Frequently Asked Questions
The Department of Student Activities is committed to enhancing the student experience outside the classroom; supporting University recognized clubs and organizations; and encouraging creative learning and leadership development.
How do I get a contract signed?
How can I get A/V or production equipment for my event?
How do I add an event to the MyBrandeis calendar?
What are One-Stop Meetings?
How do I organize an event?
What do I do with the money that I collected from my event?
What opportunities are there for Leadership Development?
How do I reserve space on campus?
What storage is available to clubs?
What storage is available to commuters?
How do I get permission to stuff mailboxes?
Where can I buy discounted tickets?
How can I reserve a table in Usdan or Shapiro?
To get added as a club administrator on my.brandeis.edu
To get onto the club leaders email list
How do I get a contract signed?
In most cases a consultant/peformer/coach will issue you a contract for their services. If this is the case, please bring the contract to the Department of Student Activities to be signed. You also need to have a completed W-9 Form from the consultant so that they can be paid. W-9 forms can be found at http://union.brandeis.edu/fboard/forms/w9form.doc.
Only a few people at Brandeis are authorized to sign contracts. Please do not sign a contract. This binds you to a legal agreement and leaves you responsible if incident occurs or payment is not made. A Student Activities representative will have the contract signed and return it back to you in just a few days.
If the consultant/performer/coach does not have a contract to issue, the University will issue one. Please stop by the Department of Student Activities and we will arrange a contract for you. A W-9 form is also needed to process payment.
How can I get A/V or production equipment for my event?
There are several different ways to get A/V or production equipment for your event depending on what your needs are.
The Department of Student Activities will lend the following equipment (based on availability) free of charge: projector, screen, DVD player, VCR, digital camera, video camera, laptop, karaoke machine, and portable PA system. Please come to the Department of Student Activities, room 201 in the
Student Production Services by Student Events is a great option if you are planning a variety show or concert and a large variety of other events. They have professional quality equipment and the service is generally free for student clubs and organizations. You can request SPS by going to this website http://people.brandeis.edu/~studentevents/sps/.
For a small fee, Media Services is also available and can accommodate a wide variety of requests from projectors to small PA set-ups. To arrange equipment with Media Services, please contact Conference and Events at x64300. Please give at least 5 days notice.
How do I add an event to the MyBrandeis calendar?
To add an event to the MyBrandeis calendar, log in to MyBrandeis and click on the calendar icon. From there, click on the “add event” tab that borders the top of the calendar. From there, you fill in the required fields. Once the event is submitted, it may take up to 48 hours for the event to be posted to the calendar.
One-Stop Meetings are run by the Department of Student Activities and are weekly meetings that help student groups plan events. Members of Student Activities, Conference and Events, Public Safety and Student Union are present at these meetings and can answer many questions regarding your event, help you book necessary spaces, and give you publicity and marketing ideas. These meetings happen every Monday (except on holidays, in which case they are held on Tuesdays) at 3pm in room 315 of the
The best way to organize an event is to come to a One-Stop meeting. No matter where you are in the process of planning whether you just have an idea or need to finalize some details, One-Stop has all the necessary resources there to help you along the way. A program checklist can be found at http://www.brandeis.edu/studentlife/activities/resources/index.html to help guide you along the way.
Staff members of the Department of Student Activities are also available to meet with you regarding your event or idea. To schedule a meeting, please go to the Department of Student Activities, room 201.
Another great way to help organize is to talk to other student groups who plan large events. Members of Student Events, Student Union, Trisk, and many other groups all have experience planning large scale events.
What do I do with the money that I collected from my event?
Money that you have collected for an event, whether it is ticket money, donation money, or any other money, should be kept in a safe and secure place.
What opportunities are there for Leadership Development?
The Department of Student Activities has many resources available to aid in your leadership development. As part of the Take the Lead! series, we have a variety of workshops that target all levels of leaders. We also can provide training to clubs on specific topics such as Communication, Conflict Resolution, Event Planning and many more.
Each year, we publish a Leadership and Resource Handbook that provides students with many answers that come up in the club and event world. Lastly, One-Stop meetings are also part of Take the Lead! and will help with all aspects of event planning.
If you are looking for ways to get involved with the Department of Student Activities we have several opportunities available such as Fall Fest Coordinators and Volunteers, SunDeis Coordinators and Volunteers, Campus Center Team members, Office Assistants, Junior/Senior Formal Coordinators, and theater assistants. To find out more, please contact Student Activities at x65065.
How do I reserve space on campus?
To reserve a meeting or event space on campus a recognized student organization or University Department should look in a few places. If space is requested for the
http://www.brandeis.edu/studentlife/activities/forms_policies.html
What storage is available to clubs?
Storage on campus is limited for clubs and organizations however, there are two places a club may request to store equipment. There is shelving and cubbies in a locked room in East. There are also lockers for organizations within the
What storage is available to commuters?
Storage on campus is limited however, there are lockers for commuter students within the
How do I get permission to stuff mailboxes?
Mailbox stuffing forms can be picked up and authorized in the Student Activities office in the
Where can I buy discounted tickets?
Student Activities has discounted tickets Monday- Friday 9am-5pm. We always have on hand tickets for the Embassy Theater, the New England Aquarium and discounts to TOMB. We have tickets to larger events that vary month to month. Please stop by to see what new tickets we have.
How can I reserve a table in Usdan or Shapiro?
To reserve a table in Usdan please see the Coordinator for the office of Student Activities. We have three tables in Usdan and will book four groups to table at once. You must have the vendor tabling permission form with at the table.
To reserve a table in Shapiro please see the Coordinator for the office of Student Activities. You will need to fill out a request form.
To get added as a club administrator on my.brandeis.edu:
If possible, attempt to contact a current administrator on your my.brandeis.edu club page, and ask them to click on the "Manage Group Members" link under the Club Administration heading. From there, they can click on the "Add an Administrator" link under the Administrator Members heading. If you cannot locate a locate a current administrator (i.e., they have graduated and left no contact information), contact the Student Union Secretary (secretary@brandeis.edu).
To get onto the club leaders email list:
Go to http://lists.brandeis.edu, long in with your UNet ID and pasword, and type "clubleaders" in the search box. Click on clubleaders@lists.brandeis.edu in the results page, and then hit the Subscribe button in the left-hand column.