Skip to main content

Secondary navigation:

Event Management

External Event Policies and Procedures

effective June 1, 2015

Alcohol 

If you are planning an event with alcohol, please review the Boston College policy on alcohol use, and contact your Event Coordinator at your earliest convenience.

 

Animals/Pets

All animals and/or pets are prohibited in all indoor spaces on campus, with the exception of service animals assisting those with disabilities.

 

Catering

We are proud to offer a full array of catering services through Heights Catering.  Please reference Heights Catering policies and procedures for more information. To submit your catering order, please contact your Event Coordinator.

 

Certificate of Insurance

Some events require a certificate of insurance prior to your event.  Should this be the case, your Event Coordinator will alert you.

 

Cancellations

If you must cancel or postpone your event, please inform your Event Coordinator as soon as possible. If cancellation occurs 3 business days prior to the event, a cancellation fee equal to 100% of the estimated charges will be due. Cancellation requests are required in writing by email, and should be directed to your Event Coordinator.

 

Hours of Operations

Event Management is open Monday through Friday from 8:30 a.m. to 5:00 p.m.  Our administrative offices are closed on Boston College holidays and closedown dates.  Please check with your Event Coordinator regarding availability of services on these dates.

 

Payment

External organizations may pay by check and most major credit cards.

 

Post-Event Survey

Our customer's insight and input is very important to us. In order for us to provide you the best possible service, we would appreciate any feedback you have about your event throughout every stage of the planning process. If you would like to share your thoughts with us, please feel free to fill out our Customer Survey.

 

Room Charges

As of June 1, 2015, visitors to campus will be charged for the use of Event Management conference and function rooms on campus. As you explore our venues, download our Venue Information Packets for detailed information on the functionality and cost of spaces on campus. A summary of venue fees is available online. Any reservations over the lunch hour will be charged as full day reservations. Total event time includes the setup and cleanup time for the event.

 

Smoking Policy

Smoking is prohibited in all Boston College buildings and vehicles. This prohibition applies to all indoor air space including private faculty and administrative offices, all areas of residence halls, and dining facilities. Smoking is also prohibited outdoors within twenty feet of a residence hall. To implement and enforce this policy, common courtesy and consideration toward others should be exercised.

Smoking is permitted only in open areas outside buildings, if the area is not identified as a hazardous area and is not within twenty feet of a residence hall.

 

Taxes and Fees

All prices are subject to the 7% Massachusetts Meals Tax (6.25% state tax and .75% local tax) where applicable. Both tax exempt forms ST-2 (Certificate of Exemption) and ST-5 (Sales Tax Exempt Purchaser Certificate) must be filed prior to the event. If we do not receive both forms from you Massachusetts meals tax will be applied to your orders.

Event Management is a University department charged with supporting students, faculty, and staff, and guests in the coordination of on-campus events. The coordination of all events will incur a 20% event administration fee.

 

University Closure Due to Emergency Events and Weather

When Boston College is closed due to emergency events or weather, all booked events will follow suit for the duration of the closure. In the instance that the event must happen, the event organizer must contact Event Management and work out the logistics of how and when the event will occur. Safety and potentially hazardous conditions may mean that this is not possible.

The only exception is Athletic events that revolve around specific sporting events. Any event associated with a game (Football, Hockey, Men's Basketball, and Women's Basketball) will follow the schedule of the event. If the game is canceled or rescheduled, then all events associated with it will follow suit.