check the &#8216;University Events&#8217; box. In doing so, your event is more likely to be picked up by <em>BU Today<\/em>&#8216;s event calendar, as well as other BU departments&#8217; calendars.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Digital Screen Requests<\/h3>\n<ul>\n<li>Submit digital screen requests to <a href=\"mailto:lawcomm@bu.edu\">lawcomm@bu.edu<\/a>.\n<ul>\n<li>Event posts will be added to the line-up one week in advance of your event<\/li>\n<\/ul>\n<\/li>\n<li>All student requests should be sent to the <a href=\"mailto:studaff@bu.edu\">Student Affairs Office<\/a><\/li>\n<\/ul>\n<h3>Room Set-Up Request<\/h3>\n<ul>\n<li>Submit all room set-up requests to Lawres@bu.edu &amp; <a href=\"mailto:lskinner@bu.edu\">Linda Skinner<\/a> via email at least one week in advance of the event\n<ul>\n<li>Include a completed room reservation form and a detailed diagram of the room set-up, along with all special requests and\/or important notes<\/li>\n<\/ul>\n<\/li>\n<li>Once the initial forms are submitted, direct any major changes to the room set-up diagram to <a href=\"mailto:lskinner@bu.edu\">Linda Skinner<\/a> via email ASAP<\/li>\n<\/ul>\n<h3>Facilities<\/h3>\n<ul>\n<li>Events that are scheduled outside of standard Monday \u2013 Friday business hours and\/or on weekends and\/or require set-up or breakdown that occurs outside of standard Monday \u2013 Friday business hours will incur a Facilities fee\n<ul>\n<li>Facilities fees vary depending on the size of the job and the day. Email <a href=\"https:\/\/www.bu.edu\/law\/profile\/demka-fehric\/\">Demka Fehric<\/a> for rates and details at least two weeks in advance of your event.<\/li>\n<li>Facilities fees are paid via FSR<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4>Catering<\/h4>\n<ul>\n<li>Submit all catering orders to Catering On The Charles at least two weeks in advance of the event\n<ul>\n<li>Final guest counts are generally due 3 \u2013 4 business days in advance of your event. Be sure to check with your catering contact for the specific date.<\/li>\n<li>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.<\/li>\n<li>Be sure to include any special dietary requests (i.e., vegan meals, gluten-free meals, etc.) when placing your order<\/li>\n<li>Place your order for linens and\/or linens with skirting when you place your catering beverage order<\/li>\n<li>Catering On The Charles requires payment via ISR within 1 \u2013 2 business days of your event<\/li>\n<\/ul>\n<\/li>\n<li>Catering orders that will include any alcohol must be placed at least 6 weeks in advance of the event\n<ul>\n<li>Catering On The Charles must submit a request for an alcohol permit at least 30 days in advance of all events<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Parking<\/h3>\n<ul>\n<li>Requests for guest parking passes should be placed via ISR\n<ul>\n<li>Guest passes are charged at a rate of $6.00 per pass and are good for one day<\/li>\n<li>Requests for guest passes should be placed at least 2 business days in advance of the event\n<ul>\n<li>If you are requesting a large number of guest passes, it is best to contact the <a href=\"mailto:http:\/\/www.bu.edu\/parking\/general-information\/\">Parking Office<\/a> to discuss logistics and parking lot locations at least 2 weeks in advance of the event<\/li>\n<\/ul>\n<\/li>\n<li>Be specific when placing your request for guest passes via ISR\u2014include the guest name(s), the preferred lot location, estimated arrival &amp; departure time(s), etc.<\/li>\n<li>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.)\n<ul>\n<li>Please note, an attendant is not present at the CAS Lot (240 BSR) on the weekends<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Wireless Access for Event Guests<\/h3>\n<p>To access Boston University\u2019s wireless network, please <a href=\"https:\/\/www.bu.edu\/tech\/services\/infrastructure\/networks\/wireless\/guest\/\">follow these instructions<\/a>.<\/p>\n<h3>Day of Event<\/h3>\n<ul>\n<li>If facilities or set-up issues arise on the day of your event, contact Linda Skinner (Office: 617-353-8747; Cell: 617-593-2575).<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Event Planning\u2014Start to Finish Internal Planning Calendar Put your event on the Internal Calendar with the date, time, title, and audience of any events that you&#8217;re thinking of hosting in the future. Even if an event idea is under consideration, the specifics are vague, or you&#8217;re considering a date that&#8217;s a year from now, all [&hellip;]<\/p>\n","protected":false},"author":10885,"featured_media":0,"parent":1531,"menu_order":1,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"bu-publication":[],"_links":{"self":[{"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/pages\/17967"}],"collection":[{"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/users\/10885"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/comments?post=17967"}],"version-history":[{"count":32,"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/pages\/17967\/revisions"}],"predecessor-version":[{"id":119297,"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/pages\/17967\/revisions\/119297"}],"up":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/pages\/1531"}],"wp:attachment":[{"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/media?parent=17967"}],"wp:term":[{"taxonomy":"bu-publication","embeddable":true,"href":"https:\/\/www.bu.edu\/law\/wp-json\/wp\/v2\/bu-publication?post=17967"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}