Frequently Asked Questions
What is an appropriate timeline for planning an event?
What additional costs are associated with obtaining a temporary liquor license?
What if we do not meet the catering minimums?
What is the cost of reserving a room?
Why must I employ a custodian for my event?
How can I order a sign for an event?
Department Events
University departments host a wide variety of events across campus, ranging from small department meetings to large multiday conferences.
If you are new to the event-planning process and have a large-scale event to plan, the Comprehensive Event Guide may be a valuable resource. This guide was created by academic administrators for academic administrators and offers insight into planning major events that goes beyond the scope of Conference and Events Services. This guide may not be necessary for smaller events.
Event Locations
A variety of spaces are available to accommodate diverse groups and needs. There is no charge for space, but services beyond space reservation frequently have costs associated with them. Rental equipment, custodial service and catering are just some examples of the services that can be added to an event for an additional fee.
> View a list of available rooms and specificiation
Conference Spaces
Conference spaces may be booked at almost any time and have minimal restrictions. Many of these rooms do not have existing set-ups and can be arranged to fit your needs.
Built-in technology varies from space to space. Additional audio-visual equipment can be provided by Media Technology Services at a reasonable cost. Catering is available through Dining Services.
These spaces book quickly, so plan ahead.
The Faculty Club
The Faculty Club features the Main Dining Room, the President’s Dining Room and the Lounge.
Whether you are planning a meeting, an informal lunch or an elegant affair, the Faculty Club combines a picturesque setting with outstanding service.
Lunch parties can choose from the catering menu or the Faculty Club's soup-and-salad bar.
Academic Spaces
Some classroom spaces can be booked outside of class times, generally after 6 p.m. and on weekends. Many classrooms are equipped with audio-visual equipment and offer a convenient and economical option for presentations. Classroom set-ups cannot be altered, and food is not permitted.
Additional Spaces
Many popular spaces are reserved directly through departments under whose purview they fall. The departments manage these spaces themselves and have their own processes and policies for use.
General Policies
Reservations are managed by Conference and Events Services, and reservation forms are sent out via fax to the appropriate department. A department point person for the event is responsible for contacting Conference and Events Services to plan the event and communicate all details.
Once all details have been added, an updated Reservation Form will be faxed back to the department. The point person must review the form for accuracy, obtain the necessary signature and chargeline (when appropriate) and fax the form back to Conference and Events Services at 781-736-4318.
Catering
All department-sponsored university events must be catered through Dining Services. Catering books containing Dining Services’ policies and menus can be found on the Dining Services’ Web site
All catering orders must be confirmed a minimum of five business days prior to the event. Kosher catering orders must be confirmed 10 business days prior to the event. Late orders are subject to approval by Dining Services and will be charged a 25 percent late fee.
Dining Services will deliver any order over $150 free of charge. Any catering order that does not meet this minimum will be charged a delivery fee of $50. Frequently, clients can pick up smaller orders and avoid this fee. Ask your event specialist for more information about arranging a pick-up. Additional policies can be found at the Dining Services' Web site.
Alcohol
Brandeis University and Dining Services are committed to adhering to all Massachusetts laws and guidelines for the safe serving of alcohol (view alcohol policy). Brandeis currently holds liquor licenses for the Hassenfeld Conference Center, the Faculty Club and Usdan Student Center.
Single-day temporary liquor licenses can be requested from the city of Waltham. Please allow additional planning time for your event if applying for such a license.
Audio-Visual Equipment
Most audio-visual equipment can be provided by Media Technology Services. Use of all Brandeis University audio-visual equipment must be arranged through Conference and Events Services and will have an associated fee.
Delivery and set-up fees apply to equipment provided by the audio-visual department. However, equipment that is existing in a space can be used at a reduced rate.
For a list of available equipment and prices, visit the MTS Web site.
Signage
Conference and Events Services manages the university sign program. Event notification signs can be posted along Peripheral Road at a cost of $20 per sign. They remain the property of Brandeis University.
Parking
Campus parking permits for guest speakers can be obtained through the Department of Public Safety.
Conference attendees are required to park off campus. Conference and Events Services will coordinate with the booking group and public safety when meeting space is first reserved. Groups may have to incur the cost of a parking monitor; these costs vary depending on the size of the event.
Be sure to discuss all options, including handicapped parking options, with Conference and Events Services or the Department of Public Safety.