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Events

Last updated on April 20, 2018 4 min read Administrator Guidelines for Office of Research Reporting Areas - Events

New Employee Access Checklist (For Event Roles)

New staff with event management responsibilities starting in Office of Research reporting areas should be given access to the following tools and platforms. If you have questions, reach out to research@bu.edu.

  • 25Live
  • CAMMS
  • BU Works Procurement Tools

Getting Started

To plan a successful event, it’s important to understand the goal of the event, consider all stakeholders and vendors, and make sure to be organized.

Reserve Event Space

Pro tip: You can reach out to Events & Conferences or the proprietary space owner to schedule a tour of a venue and discuss your options.

25Live Platform

This is BU’s room scheduling system. Visit the pages below for access, trainings, and to begin requesting space for your events. Note that some proprietary spaces do not use 25Live to reserve rooms.

Proprietary Spaces

Many locations on-campus have their own scheduling processes and/or a person dedicated to managing the schedule of their space. More details here.

Space Floor Plans

Facilities Request (CAMMS)

Facilities Management is responsible for the set-up of your event space (tables, chairs, etc.) as well as other related services.

Facilities requests are submitted on the CAMMS Platform. To gain access, login to the website and follow the prompts. When submitting setup request, make sure to attach an event diagram so Facilities knows where to place everything.

For questions about specific venue space, click here to locate the appropriate area manager.

Website: https://facilities.bu.edu/camms

Email: ithelp@bu.edu

Catering

Catering on the Charles provides all catered food, beverages and related services (such as table skirting) on the Charles River Campus. Events with alcohol MUST be ordered at least 1 month prior to the event. Outside food is not encouraged at BU events. Please contact Catering to discuss one-off situations.

Website: https://www.bu.edu/catering/menus/

Phone: 617-353-2957

Email: catering@bu.edu

A/V Support

LETS (Charles River Campus)

Learning & Event Technology Services (LETS) offers professional audio/visual presentation, computer display, sound reinforcement, audio recording, and Zoom rental services for the Boston University community. Request services 5 business days prior to an event.

Website: https://www.bu.edu/tech/request-meeting-event-support/

Phone: 617-353-3227

Email: letshelp@bu.edu

EdMedia (Med Campus)

EdMedia is your go-to for all needs related to BUMC centrally scheduled classroom and event space reservations and in-room instructional support.

Website: https://www.bumc.bu.edu/bumc-emc/

Email: edtech@bu.edu

Police Detail

A police detail is required for events that involve alcohol, take place on the first floor of a building, and/or have an attendance of 100+ guests.

Website: https://www.bu.edu/police/services/police-details-special-events/

Phone: 617-353-9533

Email: budetail@bu.edu

Parking & Transportation

For parking needs, contact Parking & Transportation Services. Guest Passes are for the use of guests and visitors only and cannot be used by Boston University students, faculty, or staff. Guest Passes may not be re-sold by departments or individuals.

Website: https://www.bu.edu/parking/lots-locations/

Phone: 617-353-2160

Email: parking@bu.edu

Equipment Rental

Many campus venues are equipped with the items needed for your event. If additional equipment is required, you can contact approved vendors including:

For rental items in excess of $1,000, please contact BU Sourcing & Procurement

Hotels

BU Sourcing & Procurement offers advice when working with third-parties for offsite events or hotel room blocks, please visit Sourcing for more information.

Recommended Hotels:

Zoom

Zoom provides a robust platform for online collaboration and meetings, pairing full video and audio conferencing capabilities with content sharing and cloud recording. It is especially popular for meetings with people external to the university and BU events.

Contact IS&T if you are looking to adjust an employee or department zoom account, interested in renting an a Zoom Meeting or Webinar account, or would like guidance on upgrading your meeting space with Zoom Rooms.

Additional Resources

  • Events & Conference Planning Assistance provides event services that you can request.
  • Marketing & Communications offers a one-stop center for the development and production of top-quality web and print communications such as invitations, posters, and programs that effectively convey the Boston University brand
  • Press assists with any issues related to the news media including, event publicity.
  • BU Productions provides a variety of video needs, including single-camera archival recordings of lectures, symposia, and performances; multi-camera productions; and live webcasts in collaboration with the office of Networked Information Services.
  • BU Photography documents the University’s major events, campus developments, and student, faculty, and alumni achievements.
  • Disability & Access Services assists the University in creating an accessible community where students, faculty, staff, and guests with disabilities have an equal opportunity to fully participate in their experiences at BU.

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