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Student Group Events

Need to Reserve Space?

Online submission is now available exclusively for student groups. 

Jump Start Meetings

The best way to begin your planning process is to attend a Jump Start meeting (formerly called One-Stop meetings).

These meetings are held every Monday at 3 p.m. during the academic year in Shapiro Campus Center 315.

Representatives from the departments of Conference and Events Services, the Department of Student Activities, the Student Union and the Department of Public Safety are on hand to assist you with your event.

> Learn More

Student Activities

Conference and Events Services and the Department of Student Activities are the two major support services for student-group events at Brandeis. Conference and Events Services is responsible for booking space on campus, logistics and event details. Student activities can help you with the development and organization of your event.

During the planning process, you will work closely with both Conference and Events Services and Student Activities to ensure your event will be a success.

> Visit the Student Activities Web site

Student Activities handles all space requests for the Shapiro Student Campus Center.  For more information, please contact Sarah Richardson, Operations Specialist in the Department of Student Activites via e-mail or by phone at (781) 736-5065, or refer to the following forms:

> Shapiro Student Center Space Request Form

> Carl J. Shapiro Theater Request Form

> Exhibit Request for Art Gallery

Audio-Visual Equipment

Student Production Services (SPS) can provide audio-visual equipment for your event free of charge.

> Visit the SPS Web site to see if they are available for your next event.

Additional audio-visual equipment can also be provided by Media Services.  Please contact Conference and Event Services for more information on renting equipment and current Media Services rates.

Room Set-up and Equipment

When hosting an event on campus, there may be charges associated with booking rooms and room setup.

Some common event expenses include:

• Rental equipment, such as chairs, tables or pipe and drape. Conference and Events Services will work with you to determine your needs. Contact our office for current rental prices.
• Custodial coverage is necessary if the event involves food, a room set-up of any kind and/or the event is for a large amount of people. Custodial costs are estimated at $150 per four-hour event (minimum). Additional hourly rates apply.
• Public safety requires officers for your event if alcohol is being served and/or your guest list includes a large number of people. Public safety costs are estimated at $225 per four-hour event (minimum). Additional hourly rates apply.

Catering

Whether you are looking to host a banquet for 150 of your closest friends or arrange a pickup for your group's own barbeque, Brandeis Dining Services can accommodate your needs.

• Visit the Dining Services Web site for current catering menus and pricing.
  • For pick-up and bulk orders, visit the No-Frills Catering page specifically created for student groups on a budget!

In addition to food and beverage, Dining Services can also provide grill rentals, tableclothes, cakes (both kosher and non-kosher) and a variety of other services.

Food orders must be placed at least 5 business days prior to your event in order to avoid late fees. Kosher food orders must be placed 10 business days prior to your event to ensure product availability.

Alcohol Policy

Hosting an event with alcohol can be a fun and rewarding experience, provided you follow the necessary guidelines. Student Activities has created a policy sheet and alcohol responsibility form designed to educate all student-event planners organizing an event with alcohol.

>See the Student Activities Alcohol Policy for more information.

>See the Student Activities Alcohol Responsibility Form.

In addition to the information presented by Student Activities, Dining Services also has a carding policy in effect at every campus event where alcohol is present. Dining Services is committed to serving alcohol in a safe and legal manner and will not tolerate any exceptions.

>See the Dining Services Carding Policy for more information.

Public Safety is required at all events containing alcohol. There are no exceptions.

Public Safety

Public Safety is required at all events containing alcohol. There are no exceptions.

Additional Public Safety needs are determined on an individual basis by the Department of Public Safety.

The department's determination is binding. Student safety is our utmost priority.

In order to determine your public-safety needs, please attend a Jump Start meeting.

Student groups planning to advertise their events to off-campus guests must fill out a Metal Detector Sheet prior to the event. Completed forms should be submitted in person to the Department of Public Safety in the Stoneham Building

Funding 

Event funding is available from a variety of sources.

>Visit the The Office of the Treasurer for more information.

Space for Recurring Meetings or Rehearsals

Many groups schedule weekly or monthly meetings or rehearsals that require little more than an empty room.

To reserve space, submit a Student Request Form to Conference and Events Services. This can be submitted online or in person.

To download and print the form, click here. Fax completed forms to (781) 736-4318 or drop off to Conference and Events Services, 9 Kutz, between 9 a.m. and 5 p.m. weekdays.

All requests to reserve space in the Shapiro Student Center should be directed to Sarah Richardson, Operations Specialist in the Department of Student Activities.

Requests for space in the Shapiro Student Center are considered by only by completing the Space Request Form and returning it via e-mail, campus mail at Mailstop 203 or by fax at (781) 736-3579.

Multiple dates can be listed on one form as long as they are all part of the same event. Please distinguish among meetings, rehearsals and actual performances. Keep in mind dates of breaks and finals, as space may be extremely limited.

Reserving Space

Some departments on campus book locations that fall under their purview. The following chart details whom to contact in those instances.

For general questions on booking space, contact Conference and Events Services.