Frequently Asked Questions
Do I need a custodian for my event?
Custodial Services Events Charges for the Brandeis Community
The matrix below outlines potential set up, break down and cleaning fees associated with your event:
# of people |
Time/day |
Total Custodial Hours |
Event Fees |
100 or less |
5 a.m. – 4 p.m. (M-F) |
1-4 hrs + event time (if needed) |
Zero (if no dedicated custodian needed) |
50 or less |
After 4 p.m. (M-F) or Weekend/Holiday |
2hrs + event time |
$82.50 + ($41.25 x event hr) |
51-100 |
After 4 p.m. (M-F) or Weekend/Holiday |
4hrs + (2x event time) |
$165 + ($82.50 x event hr) |
101-200 |
Anytime/any day |
4hrs + (2x event time) |
$165+ ($82.50 x event hr) |
201-300 |
Anytime/any day |
6hrs + (2x event time) |
$247.50 + ($82.50 x event hr) |
301 - 400 |
Anytime/any day |
8hrs + (2x event time) |
$330 + ($82.50 x event hr) |
401 plus |
Anytime/any day |
12hrs + (3x event time) |
$495 + ($123.75 x event hr) |
Planned Overtime:
If an employee is scheduled and authorized in advance to work overtime and said
overtime work is cancelled up to four ( 4) hours before the assignment is to begin, said employee will be
paid for the hours scheduled to be worked except in cases of emergency shutdown arising out of a
condition beyond the UNIVERSITY's control.
FAQs
Does event set up, sound checks, rehearsals, other pre-event time needed count in the event time?
- Yes.
Are student organizations and departments charged the same?
- Yes
What if my event run is shorter than my estimated/planned event time?
- You will still be charged to the estimated/planned hours that the custodian is ordered for.
What if my event is longer than my estimated/planned event time?
- After the event, Facilities Services will charge based on the actual event time.
What if my event takes place before and after 4 pm on weekdays?
- You will be charged at the “After 4 pm” rate for the entire event time.
Does this include other campus partner fees?
- No, MTS, Campus Safety and Catering, etc are all additional costs, as are dedicated custodians
How is this different from the old system?
- Previously your event planner at University Events would provide an estimated cost for a custodian needed based on the complexity of the event. Typically this was shown as $200-$250 “Average cost based on a four hour minimum Final Cost TBD.” Following the event, Facilities Services would charge based on the amount of custodians and the amount of time needed for the event, which could be much less or much more than the originally quoted $200-$250. In addition for many small to midsize events, between 5am and 4pm M-F , event fees are now being waived.
What if my event does not fall in these categories or I have more questions?
- Please talk to your event planner at University Events or contact ueo@brandeis.edu
What is an appropriate timeline for planning an event?
When is an event confirmed?
All event details have been communicated to University Events, you have received your detailed reservation form from your event specialist, and you have returned the form to our office complete with signature and cost center. Your event specialist will distribute your form to all necessary event support partners to ensure a successful event execution.
How far in advance do I need to request a liquor license?
Liquor licenses should be requested six weeks prior to your event.
What additional costs are associated with obtaining a temporary liquor license?
Can we bring our own food?
While Brandeis Dining/Harvest Table is our campus partner for all catered events in reserved spaces on campus, in certain instances it is possible to source the services of an approved External Caterer to support your on campus event.
**Please note events in Hassenfeld, Faculty Club and Usdan event spaces, as well as community wide events, remain exclusive to Brandeis Dining/Harvest Table.
A catered event is defined as food and beverage associated with a reservable event space, requiring wait staff. This does not apply to individual offices or departmental conference rooms, or to drop off catering where staff is not required to support.
Sourcing an approved vendor is critically important - it ensures who you select has met insurance thresholds, has appropriate health and Covid-19 safety certification, and can properly support the discerning needs of our community. It establishes trust and familiarity with the campus when not selecting our campus partner. Please note only one external caterer may be sourced per event.
Current Approved External Vendor for Full Service On Campus Events
Catering By Andrew
Should you decide to secure a caterer other than Catering by Andrew, or Harvest Table, a minimum of 6 weeks notice will be required for the due diligence work required by both University Events and Procurement. This work includes, but is not limited to establishing:
- Appropriate Certificates of Insurance
- Appropriate servsafe certification
- Covid Safety Compliance
- CORI checks
- Sustainability standards
- Power/Generator/Rental needs
Requests inside of 6 weeks may not be possible to support, in which case you may choose to hold your event off campus.
Event Stakeholder Responsibility When Sourcing an Approved Catering Vendor
- Coordinate quotes
- Minimums and Contract Review
- Menus
- Dietary Restrictions
- Walk Throughs
- Furniture rental, delivery and pick up
- Linens
- Florals
- Final Headcounts
Please be sure to have approved funding and established payment processes either through a PO or a PCard.
Brandeis University and Dining Services are committed to adhering to all Massachusetts laws and guidelines for the safe serving of alcohol. Brandeis currently holds liquor licenses for the Hassenfeld Conference Center, the Faculty Club, and Usdan Student Center.
Please note: Only alcohol sourced through Brandeis Dining may be served on Brandeis property.
Can I hold my event at the Faculty Club?
Yes. The Faculty Club can be an ideal venue for catered events, but minimums do apply. There is a $1,000 food and non-alcoholic beverage minimum in order to use the Main Dining Room, and a $500 food and non-alcoholic beverage minimum to use the Faculty Club Lounge or President’s Dining Room Monday through Friday after 3 p.m. and weekends. Please note that an additional room set up fee will be required for events in the Faculty Club. Events that use the existing set up in the lounge and dining room will not incur a set up fee.
What are the guidelines for decorations?
Absolutely no fireworks and pyrotechnics. Smoke machines or bubble machines are also a no since they could set off the alarm or cause trip/fall hazards. By fire code, you can not attach anything to light fixtures, fire alarm sensors, fire strobe lamps, sprinkler heads or overhead pipe runs. No penetration (nails/screws/tacks) to surfaces including ceiling and walls.
Any adhesives to walls/ceilings would need to be fully removed. If any paint/plaster is damaged when they remove their items, they should be charged to fix it. Ceiling tiles can not be removed. The ceiling tile suspension system should not be bent or destroyed. If anything is hung from it and it bends/breaks/destroys it, they must pay for the replacement of the complete room suspension ceiling.
Doors, windows or any form of egress can not be blocked.
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Contact UE
ueo@brandeis.edu
781-736-4300