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. 


 

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?

 

When?  

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 chartstring 
  • 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

 

When?  

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

 

When?  

After OSI approval: 5 weeks in advance

Finalize Event Details

  • Give Event Management revised counts of your attendees

 

When?  

At least 12 business days in advance

Provide Final Guarantees

  • Give Event Management final guarantee numbers

 

 

When?  

Three business days in advance

Event Management Guidelines

Outside food

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

  • 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

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.