{"id":1928,"date":"2024-08-14T10:29:05","date_gmt":"2024-08-14T14:29:05","guid":{"rendered":"http:\/\/www.bu.edu\/reservations\/?p=1928"},"modified":"2026-02-10T14:47:26","modified_gmt":"2026-02-10T19:47:26","slug":"quick-start-guide-plan-your-event","status":"publish","type":"post","link":"https:\/\/www.bu.edu\/reservations\/2024\/08\/14\/quick-start-guide-plan-your-event\/","title":{"rendered":"Quick Start Guide: Plan Your Event"},"content":{"rendered":"<div style=\"font-size: 0.8em;\">\n<p><em>This guide provides basic information and the most common services you will need to plan your event at BU.\u00a0 If you have questions or need additional information, email the E&amp;C Reservations team at <\/em><a href=\"mailto:roomres@bu.edu\"><em>roomres@bu.edu<\/em><\/a><em> and we will be happy to help.\u00a0 <\/em><\/p>\n<h2 style=\"color: #14a2dc;\">Reserve the Event Location<img loading=\"lazy\" src=\"\/reservations\/files\/2024\/08\/icon-venue-e1723217666567-150x150.jpg\" alt=\"\" width=\"47\" height=\"50\" class=\"alignnone wp-image-1889\" \/><\/h2>\n<ul>\n<li>For most locations on campus, make your request for a location in <a href=\"https:\/\/25live.collegenet.com\/pro\/bu#!\/home\/dash\">25Live<\/a>.<\/li>\n<li>For locations not in 25Live, find the contact for these <a href=\"https:\/\/www.bu.edu\/reservations\/around-campus\/proprietary-spaces\/\">proprietary spaces<\/a>.<\/li>\n<li>Information on many popular event locations can be found on <a href=\"https:\/\/www.bu.edu\/reservations\/locations\/\">our website<\/a>.<\/li>\n<\/ul>\n<p><em>Do not advertise your event, invite guests, or contract for services until you receive a reservation confirmation.<\/em><\/p>\n<h2 style=\"color: #14a2dc;\">Order Services<img loading=\"lazy\" src=\"\/reservations\/files\/2024\/08\/icon-checklist-e1723217721475-150x150.jpg\" alt=\"\" width=\"55\" height=\"50\" class=\"alignnone wp-image-1892\" \/><\/h2>\n<div style=\"margin: 15px;\">\n<div style=\"border-left: 10px #9BC53D solid; padding-left: 20px; border-bottom: 10px #9BC53D solid; padding-bottom: 10px; padding-top: 20px;\">\n<h3 style=\"color: #1f3a6f;\">Room Setup and Custodial<\/h3>\n<p><strong>Service Provider:<\/strong> Facilities Management \u2013 Custodial, <a href=\"https:\/\/www.bu.edu\/cpo\/who-we-are\/operations-services\/custodial-operations\/area-managers\/\">Contact the location&#8217;s Area Manager<\/a><br \/>\n<strong>Payment: <\/strong>Facilities Services Request (FSR) to Facilities<\/p>\n<p>Submit an Event Setup\/Cleanup request in the <a href=\"https:\/\/facilities.bu.edu\/camms\/DefaultSAP.aspx\">CAMMS portal<\/a> to generate an FSR\/Work Order.<\/p>\n<ul>\n<li>Select \u201cEvent Setup\/Cleanup\u201d to receive a cost estimate for your event.<\/li>\n<li>You must include a setup diagram. You can find sample diagrams for many popular locations <a href=\"https:\/\/www.bu.edu\/reservations\/locations\/\">on our website<\/a> or you can request a diagram be made for you <a href=\"https:\/\/www.bu.edu\/reservations\/plan\/diagram-service\/\">using our online form<\/a>.<\/li>\n<li>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 <strong>accept<\/strong> it, and the FSR will be created, or you can choose to <strong>reject<\/strong> it and your request will be cancelled and no setup or cleaning ordered for your event.<\/li>\n<\/ul>\n<\/div>\n<div style=\"border-right: 10px #16425b solid; padding-right: 20px; border-bottom: 10px #16425b solid; padding-bottom: 10px; padding-top: 20px;\">\n<h3 style=\"color: #1f3a6f;\">Catering and Linens<\/h3>\n<p><strong>Service Provider:<\/strong> Catering on the Charles (majority of campus | <a href=\"mailto:catering@bu.edu\">catering@bu.edu<\/a>) or Questrom Catering (HAR &amp; OSW only | <a href=\"mailto:floresj@bu.edu\">floresj@bu.edu<\/a> )<br \/>\n<strong>Payment:<\/strong> Internal Service Request (ISR) using the provider of \u201cDining Services \u2013 Charles River Campus\u201d<\/p>\n<p><strong><em>Charles River Campus locations &amp; 43 Hawes Street:<\/em><\/strong> All catering must be provided by\u00a0<a href=\"http:\/\/www.bu.edu\/catering\">Catering on the Charles <\/a>\u00a0(Aramark). Outside caterers cannot provide catering in any event location on either the Charles River or Fenway campuses.<\/p>\n<p><strong><em>Fenway Campus (except for 43 Hawes Street<\/em><\/strong><strong>):<\/strong> Catering is provided by <a href=\"https:\/\/content-service.sodexomyway.com\/media\/BostonUniversityFenwayFlavours_2022-23_tcm468-152669.pdf?url=https:\/\/bufenway.sodexomyway.com\/\">Catering at Fenway Campus by Sodexo<\/a> .<\/p>\n<p><a href=\"https:\/\/www.bu.edu\/catering\/menus\/\">Plan your menu<\/a> with the appropriate catering provider.<\/p>\n<ul>\n<li>Charges can include food, beverages, linens, staffing, and any other services provided by Catering on the Charles or Catering on the Fenway Campus.<\/li>\n<li>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.<\/li>\n<\/ul>\n<\/div>\n<div style=\"border-left: 10px #FFAD05 solid; padding-left: 20px; border-bottom: 10px #FFAD05 solid; padding-bottom: 10px; padding-top: 20px;\">\n<h3 style=\"color: #1f3a6f;\">AV Support<\/h3>\n<p><strong>Service Provider:<\/strong> Learning &amp; Event Technology Services (LETS), <a href=\"mailto:letshelp@bu.edu\">letshelp@bu.edu<\/a><br \/>\n<strong>Payment:<\/strong> ISR to \u201cIS&amp;T-LETS Meeting &amp; Event Support \u2013 AV\/IT (CRC\/Fenway)\u201d<\/p>\n<p>To start your order for equipment and services, email <a href=\"mailto:letshelp@bu.edu\">letshelp@bu.edu<\/a> to auto-generate an <strong>Incident Ticket<\/strong>.\u00a0 Continue to communicate all updates on the same incident ticket by replying to the email or clicking the link to enter the IS&amp;T portal.<\/p>\n<p>Equipment pricing is available <a href=\"https:\/\/www.bu.edu\/classrooms\/tech-support\/training\/media-support-services\/media-support-rates\/\">on the IS&amp;T website<\/a>.\u00a0 Two-week notice is required for all weekend events so LETS can confirm staff availability.<\/p>\n<p>Some locations, such as classrooms and select Events &amp; Conferences-managed locations, have self-service functionality, but you can still hire LETS for assistance.\u00a0 Other locations do not have any equipment, so you must hire LETS for equipment rental and technical assistance.<\/p>\n<\/div>\n<div style=\"border-right: 10px #F71735 solid; padding-right: 20px; border-bottom: 10px #F71735 solid; padding-bottom: 10px; padding-top: 20px;\">\n<h3 style=\"color: #1f3a6f;\">Parking<\/h3>\n<p><strong>Service Provider:<\/strong> Transportation Services, <a href=\"mailto:transportation@bu.edu\">transportation@bu.edu<\/a><br \/>\n<strong>Payment:<\/strong> ISR using the provider of \u201cTransportation Services\u201d<\/p>\n<p>You can order parking passes for guests attending your event or you can direct them to pay-on-exit parking lots on campus.\u00a0 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.<\/p>\n<\/div>\n<h3 style=\"color: #1f3a6f;\">Other Services<\/h3>\n<p>Other services you may need for your event include police details, filming, trades (carpentry, electrical, plumbing, trucking, painting), accessibility, photography, or equipment rentals.\u00a0 You can find more information for these other services <a href=\"https:\/\/www.bu.edu\/reservations\/plan\/resources-rentals\/\">on our website<\/a>.<\/p>\n<\/div>\n<h2 style=\"color: #14a2dc;\">Finalize Details<img loading=\"lazy\" src=\"\/reservations\/files\/2024\/08\/icon-timeline-e1723217778175-150x150.jpg\" alt=\"\" width=\"60\" height=\"50\" class=\"alignnone wp-image-1893\" \/><\/h2>\n<p>Once all of your services are ordered and your plans in place, make sure you finalize details with each service provider 3 to 5 days prior to your event date:<\/p>\n<ul>\n<li>Confirm your room setup with Facilities.<\/li>\n<li>Provide your final guest count to Catering for food ordering and find out who your on-site catering manager will be.<\/li>\n<li>Find out who your LETS tech will be and get a cell phone contact number.<\/li>\n<li>Ensure you have your parking passes \u2013 either a QR code you email to guests or individual passes you provide directly to guests.<\/li>\n<\/ul>\n<h2 style=\"color: #14a2dc;\">Event Day <img loading=\"lazy\" src=\"\/reservations\/files\/2024\/08\/icon-calendar-e1723217822630-150x150.jpg\" alt=\"\" width=\"54\" height=\"50\" class=\"alignnone wp-image-1894\" \/><\/h2>\n<p>Arrive on site at your event location prior to the start time to ensure the location is set up correctly and all service providers are ready to go.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>A Quick Start Guide of the most common steps in planning an event on campus.<\/p>\n","protected":false},"author":1420,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[13,5],"tags":[],"_links":{"self":[{"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/posts\/1928"}],"collection":[{"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/users\/1420"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/comments?post=1928"}],"version-history":[{"count":6,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/posts\/1928\/revisions"}],"predecessor-version":[{"id":2407,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/posts\/1928\/revisions\/2407"}],"wp:attachment":[{"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/media?parent=1928"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/categories?post=1928"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/tags?post=1928"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}