Department of Student Activities – Student Organization Resource Quick Tips
We’re Here to Help!
Student Activities, SCC 203
Robbie Steinberg
rstein@brandeis.edu
781.736.3551
Steve Pagios
pagios@brandeis.edu
781.736.5065
Conference & Events Services
Autumn Sendzik
apoulos@brandeis.edu
781.736.4300
Kutz Hall, Room 9
Angela Garger
garger@brandeis.edu
Public Safety
Edward Callahan, Chief
ecallaha@brandeis.edu
Intercultural Center
Elba Valerio
evalerio@brandeis.edu
781.736.8580
Student Union
Executive Board
http://union.brandeis.edu
SCC, 303
Important Programming Information
Student Activities Equipment for Use
(Request through Student Activities.)
Portable PA system
Popcorn machine (Must provide
popcorn)
Projector
Cotton Candy Machine
Sno-Cone Machine
Inflatable Movie Screen
Button Maker
Projection Screen (6’ or 20’ diagonal)*
Hot Fudge/Nacho Cheese Warmer
Hot Dog Steamer
Chairs*
Staging*
Tables*
(*cannot be removed from SCC)
Space
To book most space:
To book space in Shapiro Campus Center:
To book space in ICC:
To book space in Residence Halls:
To book space in Spingold:
To book space in Slosberg Music Hall:
To book Rapaporte:
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Go to Conference & Events Services and fill out a form in person OR go to
www.brandeis.edu/ces and fill out a Space Request Form
Request space NO later than 2 weeks before event
Fill out form online: www.brandeis.edu/activities under “Forms”
Contact Darryl David OR go to his office hours in Student Activities
Go to www.brandeis.edu/studentaffairs/icc and fill out a Space Request Form
Contact the ICC at x68580
Visit www.brandeis.edu/studentaffairs/dcl under “reserve a common space”
Leslie Chiu of the Theater Arts Department (x63381 or lchiu@brandeis.edu)
Deborah Rosenstein in the Music Department (x64867 or deborahr@brandeis.edu)
Contact Martha Barry (barry@brandeis.edu)
Marketing
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Poster Policies (review leadership handbook on the Department of Student Activities website)
o Must be put up in appropriate, approved places (e.g., no glass, no statues, no doors)
o Limit of 6 in Shapiro Campus Center (SCC) & 6 in Usdan
o Must be stamped by Info Booth in Shapiro Campus Center (SCC)
Weekly All-Student emails
o Sent out Thursdays: Fill out “What’s Happening” form at
http://www.brandeis.edu/studentaffairs/activities/forms.html
o Sent out Sundays: Student Union, fill out form at go.brandeis.edu/sua
Events Calendar
o Live feed from room reservation software. Check out www.brandeis.edu/events for more!
A/V
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Student Production Services (SPS): sound and lighting equipment and expertise, free of cost. Contact: icarroll@brandeis.edu
If SPS is not available, students can rent A/V equipment from Media Technology Services (MTS)
o For full price list, visit http://lts.brandeis.edu/teachlearn/multimedia
Many event spaces, like classrooms, have A/V equipment installed right in the room. JUST BECAUSE IT’S THERE DOESN’T
MEAN IT’S FREE
Don’t forget, you can always attend Jump Start Meetings for more help with planning your event!
Mondays, 3pm, Room 315 in SCC
Department of Student Activities – Student Organization Resource Quick Tips
Important Policies
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Alcohol on campus – (see Rights & Responsibilities section 5 and Student Activities’ Alcohol Policy)
o Liquor Licensing – see information in Common Expenses below; Anticipate cost for creating a “Beer
Garden” (including security and staffing); You must serve some food & non-alcoholic beverages.
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Film Rights – To screen a movie you MUST have the rights. For assistance, visit SWANK.com or ask Student Activities.
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Demonstrations – See Section 8 of Rights & Responsibilities
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Insurance Requirements for Vendors and Contractors – Brandeis University must be listed on their insurance
certificate and named as additional insured.
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Liability Waivers – For many kinds of events involving student participation, the signing of release waivers is
required (e.g., date auctions, petting zoos, etc.). Student Activities will draft them and file the signed copies.
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Food Waivers – Organizations MUST ask for a waiver for outside food vendors. Waivers are only approved when
Sodexo is unable to provide the food needed in a cost effective way, food preparation is integral to the event, or
with administrative approval. Waivers should be submitted 2 weeks before. Find the form at: http://goo.gl/A4HgSS
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Contracts
o All contractual agreements entered into by Brandeis clubs, organizations, or departments must be
approved and signed by specific university officials. This includes agreements with performing groups,
service providers, instructors, and coaches.
o NEVER pay a contract with your own money. It will not be reimbursed.
1. Obtain contracts (but do not sign) and bring to the Student Activities for review and signature.
2. Return signed contract to performer (there may be signatures needed from contracted agency).
3. Contractor signs Independent Consultant Agreement (available at Student Union or Student Activities)
4. Obtain W-9/W8BEN from Student Union or the Student Activities BEFORE work is performed.
5. Have contracted agency complete forms.
6. Collect original invoice/contract, Independent Consultant Agreement, and W-9 from service provider.
7. Submit all of this information with Non-Employee Payment Request Form to the Union Treasurer.
8. Plan timeline for this to occur so that you can have a check on the day of the service performed.
Confirming and Paying for an Event
Confirmation
 Communicate all event needs to CES, even if your space was booked elsewhere. Include diagrams and room set-ups.
 Request a Reservation Form and Invoice from CES.
 Carefully review your Reservation Form and Invoice to be sure that all of your needs are noted!
 Submit Reservation Form and Invoice to Student Union Treasurer to confirm your event and begin payment process.
Payment
 Once you submit your Reservation Form and Invoice to the Student Union, the treasurer will check that your group
has the funding necessary to pay for the event.
 Then, the treasurer will send a charge-line to CES to pay for your event.
 When CES receives the charge-line from the Student Union, your event is considered paid and confirmed.
 Occasionally, a department will cover the cost of a student group event. In this instance, you should:
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Submit your Reservation Form and Invoice to the sponsoring department
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Confirm that the department will send a chargeline to CES to pay for your event.
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Confirm that CES has received the charge-line from the department and that your event is paid and confirmed.
 You cannot pay for event costs with cash, checks, Who Cash, or credit-cards.
Don’t forget, you can always attend Jump Start Meetings for more help with planning your event!
Mondays, 3pm, Room 315 in SCC
Department of Student Activities – Student Organization Resource Quick Tips
Common Expenses Table
Personnel
Custodians
Public Safety
Approximate cost for one
custodian is $250 for a 4hour shift
Approximate cost for a Public
Safety Officer is $225 for a 4hour shift.
-Custodians are REQUIRED at all events that occur outside of normal business
hours and that include food and/or a room set-up. No exceptions. It’s a policy.
-Sometimes, two custodians are needed for large events.
-Public Safety will likely be required at your event if:
 You’re expecting over 50 people to attend
 You’re event is in any way controversial
 Your event features a speaker that requires security
-Public Safety is required at all events that feature alcohol service. No
exceptions. It’s a policy.
-Public Safety has a specific policy for use of metal detectors, which are
sometimes required at events.
-If you choose to order catering from Brandeis Dining Services, you may need
wait staff for your event.
Wait staff
Approximate cost for wait
staff is $125 for a 2-hour
shift.
Bartender
Approximate cost for a
bartender is $150 for a 2hour shift
Approximate cost for a
carder is $125 for a 2-hour
shift.
-If your event features alcohol service, Brandeis Dining Services must staff
bartenders and carders
Noise permit
$10
Liquor license
One time use, $250
-Mandatory any time you have projected sound outdoors
-Email Darryl David (ddavid@brandeis.edu) in Student Activities as soon as you
know you need one.
-Only certain buildings on campus are licensed to serve alcohol.
-If you decide to hold an event in a non-licensed location, your group is
required to obtain a one-day liquor license which can take 4-6 weeks.
-Conference and Events handles all requests for liquor licenses.
Carder
-If your event features alcohol service, Brandeis Dining Services must staff
bartenders and carders
Permits
Grills
Grill (kosher or
non-kosher)
Grill Delivery
Tickets
If charging
Admission
If free
Unsold printed
tickets
Contact Conferences and
Events for up to date pricing
Contact Conferences and
Events for up to date pricing
$.50 each
$.10 each
$.05 each
-Order through Conference and Events
-Complete the ticketing form found online (http://www.brandeis.edu/tickets/)
-3% surcharge for each ticket purchased via credit card (charged to the club)
-Customer pays any handling fees for phone and internet sales
- A Board requires any event receiving SAF funding to be ticketed through
Brandeis Tickets
Materials
Tables
Chairs
Pipe & Drape
Stanchions and
Velvet Ropes
Staging
Round $7.50 - $14 each
Long
$7 - $8 each
$0.90 - $7 each
$30 per 10-foot section ($3 per foot)
$18.00
-Every rental order is subject to a $33 pickup/delivery fee.
priced based on size
A/V – Student Group Discount Equipment Rentals Rates
Rate
$24-$99
$100-$249
$250-$499
$500 or above
Student Group Discount Rate
$25
$50
$75
$100 + 20% of university affiliated charges
Don’t forget, you can always attend Jump Start Meetings for more help with planning your event!
Mondays, 3pm, Room 315 in SCC
Department of Student Activities – Student Organization Resource Quick Tips
Capacities on Campus
Usdan Student Center
2nd Floor
100 (Aud. Style), 72 (Banquet Style)
1st Floor
110 (Aud. Style), 80 (Banquet Style)
1st Floor
450 (Aud. Style), 380 (Banquet Style), 750 (Empty)
2nd Floor
80 (Aud. Style), 50 (Banquet Style)
Shapiro Campus Center
Atrium
1st Floor
150
Carl J. Shapiro Theater
1st Floor
249
Multipurpose Room
Room 236
100
Function Room 1
Room 315
16
Function Room 2
Room 314
16
Function Room 3
Room 313
25
Dharmic Prayer Space (formerly Art Gallery)
Room 317
Offline as of 8/24/15
Shapiro Patio/Lawn
Outside
Varies
Hassenfeld Conference Center
Sherman Function Hall
Hassenfeld
350 Aud. Style, 250 Banquet Style
Lurias (1, 2, & 3)
Hassenfeld
30 Aud Style, 16 Conference Style
Levine Ross (1 & 2)
Hassenfeld
40 Aud Style, 22 Conference Style
Geller Lecture Hall
Hassenfeld
28
The Stein
Hassenfeld
100 (as is)
Feldberg Lounge
Hassenfeld
50-75
Residence Areas
Residence Hall Lounge space is booked by the CDC of the respective area. Swig Lounge is booked by the Intercultural Center.
A/B Lounge (North Quad),
Charles River Commons
Shapiro Lounge (Massell Quad)
Castle Commons
Contact CDC for capacities for
Swig Lounge (ICC)
Ziv Commons
specific set ups.
Ridgewood Commons
Village Conference Room/Multipurpose Room
Gosman Sports and Convocation Center
Multipurpose Room
3rd Floor
200
Napoli Trophy Room
3rd Floor
150
Auerbach Arena
2nd Floor
6800
Shapiro Gym
3rd Floor
2000
Aerobics Room
1st Floor
25
Club Sports Room
2nd floor
15
Pool Mat Floor Room
Linsey Building
25
Pool Cork Floor Room
Linsey Building
20
Other Spaces
Main Dining Room
Faculty Center
130-180 (Banquet style)
Social Lounge
Faculty Center
50-100
Wasserman Cinema
Sachar/IBS
240
Chapels
Chapels
65 – 120
Cholmondeley’s
Castle Quad
80
Golding Auditorium
Golding (Rabb Quad)
150
Lown Auditorium
Lown (Rabb Quad)
108
Olin-Sang Auditorium
Olin-Sang (Rabb Quad)
250
Pearlman Lounge
Pearlman Building
40
Schwartz Auditorium
Schwartz
231 (Fixed Seating)
Pollack Auditorium
Pollack
120
Slosberg Auditorium
Slosberg Music Center
240
Shiffman 219
Shiffman (Rabb Quad)
100
Classrooms
Lown, Golding, Olin-Sang, Shiffman, Schwartz, & Pearlman
Varies
Mandel 128 & 228
Mandel Center, 1st floor & 2nd floor
16
Mandel G10, G 11, & 303
Mandel Center
24
Mandel 328
Mandel Center, 3rd floor
20
Mandel G3
Mandel Center
90
Mandel G12
Mandel Center
48
Rapaporte
100
Alumni Lounge
International Lounge
Levin Ballroom
North/South Mezzanines
Don’t forget, you can always attend Jump Start Meetings for more help with planning your event!
Mondays, 3pm, Room 315 in SCC
Department of Student Activities – Student Organization Resource Quick Tips
Program Planning Timeline & Checklist
6 weeks prior to event…
 Finalize your vision and goals for this particular event
 Delegate specific planning tasks to group members for the event (Budget, Marketing, CES, etc.)
 Book your space
 Create a budget for your event, estimate costs, and secure funding
 If necessary, request or create a contract for any performers, speakers, etc.
4 weeks prior to event…
 Attend a Jump Start Meeting (Mondays, 3pm, Room 315 in Shapiro Campus Center)
 Meet with Conference & Events Services to go over event details
 Set aside time in a group meeting to give updates on the planning for the event
 If necessary, submit request for Student Production Services for sound/lighting
 Bring any contracts to Stephanie Grimes in Student Activities to review and sign
 Develop a marketing plan
3 weeks prior to event…
 Confirm event details with Conference & Events Services (and order catering, if necessary)
 Request/pick-up event forms from Conference & Events Services
 Request any equipment or tabling space from the Department of Student Activities
2 weeks prior to event…
 If your funding comes from the Student Union, submit your event forms to the Treasurer
 If your funding comes from the Student Union, submit any contracts/payment request forms to the
Treasurer for payment
 If your funding comes from a department, submit your event forms to the department OR request that
Conference & Events Services fax/e-mail your forms to the sponsoring department
 If necessary, check back in at a Jump Start meeting to confirm all details are in order
1 week prior to event…
 Check with Conference & Events Services to be sure that a charge-line has been received for your event
Day of event…
 Arrive early to check the event set-up and equipment
 Set up entrance area to event
 Create a staff plan so all of your group members know where they are supposed to be during the event
 Meet and greet any performers/speakers and other staff (Public Safety, Catering, etc.)
 Be present to handle any problems that occur during the event
 Clean up as necessary
After event…
 Evaluate the event with your group. What would you change? What would you repeat?
 Follow up on any outstanding payments
 Organize all event information to pass down to future leaders
Don’t forget, you can always attend Jump Start Meetings for more help with planning your event!
Mondays, 3pm, Room 315 in SCC
Department of Student Activities – Student Organization Resource Quick Tips
Estimated Costs for Events
Dance
Required for any SPS staffed event in Levin
 SPS tables
$47
 Public safety
$225 per 4 hours
1 to 6, depending on estimated attendees, off campus invites, and beer
garden; cost is per 4 hours, with a 4 hour minimum
 Custodian
$250 per 4 hours
Required for events with set up needs or food; cost per 4 hours, with a 4
hour minimum
 BEMCo
$72
Dance with Off-Campus Invites
In addition to regular dance costs, you can anticipate:
 Metal
$1,250 per
Depending on # of attendees, Public Safety covers the first. Additional
Detector
additional detector cost: $1,250
 Security tables $61
Required with metal detectors (must be rented for Levin)
Dance with Beer Garden
In addition to regular dance costs, you can anticipate:
 Liquor License $250
Required for any space not in Usdan, Hassenfeld, or Faculty Club. Please
contact Conference and Events for additional details.
 Carders
$150 per 5 hours
1 per 100 guests; cost per 2 hour event time
 Servers
$125 per 5 hours
1 per 100 guests; cost per 2 hour event time
 Kegs
$175 per keg
1 keg serves 248 cups, estimated at $175, depends on type of beer
 BEMCo
$72
 Grills
 Noise permit
 Custodian
Contact Conference
and Events
$10
$250 per 4 hours
 Tables
$7 per table, $33
delivery fee
 Rights
 Noise permit
 Custodian
Varies
$10
$250 per 4 hours
 Data projector
and screen
$25-$50 sliding
scale
 Noise permit
 Tables (if not
outside
Usdan)
$10
$7 per table, $33
delivery fee
BBQ
Kosher and non-kosher
Required for any outdoor event with projected sound
Required for events with set up needs or food; cost per 4 hours, with a
4 hour minimum
If needed (depends on location)
Movie Night
Check with SWANK.com
Required for any outdoor event with projected sound
Required for events with set up or food; cost per 4 hours, 4 hour
minimum
Check with Conference and Events for details.
Wake and Shake
Required for any outdoor event with projected sound
If needed (depends on location)
Don’t forget, you can always attend Jump Start Meetings for more help with planning your event!
Mondays, 3pm, Room 315 in SCC