For Our Contracted Clients
We look forward to hosting your program at Boston University. We’ve put together some helpful information that you can reference as you plan your arrival.
Please reference your contract for details and deadlines that are specific to your program or event. Review University Policies about conduct while on campus for Day Only Events and for staying in Housing. The below information applies to all programs taking place at Boston University and is intended to serve as a reference only. Information is subject to change; your Events Specialist will communicate any updates regarding the services below.
Click the category title for more details.
ADVERTISING THE LOCATION
Boston University is your location only. In your marketing & registration materials, we require that you include a disclaimer that your program is not affiliated with Boston University and that the use of Boston University facilities does not constitute or imply the endorsement or support by Boston University. Use of the Boston University logo is prohibited. Please speak to your Events Specialist if you have any questions about this policy.
Suggested Disclaimer Language
Header: Boston or Boston Campus
Sub-header: Held at Boston University
Disclaimer text: [PROGRAM NAME] and [PROGRAM PROVIDER] are not affiliated with Boston University. Although [PROGRAM NAME] is scheduled to occur on the campus of Boston University, the use of University facilities and/or property does not constitute or imply the endorsement or support of [PROGRAM NAME] or [PROGRAM PROVIDER] by Boston University.
AUDIO VISUAL/IT
AV/IT equipment and services for in-person, hybrid, or virtual meetings/events are available for rent, and fees will apply. AV/IT order must be determined by the date outlined in your contract deadline schedule. A breakdown of estimated AV/IT costs will be provided as services are selected and revised.
Classroom Usage: Self-service access to installed projector and screen is available at no charge in classrooms. Technical support, additional services, or equipment can be ordered and fees will apply.
WiFi: Boston University’s wireless network is available for use by guests visiting the University for no additional charge. Please note that personal wireless access points are prohibited on the BU network because they interfere with network traffic.
CATERING
For facilities located on the Charles River Campus, all food and beverage must be supplied by Catering on the Charles (Aramark). For facilities located on the Fenway Campus, all food and beverage must be supplied by Catering Services (Sodexo).
Catering selections must be determined by the date outlined in your contract deadline schedule. A breakdown of estimated catering costs will be provided as menu options are selected and revised. Any menu prices quoted are estimates only and are subject to change to meet revised costs of supplies and labor. All food and beverage is subject to 7% MA Meals Tax. Additionally, a 7% meals tax is required on the facility fee for events that the room is rented primarily to serve a meal. If your organization is exempt in the State of Massachusetts, please provide a valid ST-2 and ST-5.
Open bar charges are billed on consumption. Special order liquor items may be available on a per-case or per-bottle basis. Alcohol service ends 30 minutes prior to the scheduled event end time. Non-alcoholic beverages will remain available through event end time. For events with bar service, the BU Police department may require that a BU Police Detail be present and charges will apply.
Weddings and Social Events: An optional menu tasting may be scheduled for a weekday during lunch hours. The tasting may be held in an alternate campus venue.
Any amount charged by Aramark or Sodexo (such as administrative, service, delivery, labor, or other charge or fee), unless expressly designated as a tip or gratuity, is not for the benefit of any employee(s) and is not a tip or gratuity. Charges or fees other than those designated as tips or gratuities are not distributed to employees except where expressly stated otherwise in writing.
DINING HALL
Summer 2024 Dining Hall Per Person Meal Rates:
Breakfast: $11.10
Lunch/Brunch: $16.70
Dinner: $20.00
All food and beverage is subject to a 7% MA Meals tax. If your organization is exempt in the State of Massachusetts, please provide a valid ST-2 and ST-5.
Dining hall meal arrangements can be made with your Events Specialist. All dining hall service must be requested at least thirty (30) days prior to arrival. Your dining hall location will be pre-assigned and will be reflected in your contract. Please refer to your contract for your dining hall assignment, meal dates, and operating hours.
Dining hall meals are accessed with a conference ID card. Any attendee staying in campus housing will be issued a conference ID card at check-in. These same cards will be programmed with the meals. ID cards must be turned in at check-out. A fee is charged for any cards that are not returned. For attendees not staying on campus (commuters), the client can elect to either pay an upfront flat fee per card OR there will be no upfront fee and the client will take responsibility to collect all cards from commuters at the end of the conference. There will be a charge per card for any cards not returned. Please reference your contract for applicable fees.
All food and beverage served at Boston University must be supplied by BU Dining Services (Aramark/Sodexo).
Dining hall hours and daily menus can be found online:
Charles River Campus:
Marciano Commons Dining Hall, 100 Bay State Road
Warren Towers Dining Hall, 700 Commonwealth Avenue
West Campus Dining Hall, 275 Babcock Street
Fenway Campus:
Fenway Campus Dining Hall, 150 Riverway
EMERGENCY ALERTS
Boston University has established the BU Alert notification system for the purpose of communicating with the campus community for weather closures, utility outages, emergencies, or situations requiring the response or attention of the University community. The intent of this system is to provide guidance and information on how individuals can secure themselves and make decisions for their own safety.
If you are a parent or visitor to campus, we invite you to enroll in BU Alert by texting the code word BUALERT to 888777, so you will be notified directly by text of significant emergencies affecting the Boston University community. You must have a US number to enroll.
EVENTS SPECIALISTS
A professional Events Specialist will coordinate all details related to the campus location(s) you have reserved. Events Specialists’ work schedules are Monday-Friday 9 am-5 pm but their schedules can vary depending on other assignments. They will generally respond to phone calls or emails within 1 business day.
FACILITY
Your event contract includes a Facility Fee outlining the venues that have been reserved for your meeting/event. Details about most of our facilities are available on our website:
10 Buick Street, 18th Floor
33 Harry Agganis way, 26th Floor
Dahod Family Alumni Center at the Castle
George Sherman Union (GSU)
Kenmore Room
Metcalf Trustee Center
Photonics Center Colloquium Room
Tsai Performance Center
Academic Facilities/Classrooms: Your Facility Fee will outline the quantity, type, capacity, and location of the classrooms requested for your contract. Classroom locations are not confirmed until the academic calendar is set. If the requested classrooms are not available, comparable rooms will be substituted. For multi-day events, classroom assignments may vary each day and items should not be left in classrooms between sessions. Please note food and beverage is not permitted inside classrooms.
GETTING AROUND
Boston University is located in the heart of a vibrant city. With all the hustle and bustle, it’s important to know all the tips and tricks for getting around the city. Luckily, we know a thing or two about navigating. Check out our resources for parking, public transportation, as well as maps and schedules to keep you moving.
INCLEMENT WEATHER
In the anticipation of a major weather event, if the Licensee chooses to cancel their event by 5:00 pm one (1) full business day prior to the event, the Licensee can reschedule to another available date within one calendar year. The full Facility Fee will be transferred to the new event. Deposits for other services (i.e. catering, parking, rental items) will be transferred as possible.
If the client cancels past this deadline and the University remains open, all deposits will be forfeited.
If the University closes due to weather, the full Facility Fee will be refunded. Deposits for other services (i.e. catering, parking, rental items) will be refunded as possible.
MAIL SERVICES
Any conference shipments or mailed items must be arranged in advance with your Events Specialist. A proper shipping address and shipping instructions will be provided based on the venue and the quantity and size of shipments. Instructions will be provided regarding the timing of package arrivals and for outgoing shipments. Most venues do not have on-site storage so shipments should not be sent directly to an event venue. Associated fees may be applicable.
PARKING
Guest Parking Passes with preferred rates are available for select University lots/garages. Passes are non-refundable, will be placed on the master bill, and must be requested at least ten (10) business days in advance. Parking attendant fees may apply. Your assigned lot/garage location(s) will be confirmed by your coordinator.
Pay-on-entry options may be available in select lots. The hours for pay lots vary and daily rates are subject to change per the Red Sox games, Fenway events, or Agganis Arena events.
POLICE DETAIL - BUPD
Depending on the nature of your event, the BU Police Department (BUPD) may require that a BU Police Detail be present at your event. If required, you will be notified as soon as possible and will be responsible for any charges associated with BU Police.
RESIDENCE HALLS
On-campus housing is available for programs between June 1 and mid-August. Your event contract outlines the residence hall(s) and room blocks that have been reserved for your meeting/event. Details about most of our residence halls are available on our website:
For Adult Groups:
10 Buick Street
33 Harry Agganis Way
610 Beacon Street
For Youth Groups:
1019 Commonwealth Avenue
575 Commonwealth Avenue
West Campus (Claflin, Sleeper, Rich)
RETAIL DINING
Retail dining can be arranged through your Events Specialist. Conference ID cards will be programmed with convenience points (a dollar value) to be used for food and beverage at the George Sherman Union Court or other retail dining locations. Final charges will be based on actual points redeemed.
All attendees staying on campus will be issued the conference ID card when they check in to the residence hall. These same cards will be programmed with the convenience points. ID cards must be turned in at check-out. A fee of $25 is charged for any cards that are not returned.
For attendees that are not staying on campus (commuters), the client can elect to pay an upfront flat fee of $8 for each card OR there will be no upfront fee and the client will take responsibility to collect all cards from commuters at the end of the conference. There will be a charge of $25 per card for any cards not returned.