As you are deciding where and when to hold your event on campus, there are a number of broad questions that you might be curious about. Below are some considerations to help you handle the initial planning.

Room Usage Fees
Booking Periods & Future Requests
Catering
LETS
Custodial Services
Furniture & Equipment Inventories
Parking
Police
Sustainability
Accessibility
WiFi
Resources & Rentals
Protection of Minors

Room Usage Fees

Room usage fees for the E&C locations listed below are now available. These fees are in effect for fiscal year indicated and only applicable to internal departments and groups. Updated fees will be posted as they are available.

Room Usage Fees

E&C Locations

  • PHO Colloquium Room (PHO 906)
  • Trustee Ballroom & Lounge (OSW 922)
  • Trustee Lounge only (OSW 921)
  • Kenmore Room (OSW 916)
  • Dahod Family Alumni Center at the Castle
  • Ladd Room (HAW 202)
  • Living Room (HAW 224)
  • Hewitt Boardroom (HAW 301)
  • Only available in summer: 10 Buick, 18th Floor (StuVi1 1801) and 33 Agganis, 26th Floor (StuVi2 2603)

Booking Periods & Future Requests

  • Fall and spring semester calendars for E&C-controlled event locations typically open one year in advance.
  • Summer calendars open on February 1 for the summer of that same year.
  • Calendars for classrooms open on a semester-by-semester basis once academic class schedules are finalized.
    • Requests for classrooms can be entered into 25Live up to 365 days prior to the event date, but requests will not be reviewed or approved until OUR has granted E&C booking access for classrooms (which happens after the academic class schedules have been finalized.)

Requests for dates more than one year out will not be entertained; wait and make your request in 25Live up to 365 prior to the event date.

  • Non-academic events are reviewed & approved by E&C.
  • Academic events are reviewed & approved by OUR.
  • Requests for classrooms are never guaranteed.
    • Note: Classroom availability will not be accurate in 25Live prior to the creation of the academic class schedule for the semester that you are trying to book.

Log in to 25Live

Special notes about requesting space:

Catering

All catering for any event hosted by a department must be provided by Catering on the Charles (Aramark) on the Charles River Campus (including 43 Hawes Street in Brookline) and by Catering at Fenway Campus by Sodexo on the Fenway Campus. Outside caterers cannot provide catering in any event location on either the Charles River or Fenway campuses.  (Catering information for student organizations is also available.) Payment: ISR for Dining Services – Charles River Campus.

A liquor license is required when an event will serve any type of alcohol in a facility that does not have a liquor license already. Facilities with a liquor license are the Dahod Family Alumni Center at the Castle, George Sherman Union, One Silber Way, and Agganis Arena. When a client requests alcohol for their event, Catering on the Charles or Sodexo will work to secure a liquor license for the event; thus, the client does not need to complete an application as they would for other licenses. The fee for the liquor license will be added to the client’s catering bill.

Food & Beverages in Classrooms

Food and beverages are not allowed in any academic classroom (defined as a room owned by the Office of the University Registrar for which the primary and intended use is for the teaching of academic classes.)

LETS

Equipment pricing is available online. Two-week notice is required for all weekend events so they can confirm availability. For a quote, please contact Learning & Event Technology Services (LETS) by completing the Request Meeting & Event Support form, emailing letshelp@bu.edu, or calling 617-353-3227. Requisitions for services are required and must be submitted at least 4 business days before the date of requested services; full service policies can be found online. Payment: ISR for IS&T – LETS Meeting & Event Support – AV/IT (CRC/Fenway).

Custodial Services

Custodial services are necessary and there will be associated charges for room set-up and cleaning. Please refer to the “Next Steps” document provided with your 25Live confirmation email to learn more specifics about the location you booked. Payment: FSR/Work Order.

Furniture & Equipment Inventories

Furniture and equipment must remain in the building it is assigned to/purchased for in order to service events in that building at all times and to prevent damage or loss.

  • Event furniture and equipment is not permitted to be taken from one building to another building that doesn’t have its own inventory.
  • If an event is being hosted in a building that does not have its own inventory of furniture and equipment, those items will need to be rented from an approved rental vendor that can be found on the Resources & Rentals page.

Parking

For parking needs, contact Parking & Transportation Services at parking@bu.edu or 617-353-2160. View parking lots and locations online.  Payment: ISR to Parking Services.

Police

To arrange for police details 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.

Sustainability

Events & Conferences is part of the campus-wide commitment to meet the ambitious goals of the BU Climate Action Plan and Zero Waste Plan. Think about what you can do to reduce the environmental footprint of your event with these ideas from Events & Conferences, 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 event accessibility 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.

WiFi

All event guests can access the wireless network by individually registering their device on the BU Guest network. Guests will not have access to University-specific resources but will have full access to the Internet. Details on accessing the BU Guest network can be found online. For questions or support, contact the IT Help Center at ithelp@bu.edu or 617-353-HELP (4357).

Resources & Rentals

Review our Resources & Rentals page to learn more about both campus service providers and equipment rental vendors.

Protection of Minors

Boston University is committed to maintaining a safe environment for all members of the University community and guests. Minor children visiting University facilities or participating in University sponsored programs and activities require particular vigilance in order to protect their safety and well-being. This Protection of Minors Policy and accompanying Procedures will guide the conduct of University students, faculty, staff, and volunteers, as well as external individuals and organizations, who operate programs using University facilities that involve interaction with minors.  The full policy can be found on the BU Policies website.