Department of Student Engagement

• Pick date and time for event
• 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 to bsummit@brandeis.edu. 
• Estimate overall expenses
  • Common Expenses
  • Fundraising
  • Managing Finances
• Create your event in Campus Groups
• Request Student Production Services
• Arrange for other equipment if needed
  • Reserve Event Equipment: Big Games/Outdoor Games
• Request food if needed
• 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
  • Submit an Event to the Brandeis Calendar
  • Campus Posting Policies
  • Reserve tabling space

• 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

• Write thank you notes to performer, volunteers and others
• Follow up with any outstanding bills
• Record information for the future
• Reflect on the event - what went well, what did not go well, what would you do in the future, etc.

• Submit your space requests as early as possible. Most locations require three weeks advance reservations.
• You may only reserve space if you are from a Brandeis University department or a Student Union accredited club or organization.

• Brandeis Independent Consulting Agreement (ICA) (PDF)
• Brandeis W9/Vendor Certification Form (PDF)

All clubs bringing an outside person or entity to campus must fill out a Brandeis Independent Consultant Agreement (ICA) and the contractor must complete the Brandeis W9/Vendor Certification Form.

Clubs must begin the contract process at least 6 weeks before your event to ensure all paperwork is approved in time. Contracts will go through an approval process, be signed by university personnel, and then Student Engagement staff will email the club contact after the signature process has been completed. All contracts must be submitted to bsummit@brandeis.edu and W9/Vendor Certification Forms should be submitted to the secure Box Folder. 

• Student Production Services Request

• 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 Engagement's "Things to Do" email.

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

Clubs may reserve BINGO Supplies (BINGO cage, balls, and boards) 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.

Game Reservations Form

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