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Event Planning

The Student Programs Office is your first stop for all student organization events. Well-planned events enhance the learning environment at Boston College, make an innovative and unique contribution to campus life, and closely align with the mission of the organization.

For Event Planning traning, go to the student organization training portal.

 

Steps for Event Planning

1. Request space by going to the Event Space Reservation System on your Agora Portal. For help reserving space go to the Space Reservation Help Page.

2. Request your event on MyBC by going to your organization's portal, "Events", "Create an Event".

3. If needed, treasurers submit a budget request to the SOFC.

4. You will receive a message from the Student Programs Office regarding next steps for event approval.

Please note: Events should be planned at least 4 weeks in advance to ensure that external and internal services are able to be used.


External Services

Organizations must meet with a member of the Student Programs Office when planning events that require external services. Please plan to work at least 4 weeks in advance for events with multiple logistics.

 

Contracting a Performer/Speaker

Submit the proper financial paperwork to the Student Programs Office. Contract must be SPO approved.

Sample Contract

Sample Performance Contract

Outside Vendor Form

W-9 Form

 

Room Setup, Catering, Stage, etc.

4 weeks prior to the event

Once your event has been approved by SPO, you can begin working on these logistics with the Bureau of Conferences.

 

Ticket Sales

4 weeks prior to the event

All ticket sales must go through the Robsham Box Office. Complete the RTAC Ticketing Request Form.

Requests for tickets may only be made by the financial officer/treasurer. All tickets will be subject to processing/facility fees—both on-line and at the window. Minimum ticket prices start at $10.00.

 

Showing a Movie

4 weeks prior to the event

Contact Media Technology Services to inquire about movie rights.

 

Microphone, Podium, Sound Assistance

3 weeks prior to the event

Submit an online Media Technology Services Request Form.

 

Police Detail, Eagle EMS

The Student Programs Office will determines whether police detail is needed. For Eagle EMS, complete a Standby Request Form.