Event Planning Resources

Event Support Meetings

Event Support Meetings are the perfect starting point in your planning process. You will get assistance with contracts, scheduling, security, and other details to help in the success of the event.

Learn more about Event Support Meetings and schedule a time to discuss your event.

Programming in the Age of COVID19

FAQs: Event Programming During COVID-19

To ensure that you are following all COVID-19 safety precautions, please read FAQs: Event Programming During COVID-19 before planning your event.

Event Checklist

Congratulations on deciding to hold an event! There's a lot that goes into planning and implementing a successful event. Use this checklist as you plan and prepare for your event to ensure that everything runs smoothly and that you follow policies and procedures.

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Before Your Event

Pick date and time for event
Schedule an Event Support Meeting
Find a venue based on capacity and availability
Reserve facility
Select entertainment, speaker, trip, etc.
- If you're screening a movie, get the copyright.
- If you are planning to contract with a vendor or performer, remember to start the process at least one month before your event to ensure all paperwork is approved in time. All contracts must be submitted through Presence by creating an expenditure. Contract submissions are no longer accepted by email. The expenditure must be approved by the Treasury before you can spend the funds!
Estimate overall expenses
Register your event in Presence
Request ticketing services from Brandeis Tickets
Request Student Production Services
Arrange for other equipment if needed
- Reserve Event Equipment: Big Games/Outdoor Games
Request food if needed
- Dining Services
- Food Waiver Form (Presence Form)
Arrange for payment with the Student Union
Compare expenses with budgeted allocations
Develop a marketing plan
- Attend Web Accessibility Training, which is available online and is asynchronous, so it's easy to attend. This is a must for anyone who produces digital or print content, including social media, documents, and video content.
  - Downloadable Accessibility Quick Guide (PDF)
  - Web accessibility best practices
- Design Approval for Advertising Materials and Programs
- Submit an Event to the Brandeis Calendar
- Campus Posting Policies
- Reserve a Lower Usdan Bulletin Board (Google Form)
- Reserve tabling space

Day of the Event

Arrive early - check set up and check any equipment
Set up entrance area to event
Meet and greet performer/speaker, etc. and other staff
Introduce performer/speaker
Be present to handle any problems that occur during the event
Thank your performers/speakers
Pass out evaluations or speak with attendees about your event
Pay speaker/performers
Clean up as necessary

After the Event

Event Forms

To ensure smooth planning and a successful event, it's vital for you use the correct forms.

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1.) Space Requests

2.) Contracts

All clubs bringing an outside person or entity to campus must fill out (at minimum) a Contract Approval Form, Brandeis Independent Consultant Agreement (ICA) and Brandeis W9/Vendor Certification Form.

Clubs must begin the contract process at least one month before your event to ensure all paperwork is approved in time. Contracts will go through an approval process, signed by university personnel, and then Student Activities staff and will email the club contact after the signature process has been completed. All contracts must be submitted through Presence by creating an expenditure. Contract submissions are no longer accepted by email. The expenditure must be approved by the Treasury before you can spend the funds!

3) Approval Forms

Event Registration Form

Please submit the details for your in-person or virtual event to have your event displayed on the portal.

Design Approval Form

Please use this form to receive approval to use of the official Brandeis logo and for design approval for all advertising and swag.

Food Waiver Form

This Food Waiver Request form is for student organizations who have food needs for events or meetings. Please note, when you submit the form as a Blanket Waiver, you are signifying that you are having similar food at each event or meeting.

Please allow 3-5 business days for approvals.

4.) Service Requests

Student Production Services Request

Please submit requests for Student Production Services at least two weeks in advance of your event. Allow one week to receive a response.

Ticketing Service Request Form for Brandeis Student Clubs and Organization

Please submit requests for Brandeis Tickets services at least three weeks in advance of your event. Allow one week to receive a response.

5.) Advertise Your Event

Submit an Event to the Brandeis Calendar

Please submit your event to the Brandeis Calendar so that your event can be advertised to the Brandeis community. Events must be listed in the Brandeis Calendar in order to be included in Student Activities' "What's Happening" email.

Reserve a Lower Usdan Bulletin Board

Please use this form in order to reserve a bulletin board for a two week block of time to advertise an event, promote your club, promote an initiative, etc.

Tabling Request

Tabling in the Shapiro Campus Center is a great option to help with promoting your club, event, or fundraising.

Design Approval and Campus Posting Policies

All designs for advertising and “swag" for undergraduate clubs and organizations must be approved by Student Activities through the Design Approval Form on Presence. Be sure to review the policies for posting flyers and posters in different spaces around campus.

6.) Club Storage

Club Locker Request - Not available at this time.
Commuter Locker Request - Not available for at this time.
East Quad Club Storage

Clubs who have storage in East Quad Storage can access the space by going to the Department of Community Living, located in the Usdan Student Center, to pick up a key. The key must be returned that same day or your club will forfeit the right to have access to the space.

- Food and beverage are not permitted to be stored in East Quad Storage.
- Each club that has space in East Quad Storage is assigned one cubby. If the clubs' items cannot fit into one cubby, clubs must find a way to condense items. Any excess items will be thrown away.
- Clubs are responsible for ensuring that their cubby is clearly labeled with the club name.
- Please do not touch or move what does not belong to your club.
- New requests for storage are not currently being accepted.

Event Equipment

Brandeis Clubs and Departments may reserve a variety of equipment for club programs and events held on campus. Equipment is not permitted to be taken off-campus.

Equipment reservations are not available during the summer. Rentals will resume in the fall 2021.

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Big Games and Outdoor Games

Available through the Student Service Bureau at the Usdan Game Room

Clubs may reserve Big Games and Outdoor Games through the Student Service Bureau (SSB) at the Usdan Game Room. Please note that regular sized board games cannot be reserved or leave the Game Room, however, clubs may reserve the Game Room to host events there.

If you have any questions, please email the Student Service Bureau at ssb@brandeis.edu.

Game ReServations Form

Food Equipment

Available at Cholmondeley's

Clubs can host their event at Cholmondeley's and have Chum's ServSafe certified staff operate the food equipment during the event.

There is a $10 fee for the supplies for each of the following machines: cotton candy, popcorn, and snow cone. If requesting to use the hot dog steamer or nacho cheese/caramel/chocolate warmer, clubs will be responsible for acquiring the food that corresponds with these items and bringing them to Chum's prior to the event.

If you would like to host an event at Cholmondeley's using any of this equipment, please complete a Cholmondeley's Space Request Form and note the food equipment request on the form.

If you have any questions, please email Chum's at chums@brandeis.edu.

Department of Student Activities