Event Planning 101

We understand that event planning can be difficult and confusing, so we have created a checklist to help assist with the process.Ìý

Ìý

Plan Your Details

It is essential to have a clear vision as to what you want your event to look like. Be able to answer the following questions:

  • How many people will be in attendance?
  • Will there be food?
  • Will you require bar service?
  • When will the event take place?
  • Will you have a speaker?

Ìý

When?ÌýÌý

As soon as possible

Reserve A Space

Once you have an estimate of how many people will be in attendance you can begin reserving a room.

  • Know your chartstringÌý
  • Create a user profile in Event Space Reservation System
  • Fill out the form and request a space
  • You'll receive an email from OSI confirming the space

Ìý

When?ÌýÌý

At least 8 weeks in advance

Request Additional Services

You have secured a room! Now, do you need any help with set-up? Will you be ordering food? Do you need extension cords, projectors, etc.?

  • Yes, food! Fill out the food request form
  • Yes, set-up! Awesome! Let event management know with an email.
  • Yes, tech! Submit the Media Technology Services Request Form

Ìý

When?ÌýÌý

After OSI approval: 5 weeks in advance

Finalize Event Details

  • Give Event Management revised counts of your attendees

Ìý

When?ÌýÌý

At least 12 business days in advance

Provide Final Guarantees

  • Give Event Management final guarantee numbers

Ìý

Ìý

When?ÌýÌý

Three business days in advance

Event Management Guidelines

Outside food

No outside food is allowed to be brought into the following locations:

  • Gasson 100
  • Boston/Heights/Newton Rooms
  • Faculty Dining Room
  • Lyons (Welch) Dining Hall
  • McElroy Carney Dining Hall
  • McElroy Eagle’s Nest
  • Stuart Snack Bar (aka the Yellow Room)
  • Walsh Function Room
  • Yawkey Murray Function Room
  • 2101 CommonwealthÌý

Possible fees

  • Grounds Overtime Charges (before 7 a.m. and after 3 p.m.): $42.84/hr (4-hour min.)
  • Lyons & Boston/Heights/Newton Room Supervisor: $125
  • Yawkey Door Monitor: $35/hr (4hr min.)
  • Electrician: $55/hr (4hr min.)

For official estimates, the organization should work with Event Management once they've met with their adviser.

Back To Top