Holding an Event at BU Law - Spring 2018

1. Follow up

1.1. Confirm all vendors are paid

1.2. Request any reimbursements for funds spent out of pocket

1.3. Provide itemized receipts to SGA Treasurer and request that SGA complete a funds transfer to clear deficit in your SAO account

1.4. Create summary of event and organize relevant info for next year's e-Board

1.5. Send thank-you notes to those involved, especially anyone outside BU Law

2. Execution

2.1. Confirm funding is approved and sufficient to execute plans

2.1.1. For SGA grants, see Student Government Handbook for funding information. Funding should be confirmed before making any commitments.

2.2. Reserve rooms and obtain confirmation

2.2.1. In the Law School?

2.2.1.1. Complete Room Reservation Request Form. You will receive an e-mail confirmation within 2 business days; student events will be added to Master Planning Calendar and Law Events calendar when room reservations are confirmed

2.2.1.2. Note: reservations of "event spaces" like Barristers will require additional follow-up from the event contact person

2.2.2. Outside the Law School?

2.2.2.1. Outside the law school? Your secretary will have the opportunity to be trained on 25Live, the University room scheduling tool. Visit the Student Activities Office (SAO) for guidance on all aspects of this process.

2.2.3. Off campus

2.2.3.1. Visit Student Affairs (suite 503) for more guidance before proceeding

2.3. Confirm date and confirm with any key guests/speakers

2.3.1. Complete on-campus performer contract, if needed for outside speakers (in Engage) - note 6 weeks required for paid performers

2.4. Register your event in OrgSync

2.5. If using SGA funds, complete Law Deficit agreement in OrgSync

2.6. Identify, confirm and pay other vendors

2.6.1. Catering

2.6.1.1. Work with Catering to select your food options and obtain an estimate/invoice/event sheet

2.6.1.1.1. Student Catering Guide/Menu. This is the easiest and most cost effective Catering option. Groups pick-up at the GSU. See BU Law Student Organization Manual for the step-by-step instructions for ordering and paying.

2.6.1.1.2. Charlie to Go. This is a great option for ordering national brands for a meeting or nicer sandwiches/salads for events with outside guests. First step to order? Call Catering.

2.6.1.1.3. Catering on the Charles Event Catering. This is appropriate for outside guests, nicer receptions, etc. First step to order? Call Catering.

2.6.1.2. Submit a Withdrawal request to pay Catering

2.6.1.2.1. To pay Catering, go to OrgSync > More > Treasury > Manage Revenue Funds > create withdrawal > then complete the withdrawal request, uploading the Catering estimate/invoice/event sheet as documentation

2.6.2. Printing

2.6.3. Law Academic Media Services

2.6.4. Facilities (FM&P)

2.6.5. BUPD

2.6.6. Other - Groups seeking to work with outside vendors of any kind should work closely with SAO to ensure proper policies and procedures are followed.

2.7. Ticketing. If you will be charging or limiting admission to your event, SAO requires your group to use Eventbrite. Requests must be made at least 2 weeks in advance in Org Sync (your portal>forms>Eventbrite Setup Form)

2.8. Promotion

2.8.1. Add events to Law Website calendar (once finalized)

2.8.2. Visix screens in Law Complex - Email Student Affairs to request posting

2.8.3. SGA Monday Morning Email - submit request on SGA website (make sure to put a date or it won't populate!)

2.8.4. Tabling. Student groups may request to table in McCausland Commons (the Cafe) by emailing Student Affairs.

2.8.5. Facebook. Many groups choose to promote their events in the various class pages on Facebook. SGA encourages groups to share their event to the SGA page to encourage central calendar effect.

2.8.6. Posters. Please review the posting policy in the Law Student Organization Manual.

2.9. Plan for guest needs

2.9.1. Travel (note: limited support for speaker travel)

2.9.2. Parking. Contact SAO to inquire about parking passes. Deadline is a minimum of 2 weeks in advance, and passes are not guaranteed.

2.9.3. Access.  Consider whether speaker/guests will require any support to fully access the facility and programming.

2.9.4. Refreshments. Groups often make water available for speakers/performers.

2.9.5. Wireless. Guests seeking wireless access may use the BU Guest network.

2.9.6. Table tents for speakers

2.9.7. Nametags

3. Pre-plan for your event

3.1. Identify Ideal Date(s) and Alternative Dates

3.1.1. Check the Master Planning Calendar for conflicts

3.1.2. Make sure you are planning far enough in advance - check SAO policies here

3.2. Location

3.2.1. In the law school? Complete a Room Reservation Request Form to request a space.

3.2.2. Outside the law school? Your secretary will have the opportunity to be trained on 25Live, the University room scheduling tool. Visit the Student Activities Office (SAO) for guidance on all aspects of this process.

3.3. Food

3.3.1. Catering or Outside food?

3.3.1.1. Catering offers many options and is the default provider of food on campus

3.3.1.1.1. Student Catering Guide/Menu. This is the easiest and most cost effective Catering option. Groups pick-up at the GSU. See BU Law Student Organization Manual for the step-by-step instructions for ordering and paying.

3.3.1.1.2. Charlie to Go. This is a great option for ordering national brands for a meeting or nicer sandwiches/salads for events with outside guests. First step to order? Call Catering.

3.3.1.1.3. Catering on the Charles Event Catering. This is appropriate for outside guests, nicer receptions, etc. First step to order? Call Catering.

3.3.1.2. Catering Exemption necessary?

3.3.1.2.1. If Catering cannot make the food you wish to serve or if your group has already arranged for a Catering exemption for cultural food, you can complete a Catering Exemption form on Org Sync (your group portal>Forms> Catering Exemption Request) - Deadline: 2 weeks in advance of your event

3.3.1.3. Requesting to serve alcohol on campus? This requires Catering on the Charles to serve, and in most cases, 30 days advance notice for liquor license

3.3.1.4. Other considerations

3.3.1.4.1. Serving food? This must be reflected in your room reservation request

3.3.1.4.2. Budget - be sure your budget accurately reflects your food costs

3.3.1.5. Ordering from an outside vendor for small, internal meeting? Groups often choose to spend their personal funds to order directly from a local vendor for small meetings with no outside guests. While this is common practice, it comes with the risk that SAO will decline to reimburse the group.

3.4. Budget

3.4.1. SGA is the main funding source for law student organizations

3.4.1.1. SGA grants - see Student Government Handbook for funding information. Funding should be confirmed before making any commitments.

3.4.1.2. Groups may approach SGA for unforeseen funding requests outside the grant schedule.

3.4.2. Other funding sources

3.4.2.1. National Organization

3.4.2.2. Fundraising efforts

3.4.2.3. Sponsorship

3.4.2.3.1. ALL external solicitations must be approved by someone in administration (CDO, Student Affairs, Alumni office)

3.4.2.3.2. Alumni/Firm sponsorships

3.4.2.3.3. Review sponsorship policies in the Law Student Organization Manual

3.4.3. Host an event or gathering with no costs!

3.5. Consider Timelines

3.5.1. Catering on the Charles - 2 weeks

3.5.2. Student Catering Guide - 5 business days (maybe less when possible)

3.5.3. Student Production Services (SPS) - 2 weeks

3.5.4. Facilities (aka FM&P or B&G) - 2 weeks

3.5.5. Film rights - 4 weeks

3.5.6. Contracts - 6 weeks

3.5.7. Travel Request Form (for flights and hotels) - 6 weeks

3.5.8. Eventbrite - 2 weeks