Event Support Meetings

Representatives from the Department of Student Activities, Conference and Events Services, and Public Safety are available at all Event Support Meetings to speak with you about an upcoming event. Whether you’re starting the planning process or nearing the finish line with a few items to tie up, Event Support Meetings are the place for all students to get programming questions answered.

Event Support Meetings are held on Tuesdays throughout the semester; however, some weeks are skipped or altered due to holidays or breaks. Event Support Meetings are from 3 p.m.–4 p.m. Shapiro Campus Center Room 315.  Check out http://www.brandeis.edu/studentlife/activities/leadership/eventsupport.html for the semester dates!

Common Programming Expenses

For more details regarding the costs or resources of audio-visual equipment, food, rental equipment, custodial services or police coverage, contact a representative from the Conference and Event Services Office, Kutz 009, 781-736-4300.

Student Activities Equipment

All equipment can be reserved by Union Recognized/Chartered Clubs at an Event Support Meeting or in the Department of Student Activities Office (SCC 203). Reservations are on a first come, first serve basis, and free of cost, unless otherwise noted. The food that goes with some of these items (e.g., popcorn and cotton candy), may or may not be provided with the equipment. Check with Student Activities about your particular reservation, as the food we are able to provide depends on the size of your event and the number of participants. Items may be picked up from the Shapiro Campus Center Information Booth (or the Department of Student Activities if before 10am on weekdays). Any loss or damage to items is the responsibility of the person(s) borrowing items. All equipment must be returned in the same condition that it was received.

Equipment List

  • BINGO Supplies
  • Button Maker
  • Cotton Candy Machine
  • Disc Slam 
  • Giant Board Games
    • Connect Four
    • Checkers
    • Scrabble
    • Bananagrams
    • Pick-up Sticks
    • Corn Hole
  • Hot Dog Steamer
  • Inflatable Movie Screen
  • Nacho Cheese/Caramel Warmers
  • Popcorn Machine
  • Portable PA System
  • Projection Screen (6’ diagonal) Projector
  • Snow Cone Machine
  • Volleyball Net

The following items may only be used in the Shapiro Campus Center and are NOT allowed to be removed from the building:

  • Chairs
  • Large Projection Screen (20’ diagonal)
  • Podium with microphone
  • Staging
  • Tables         

Audio/Visual Equipment

Student Production Services (SPS)

Student Production Services is a free service for recognized student clubs and organizations. They provide lighting and sound equipment and technical support for undergraduate, on-campus events. It is recommended to contact them as early as possible prior to an event to ensure proper coverage. For more information, please visit http://www.brandeis.edu/studentaffairs/activities/sps.html or email them at SPS@brandeis.edu.

ITS Media Technology Services (MTS)

Media Technology Services (MTS) offers a substantial discount on event related technology and equipment rentals to Brandeis University student groups who comply with the following terms and conditions:

  1. Student group is recognized by the student government.

  2. Equipment must be used for an official group function.

  3. Student group obtains authorized signature on the rental form by either the Department of Student Activities or the Office of Conference & Events.

  4. Requesters should note a minimum one week notice is needed, or services may not be available.

  5. Equipment is provided for on-campus events only. Equipment is not intended for use, or supported, away from campus under any circumstances.

  6. Student group must pre-arrange pickup and return during MTS business hours (Mon-Fri, 8:30-4:30 in semester, and 9:00-3:30 out of semester).

  7. Student group transports, sets up and strikes all equipment. The student group may request and receive physical equipment setup and / or training from MTS at an added labor fee.

  8. Training may be required through MTS on certain items.

  9. Equipment should be returned on time to avoid expensive late fees.

  10. Damaged or stolen equipment will be repaired and/or replaced at the expense of the borrower student group or individual.

  11. Inventory is available on a limited basis depending on general campus activity and demand. We reserve the right to limit the number of simultaneous and repeat rentals in order to provide equitable support for the entire University community.

  12. Academic and event use has priority over student groups and in some cases, confirmation of availability may be withheld until one week before the event, regardless of how far in advance the request is made.

Audio/Visual Costs

In order to borrow equipment from Media and Technology Services you must follow these steps:

  • You must contact Conference and Events Services as soon as possible to reserve the equipment.

  • Make sure you have a funding to rent the equipment. If you have not been allocated the funds (or have the required amount in your fundraising or gift accounts), you must start the emergency marathon process immediately by email aboard@brandeis.edu.Please contact MTS at 781-736-4635 for current pricing.

  • Payment is done through internal transfer through the Budget Analyst (Steve Costa). MTS does not accept any other forms of payment.
  • Contact Matt Burton in Media and Technology Services at 781-736-4635 in order to set up a time for training if needed.
  • Set up a pick up and drop off time with the office.

Other Audio-Visual Rentals

Mac adapters and laptop rentals are available through the library circulation desk: http://lts.brandeis.edu/borrowing/equipment.html

For cameras and video equipment, you can use Getz Lab: http://lts.brandeis.edu/location/labs/getzlab/equipment.html

Rental Equipment*(rental arrangements made through Conference and Events Services)

Often students groups have to rent equipment to fulfill their programming needs. There is limited equipment available on campus so Conference and Event Services makes arrangements to have equipment delivered for events.

  • Folding Chairs
  • 6’ Table
  • 8’ Table
  • 72” Round (Seats 10-12)
  • Pipe and Drape
  • Extra Poles and Bases
  • Coat Racks (w/30 hangers)
  • Coat Racks (w/wheels and 30 hangers)
  • Barriers (8’ long x 3’8” high)
  • Staging
  • Delivery Charge

Custodial Coverage

Custodial coverage is estimated at $250 for a 4 hour minimum, depending on day and time. You will need to pay more if the custodian is needed for more than four hours. In general, you will be required to have a custodian if a set-up is needed or if food is being served. Other instances for custodial coverage are determined on a case-by-case basis in accordance with the size of the event, where it is being held, the nature of the event, and the time of the event. Arrangements to book custodians can be made through Conference and Event Services.

Police/Public Safety Coverage

Police and/or Public Safety detail(s) should be expected for large events. Police coverage may be required when any or some of the following conditions are met: metal detectors are at the entry of the event; the event is open to the general public; or the size, nature, location, and time of the event warrant concern from campus officials. The Director of Public Safety has the final say on what events require coverage.

  • Brandeis Campus Police cost an average of $225 per 4 hour period with a 4 hour minimum.

  • Waltham Police cost an estimated $46 per hour; 4 hour minimum; depending on day and time.

Police/Public Safety arrangements can be made through Conference and Event Services.

For some events, a metal detector is required at the entrance of the event for the safety of all attendees. The need will be assessed and arrangements will be made by the Department of Public Safety through Conference and Events Services. For a copy of the policy for metal detector use, please contact the Department of Student Activities. Additional staffing will be required to operate the metal detectors, at the expense of the group or organization in charge of the event.

Please also note, advanced ticketing may be required by the Department of Public Safety when there are security risks or space limitations. Also, depending on the nature of the event or equipment used, an officer or two from the Waltham Fire Department may be required. Additional safety measures might also be needed, which is under the discretion of Public Safety. If you have any questions or concerns, please attend an Event Support Meeting or contact the Department of Public Safety.

Food (arrangements made through Conference and Events Services)

Sodexo has developed a menu specifically for student catering needs.  If a club would prefer NOT to use Sodexo’s catering services, and can justify the rationale, it must request a food waiver online through the Student Activities website: http://goo.gl/A4HgSS. A member of Student Activities will let you know whether your waiver is granted within two weeks. It is required that clubs use Sodexo for their catering needs unless the request falls under one of the criteria listed on the form.