Room Reservations and Event Planning
catering and bureau of conferences
When you are thinking about planning an event on campus, the Bureau of Conferences is here to guide you through the process. We suggest you begin with space considerations. Whether you need a simple room reservation, or a complex, custom room configuration with custom equipment, we can accommodate your needs.
Once your space is confirmed we offer a variety of tools, from event planning checklists to on-line menus, that help you formulate the ultimate event for your guests. Additionally, the Bureau of Conferences has experienced event planners who will work with you to customize your event to best meet your needs.
Advanced planning will ensure that your event is a success. The following is a guide to critical components of common event types:
1. Reserve your space
as soon as possible
Our online space reservation system makes it easy to reserve rooms managed by the Bureau of Conferences. Learn more about the room reservation process.
2. Secure a liquor license
at least eight weeks in advance
If you will be serving liquor at your event, there is a chance that a liquor license may be required. Your event coordinator at the Bureau of Conferences will determine this need. You need a liquor license if your event is being paid by check, if your guests will pay for their drinks, if your guests will pay some type of admission or registration fee, or if anything of value is exchanged for alcohol. If you are planning an event with alcohol, please review the Boston College policy regarding use of alcohol.
3. Finalize event details
at least twelve business days in advance
For more involved events, you should be prepared to discuss event details with your event coordinator, including: room arrangements, a timeline for your event, a budget for flowers and any extraordinary costs (e.g. tents, equipment rental, pianos).
4. Request audiovisual services
at least two weeks in advance
Audiovisual needs are met by Boston College's Media and Technology Services department. If your event requires these services, please complete the audiovisual services online request form.
5. Finalize your menu
at least twelve business days in advance if your menu includes any of the following: stationary and active selections, hot hors d'oeuvres, waited breakfast selections, barbecues, hot buffets, waited meals, or alcoholic beverage service.
at least three to five business days in advance for snacks and pastries, cold breakfast selections, cold hors d'oeuvres, cheese and crackers, fruit and crudités, luncheon selections, refreshments, and desserts.
6. Finalize attendee count
at least three business days in advance
You should contact your event coordinator three business days before your event, to finalize the attendee count and confirm room arrangements. Note: the actual day of your event is not counted as one of these business days.