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Brandeis University, 2014
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Brandeis University, 2014

Steve Pagios, Student Activities
o pagios@brandeis.edu

Ed Callahan, Chief of Public Safety
o ecallaha@brandeis.edu

Kim Callahan, Conference & Events
o kcallaha@brandeis.edu

Angela Garger, Conference & Events
o ces@brandeis.edu

Monique Pillow Gnanaratnam, Intercultural Center
o mgnanar@brandeis.edu

Elba Valerio, Intercultural Center
o evalerio@brandeis.edu

Cindy Spungin
o spungin@brandeis.edu
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Your one stop shop to event
planning!
Every Monday at 3pm in SCC
315
Members of:
o Conference and Events
o Student Activities
o Public Safety
o Intercultural Center
1.
2.
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7.
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9.
10.
Brainstorm your event (think details!)
Choose a date and time (with alternates)
Select ideal location(s)
Book a location with Conference and Events
Plan the details
Conference and Events forms to Marathon
Rethink your program based on allocated funding
Confirm all event details with Conference and Events
Take invoice and form to Student Union for chargeline
Confirm all other event details
It is most important throughout your event programing process
that you plan ahead.
 Have back up dates, locations, vendors
 Be prepared for Marathon with an accurate Conference and
Events sheet. This does not mean going to CES the day
before Marathon.
 Research prices for other supplies necessary for your
event—including on campus charges, promo, and
hospitality.
 Confirm your event in a timely manner with Conference and
Events.
Event
Planning
Sit down with
your fellow
club leaders
and make
decisions
about your
event.
Date, Time,
Location
Entertainment
A/V Needs
Marketing &
Tickets
Li
Student Staff
Student
StaffCustodians,
Equipment,
Set up
Supplies
Supplies
Noise Permit
Food/LiquorBartenders &
carders
A/V needs
Film Rights
Marketing
Public
& tickets
Safety/
BEMCO
Funding
Film
rights
Event
Planning
Meet with
Conference and
Events and
discuss your
event. They will
ask you questions
about:
Conference and Events Services
(CES) Checklist:
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Date, Time, Location
Custodian
Food
Liquor
Bartenders/Carders
Public Safety
BEMCO
Equipment
Noise Permit
A/V Needs
Supplies
S
, time,
location

Date,
Time,
Location
To book most spaces on campus (including
classrooms) contact Conference and Events
Services (CES)
o Stop by CES, located in Kutz Hall, and fill out a Request
Form in person
o http://www.brandeis.edu/ces/studentevents/onlinerequ
ests.html
o Complete a Request Form at a Jump Start meeting and
check the availability of spaces while discussing your
event details.
o Request space as soon as you know your date – space
books up fast!

To book space in the Shapiro Campus Center:
Date,
Time,
Location
Stop by Darryl David’s office hours in Student Activities and request a
form
o Fill out an SCC Space Request Form at
www.brandeis.edu/studentaffairs/activities
o
Residence Halls
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
Fill out an Space Request Form at www.brandeis.edu/studentaffairs/icc
Contact the ICC at x68580
Fill out an Space Request Form at www.brandeis.edu/studentaffairs/dcl
Spingold

Leslie Chiu of the Theater Arts Department (x63381 or
lchiu@brandeis.edu)
Slosberg Music Hall

Deborah Rosenstein in the Music Department (x64867)
Rapaporte Treasure Hall

Martha Barry (barry@brandeis.edu )
ICC
Date,
Time,
Location
 Things to Remember…
o Book a space that is appropriate for the size of your
event and the size of your audience.
o Allow time in your reservation for your set-up, and book
extra space if you need green room space or prep rooms.
o Classrooms and auditoriums can only be booked after
6:45pm on weekdays because of classes.
o The Registrar’s Office has first-priority for all classrooms
and auditoriums since they are academic spaces.
Custodians
Public
Safety
Bartenders
And Carders
Estimate: $250 for 4 hours (4 hour minimum)
*Required if there is food or set up involved for your event.
Estimate: $225 for 4 hours (4 hour minimum)
Public Safety will likely be required at your event if:
You’re expecting over 50 people to attend; Your 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.
Bartenders Estimate: $35/hour (5 hour minimum)
Required for any event with alcohol. 1 per 100 students.
Carders Estimate: $25/hour (5 hour minimum)
Required for any event with alcohol. 1 per 100 students.
BEMCo
$18 per hour, per person
Liquor
Food
Must give 4-6 weeks advanced notice.
Only 3 locations on campus have liquor licenses (Usdan,
Hassenfeld, Faculty Club). All other locations need a license.
• Liquor license = $250.
• 1 keg serves 248 cups. 1 keg is estimated at $100,
depends on type of beer.
Clubs should use Sodexo to provide food at their events.
Food waivers may be granted for a limited number of
reasons.
Check out the student organization menu
at http://brandeis.sodexomyway.net/
Grills: $40 per grill, $30 total delivery fee. Kosher and
non-kosher available.
NEW ONLINE FORM:
Food
Waivers
http://goo.gl/A4HgSS
• Waivers will only be approved:
• Sodexo is unable to provide the food products
needed in a cost effective way
• Food preparation is integral to the club or event
purpose,
• Must be submitted at least two (2) weeks before
• What’s on the form:
• Description of event and purpose of food
• What food would you like to provide for the event?
• What is the rationale/reason behind not using
Sodexo for this event?
Equipment
A/V needs
Noise
Permit
Round: $7.50 - $14 each
Long: $7 - $8 each
Chairs: $1-$7 each
$33 delivery fee.
(Some spaces have tables already. )
Rate
Student Group Discount Rate
$24-$99
$25
$100-$249
$50
$250-$499
$75
$500 or above
$100 + 20% of university affiliated charges
Just because it’s there doesn’t mean it’s free!
$10. Required for any event outside with projected sound.

What other costs might you have?
Entertainment
Contracts, agents, riders.
*Allow up to 2 weeks for contract signing*
Supplies
What are you going to need on site day of?
Student
Staff
How will you be identifiable at the event?
Marketing
& tickets
Posters, online marketing, how are you selling tickets?
Your Event Form
Your Event Invoice

Bring your signed CES form with you!

For this event, of the $1,351.24 you were
allocated $1,000. You determine that you
will cut your pipe and drape.

Now that you have your funding secured you
can finalize your event.
Funding
You attend
Marathon to
request
funding.
o Confirm your event with Conference and Events
o Book your entertainment (adhering to all contract
policies and procedures)
o Advertise and sell tickets!

Funding
Confirming an event with Conference and
Events:
o 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.
o Then, the treasurer will send a charge-line to CES to
pay for your event.
o When CES receives the charge-line from the
Student Union, your event is considered paid and
confirmed.

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, and coaches.

You need to bring Student Activities three articles of paperwork:
contract/agreement (if provided by company), Independent Consultant
Agreement, and W-9/W-8BEN.
Entertainment
o
o
W-9/W-8BEN and ICA are completed by contracted agency
Contract is from contracted agency to be completed by a Brandeis Official.

Return signed contract to performer (there may be signatures needed
from contracted agency).

Submit all of this information with Non-Employee Payment Request Form to
the Union Treasurer.
Plan timeline for this to occur so that you can have a check on the day of the
service performed.
**NEVER pay a contract with your own money. It will not be reimbursed.**

Entertainment
There are insurance minimums for all offcampus vendors. Contact Student Activities for
specific details.
o All vendors must have insurance.

Waivers: For many kinds of events involving
student participation, the signing of release
waivers is required (e.g., date auctions, petting
zoos, etc.)
o Student Activities will help you with waivers.

Brandeis Tickets is a great resource for you:
o
o
o
Marketing
& Tickets
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No worries about cash
No ticket staffing or selling
No risk of ticket duplication
How it works…
Meet with Leigh Hilderbrandt, Box Office Manager
(leighhi@brandeis.edu) about your event
o Complete the ticketing form found online
(http://www.brandeis.edu/tickets/)
o
You decide to
use Brandeis
Tickets

Cost
$.50/ticket if charging admission
$.10/ticket if the event is free
$.05 per ticket fee for any unsold tickets that were printed
3% surcharge for each ticket purchased via credit card (charged
to the club)
o Customer pays any handling fees for phone and internet sales
o
o
o
o
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A Board requires any event receiving SAF funding to be
ticketed through Brandeis Tickets
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A/V needs
You decide to
use SPS for
your event.
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SPS = great, FREE resource to student groups
A student group that provides sound and lighting
equipment and expertise to other student clubs
and organizations, free of cost.
Contact SPS:
o Danny Steinberg: ynnad10@brandeis.edu
o Ian Carroll: icarroll@brandeis.edu
Film
rights

There are lots of things to consider.
o Copyright Law – violations cost you lots of $$$
Public Performance
• Even though you own it…
• Educational Exemption
•
You need to
acquire rights
to the film you
are screening.
o
o
Swank Motion Pictures
Costs
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Student Activities has a variety of free equipment for
you to borrow:
o
o
o
o
o
o
o
o
o
Supplies
You decide to
borrow some
equipment
from Student
Activities.
Portable PA System
Projector
Projection Screen (6’ diagonal)
Popcorn Machine (must provide own popcorn)
Inflatable Movie Screen
Staging*
Chairs*
Tables*
Large Projection Screen* (20’ diagonal)
• *Items can’t be removed from Shapiro Campus Center
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
Stop by Student Activities (SCC 203) to reserve.
All equipment must be returned in clean and working
order

Supplies
Student Union also has a variety of free
equipment for you to borrow:
o Projector
o 3 microphones
o 1 clip on microphone
o 3 six foot tables
You decide to
borrow some
equipment
from Student
Union.
o 3 card tables
o 2 coffee urns
o 6 walkie talkies
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To reserve: Go to the Student Union Office (3rd
floor of the SCC) during office hours (posted on
Student Union website (union.brandeis.edu).
Rentals are valid for 48 hours at a time.
Marketing
& Tickets
You complete
the “What’s
Happening”
form for your
event.
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Facebook Events & Pages
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Poster Policies (review leadership handbook on DSA
website)
o Must be in appropriate places (no glass, no statues,
no doors, etc.)
o Limit of 6 in Shapiro Campus Center & 6 in Usdan
o Must be stamped by Info Booth in SCC

Weekly All-Student emails
o What’s Happening Email - Thursdays
http://www.brandeis.edu/studentaffairs/activities/forms
o Union Email - Mondays

http://union.brandeis.edu/announcements
Campus Events Calendar (Download the FREE Brandeis
App Today!)
o
http://www.brandeis.edu/events/submit.html
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Marketing
& Tickets
All promotional materials bought with
university funds must say Brandeis or
Brandeis University on all sides
o This includes both sides of a tee shirt or
somewhere on a poster
You complete
the “What’s
Happening”
form for your
event.

Need suggested vendors? Come by Student
Activities and we would love to help!
o Also remember to at least get 2-3 quotes per
item to ensure you are getting the best price!



Your one stop shop to event
planning!
Every Monday at 3pm in SCC
315
Members of:
o Conference and Events
o Student Activities
o Public Safety
o Intercultural Center
Questions?
Thank you for attending the Fall 2014 Club Connections Conference
Brought to you by:
Conference & Events
The Department of Student Activities
The Intercultural Center
Hillel
Student Union
Don’t Forget to come to JumpStart to get all of
your event questions answeredEvery Monday at 3pm in SCC 315!!