Holding an Event at BU Law - Fall 2021
This will walk you through planning your event in the law school.
1. Pre-plan for your event
1.1. Identify Ideal Date(s) and Alternative Dates
1.1.1. Check the Master Planning Calendar for conflicts
1.1.2. Make sure you are planning far enough in advance - check SAO policies here
1.2. Location
1.2.1. In the law school? Complete a Room Reservation Request Form to request a space.
1.2.2. 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.
1.3. Food
1.3.1. Catering or Outside food?
1.3.1.1. Catering offers many options and is the default provider of food on campus
1.3.1.1.1. 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.
1.3.1.1.2. 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.
1.3.1.1.3. Catering on the Charles Event Catering. This is appropriate for outside guests, nicer receptions, etc. First step to order? Call or email Catering.
1.3.1.2. Catering Exemption necessary?
1.3.1.2.1. If Catering cannot make the food you wish to serve, you can complete a Catering Exemption form - Deadline: 2 weeks in advance of your event
1.3.1.3. Requesting to serve alcohol on campus? Only Catering on the Charles can serve alcohol at events on campus. In most cases, they need 30 days advance notice to obtain a liquor license.
1.3.1.4. Other considerations
1.3.1.4.1. Serving food? This must be reflected in your room reservation request
1.3.1.4.2. Budget - be sure your budget accurately reflects your food costs
1.3.1.5. 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. In any event, you will need to register any event that you spend money on (see exceptions when using donated funds).
1.4. Budget
1.4.1. SGA is the main funding source for law student organizations
1.4.1.1. SGA grants - see Student Government Handbook for funding information. Funding should be confirmed before making any commitments. NOTE: This handbook is being revised, and may not be up to date.
1.4.1.2. Groups may approach SGA for unforeseen funding requests outside the grant schedule.
1.4.2. Other funding sources
1.4.2.1. National Organization
1.4.2.2. Fundraising efforts
1.4.2.2.1. ALL external solicitations must be approved by someone in administration (CDO, Student Affairs, Alumni office).
1.4.3. Host an event or gathering with no costs!
1.5. Consider Timelines
1.5.1. Catering on the Charles - 2 weeks
1.5.2. Student Catering Guide - 5 business days (maybe less when possible)
1.5.3. Student Production Services (SPS) for AV support in some non-law spaces - 2 weeks
1.5.4. Facilities (aka FM&P or B&G) - 2 weeks
1.5.5. Film rights - 4 weeks
1.5.6. Contracts - 6 weeks
1.5.7. Travel Request Form (for flights and hotels) - 6 weeks
1.5.8. Eventbrite - 2 weeks
1.5.9. LETS- 3 business days
1.5.10. Law AMS- 2+ weeks advance notice; events outside business hours may not be able to be staffed
1.5.11. Parking Permits- 1 week
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 and Event Calendaring Form. You will receive an e-mail confirmation within 3 business days; student events will be added to Master Planning Calendar when room reservations are confirmed.
2.2.1.2. Barristers Hall Reservations. Note: reservations of "event spaces" like Barristers will require additional follow-up from the event contact person
2.2.1.2.1. Register your event on Engage
2.2.1.2.2. In Engage, request a purchase request for a facilities set up (FSR) *Unless you are using donated funds (Affinity groups)*
2.2.1.2.3. Once the purchase request has been approved you are able to see an FSR number in the purchase request section on Engage. Email the FSR number to lawres@bu.edu and cc studaff@bu.edu
2.2.1.2.4. AV Requests (Barristers does not come with AV; it must be requested)
2.2.1.2.5. Submit a purchase request for any vendors you are using (Catering, Facilities, Media, etc.) in Engage (under the finance navigation tab) *Unless you are using donated funds (Affinity groups)* This is to secure and pay for services. If you are using external vendors, make sure to submit purchase requests for those vendors and leave extra time. Remember: contracts require a minimum of 6 weeks.
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 510) 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 Engage a week or two prior to your event.
2.5. If using SGA funds or Organizational funds be sure to submit all purchase requests on Engage to secure funding (facilities, catering, av).
2.5.1. If the group needs supplies for an event or group business, the group may request items as follows:
2.5.1.1. Amazon business requests. Groups may submit a request in Engage by submitting a public wishlist. Please note that groups must account for processing time and the slower shipping speeds in Amazon business.
2.5.1.2. Office supplies. Anything that falls under the category of "office supplies" must be purchased from BU's preferred vendor, WB Masons. Groups should submit purchase requests in advance to ensure timely delivery.
2.6. 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 on Engage.
2.7. Promotion
2.7.1. Visix screens in Law Complex - Email Student Affairs to request posting
2.7.2. SGA Monday Morning Email - submit request on SGA website (make sure to put a date or it won't populate!)
2.7.3. Groups must include language on how to request accommodations. See the link to the language and further guidance.
2.7.3.1. Larger Promotional materials must include- ”Boston University strives to be accessible, inclusive and diverse in our facilities, programming and academic offerings. Your experience in this event is important to us. If you have a disability (including but not limited to learning or attention, mental health, concussion, vision, mobility, hearing, physical or other health related), require communication access services for the deaf or hard of hearing, or believe that you require a reasonable accommodation for another reason please contact the event organizer [link to student leader’s email or student organization’s email] to discuss your needs.”
2.7.3.2. Shorter Promotional materials must include-“To request communication access services or a reasonable accommodation for another reason, please contact [link to student leader’s email or student organization’s email] to discuss your needs.”
2.7.4. Groups may post paper flyers on bulletin boards only. Groups may not post on walls, doors, windows, etc.
2.8. Plan for guest needs
2.8.1. Travel (note: limited support for speaker travel)
2.8.2. Parking. Contact SAO to inquire about parking passes. Deadline is a minimum of 2 weeks in advance, and passes are not guaranteed.
2.8.3. Access. Consider whether speaker/guests will require any support to fully access the facility and programming.
2.8.4. Refreshments. Groups often make water available for speakers/performers.
2.8.5. Wireless. Guests seeking wireless access may use the BU Guest network.
2.8.6. Table tents for speakers
2.8.7. Nametags