University Events

Custodial Services Events Charges for the Brandeis Community

The matrix below outlines potential set up, break down and cleaning fees associated with your event (updated August 2022 and subject to change):

 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 p.m. on weekdays?

• You will be charged at the "After 4 p.m." 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 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 less or more than the originally quoted $200-$250. For many small to midsize events between 5 a.m.-4 p.m. weekdays, event fees are now waived.

What if my event does not fall in these categories or I have more questions?

• Please talk to your Event Specialist or email University Events.

Please consult the Event Planning Timeline.

When all event details have been communicated to University Events, you have received your detailed reservation form from your Event Specialist and 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.

Liquor licenses should be requested at least six weeks before your event.

In addition to the $250 license fee, you will have to pay for a Public Safety officer, custodian and bartender to be at your event. Please speak with an Event Specialist for more information.

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 and requiring wait staff. This does not apply to individual offices or departmental conference rooms, or to drop off catering where support staff is not required.

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 six 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 six 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 Hassenfeld Conference Center, Faculty Club and Usdan Student Center.

Please note: Only alcohol sourced through Brandeis Dining may be served on Brandeis property.

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 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 after 3 p.m. Monday-Friday 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.

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, the client should be charged to fix it. Ceiling tiles cannot be removed. The ceiling tile suspension system should not be bent or destroyed. If anything is hung that bends/breaks/destroys it, the client must pay for the replacement of the complete room suspension ceiling.

Doors, windows or any form of egress cannot be blocked.