Quick Start Guide: Plan Your Event

Room Setup and Custodial

Service Provider: Facilities Management – Custodial, Contact the location’s Area Manager
Payment: Facilities Services Request (FSR) to Facilities

Submit an Event Setup/Cleanup request in the CAMMS portal to generate an FSR/Work Order.

• Select “Event Setup/Cleanup” to receive a cost estimate for your event.
• You must include a setup diagram. You can find sample diagrams for many popular locations on our website or you can request a diagram be made for you using our online form.
• The appropriate Facilities Area Manager for the location of your event will review and respond. When you receive an estimate from the Area Manager, you can choose to accept it, and the FSR will be created, or you can choose to reject it and your request will be cancelled and no setup or cleaning ordered for your event.

Catering and Linens

Service Provider: Catering on the Charles (majority of campus | catering@bu.edu) or Questrom Catering (HAR & OSW only | floresj@bu.edu )
Payment: Internal Service Request (ISR) using the provider of “Dining Services – Charles River Campus”

Charles River Campus locations & 43 Hawes Street: All catering must be provided by Catering on the Charles  (Aramark). Outside caterers cannot provide catering in any event location on either the Charles River or Fenway campuses.

Fenway Campus (except for 43 Hawes Street): Catering is provided by Catering at Fenway Campus by Sodexo .

Plan your menu with the appropriate catering provider.

• Charges can include food, beverages, linens, staffing, and any other services provided by Catering on the Charles or Catering on the Fenway Campus.
• Alcohol: If your event will have alcohol and the event location does not already have an alcohol license, Catering on the Charles needs at least 30 days to apply for a one-day alcohol license from the City of Boston.

AV Support

Service Provider: Learning & Event Technology Services (LETS), letshelp@bu.edu
Payment: ISR to “IS&T-LETS Meeting & Event Support – AV/IT (CRC/Fenway)”

To start your order for equipment and services, email letshelp@bu.edu to auto-generate an Incident Ticket.  Continue to communicate all updates on the same incident ticket by replying to the email or clicking the link to enter the IS&T portal.

Equipment pricing is available on the IS&T website.  Two-week notice is required for all weekend events so LETS can confirm staff availability.

Some locations, such as classrooms and select Events & Conferences-managed locations, have self-service functionality, but you can still hire LETS for assistance.  Other locations do not have any equipment, so you must hire LETS for equipment rental and technical assistance.

Parking

Service Provider: Transportation Services, transportation@bu.edu
Payment: ISR using the provider of “Transportation Services”

You can order parking passes for guests attending your event or you can direct them to pay-on-exit parking lots on campus.  Based on your parking needs, Transportation Services will assign you a parking lot for your guests. You should not communicate any specific parking lot information until you confirm a location with Transportation Services.