Event How-To Guide

Event Planning—Start to Finish

Internal Planning Calendar

Put your event on the Internal Calendar with the date, time, title, and audience of any events that you’re thinking of hosting in the future. Even if an event idea is under consideration, the specifics are vague, or you’re considering a date that’s a year from now, all potential events should be listed on the internal planning calendar.

Event Date & Room Request Process

PLEASE NOTE: Students must receive approval from the Student Affairs or Career Development Office before they can request a room or date for their event.

Are you a student, student organization or journal? Please refer to this page for guidance and the relevant links.

  • Annual Events
    • Remember to book space for all annual events as soon as a date is agreed upon—you cannot assume that space will be booked for you, even if your event happens on the same day(s) each year!
    • Cross-check your proposed event date(s) with the BU Law Events Calendar to be sure that you aren’t scheduling your event on the same day(s) as another important BU Law event or conference
    • Email lawres@bu.edu  to submit your room reservation request.
      • Be sure to include the appropriate amount of set-up and breakdown time when placing your request
  • One Time Events
    • Cross-check your proposed event date(s) with the BU Law Events Calendar to be sure that you aren’t scheduling your event on the same day(s) as another important BU Law event or conference
    • Email lawres@bu.edu to submit your room reservation request.
      • Be sure to include the appropriate amount of set-up and breakdown time when placing your request

BU Law Event Space Breakdowns

  • Barristers
    • Rounds without a podium, panel table, or oak tables—96 guests (12 tables with 8 chairs per table)
    • Rounds with a podium & panel table but no oak tables—88 guests (11 tables with 8 chairs per table)
    • Rounds with a podium, panel table & the oak tables—80 guests (10 tables with 8 chairs per table)
    • Lecture-style seating with a podium & panel table—100 guests
  • Law Auditorium: Stadium-style seating—400 guests

BU Law & BU Event Calendars

  • Post events on the BU Law and/or BU event calendar(s) as soon as you have your event date approved. You can always mark your location as TBD or make a note to check back for additional information. Be sure to fill in any additional details as they become available.
  • BU Law Events Calendar
    • Login to the admin tool
    • Click on ‘Calendar’
    • Click on ‘New Event’
    • Be sure to include all applicable information and be as specific as possible with the details & logistics. If your event is open to the public, please list that as well.
    • Be sure to click the appropriate boxes on the left for your event to appear in the most appropriate places on the BU Law website
      • If your event is open to the BU community, please be sure to check the ‘University Events’ box. In doing so, your event is more likely to be picked up by BU Today‘s event calendar, as well as other BU departments’ calendars.

Digital Screen Requests

  • Submit Visix screen requests to lawcomm@bu.edu.
    • Event posts will be added to the line-up one week in advance of your event
  • All student requests should be sent to the Student Affairs Office

Room Set-Up Request

  • Submit all room set-up requests to Lawres@bu.edu & Linda Skinner via email at least one week in advance of the event
    • Include a completed room reservation form and a detailed diagram of the room set-up, along with all special requests and/or important notes
  • Once the initial forms are submitted, direct any major changes to the room set-up diagram to Linda Skinner via email ASAP

Facilities

  • Events that are scheduled outside of standard Monday – Friday business hours and/or on weekends and/or require set-up or breakdown that occurs outside of standard Monday – Friday business hours will incur a Facilities fee
    • Facilities fees vary depending on the size of the job and the day. Email Demka Fehric for rates and details at least two weeks in advance of your event.
    • Facilities fees are paid via FSR

Catering

  • Submit all catering orders to Catering On The Charles at least two weeks in advance of the event
    • Final guest counts are generally due 3 – 4 business days in advance of your event. Be sure to check with your catering contact for the specific date.
    • Kosher catering orders and final guest counts must be placed sooner than non-kosher catering orders. Be sure to check with your catering contact for the specific date.
    • Be sure to include any special dietary requests (i.e., vegan meals, gluten-free meals, etc.) when placing your order
    • Place your order for linens and/or linens with skirting when you place your catering beverage order
    • Catering On The Charles requires payment via ISR within 1 – 2 business days of your event
  • Catering orders that will include any alcohol must be placed at least 6 weeks in advance of the event
    • Catering On The Charles must submit a request for an alcohol permit at least 30 days in advance of all events

Parking

  • Requests for guest parking passes should be placed via ISR
    • Guest passes are charged at a rate of $6.00 per pass and are good for one day
    • Requests for guest passes should be placed at least 2 business days in advance of the event
      • If you are requesting a large number of guest passes, it is best to contact the Parking Office to discuss logistics and parking lot locations at least 2 weeks in advance of the event
    • Be specific when placing your request for guest passes via ISR—include the guest name(s), the preferred lot location, estimated arrival & departure time(s), etc.
    • Guest passes that will be used on the weekends should only be requested for the on-campus pay-to-park lots at which an attendant is present (i.e., Granby Street, Agganis Arena, etc.)
      • Please note, an attendant is not present at the CAS Lot (240 BSR) on the weekends

Wireless Access for Event Guests

To access Boston University’s wireless network, please follow these instructions.

Day of Event

  • If facilities or set-up issues arise on the day of your event, contact Linda Skinner (Office: 617-353-8747; Cell: 617-593-2575).