Our Event Support Services
Welcome to Event Support services, a division of Facilities Management! We look forward to working with you to outfit your event with rental equipment, tables, chairs and more. To get you started, you may wish to avail yourself of the links below:
Download our updated list of Rental Equipment (rates as of August 2015).
Estimate your event equipment costs with this simple spreadsheet!
Student Groups - please work with Student Activities before placing an event request. You may want to review the Student Event Planning Guide before proceeding.
Staff - place an online Event Request directly with Facilities Management. (Click Event Request at the left. A Brown user id is required for sign in.)
Take advantage of our Step by Step Planning Guide.
Many University departments rely on services from Facilities for events; however, many departments are forgetting the final step to secure these services. When Facilities sends a department an estimate for the work for an event, the department must confirm that sponsorship of the event and provide an account number. Student groups do this by having a financial signatory approve the estimate before the work is finalized. Please don't forget this important and necessaary step!
- Events Support provides non-binding estimates.
- All Student Events must have an estimate attached to their service request and all service requests must be completed 10 calendar days prior to the event and sent to Events Support by a Student Activities Office representative. We recommend beginning the esitmating processing at least three weeks prior to your event.
- The estimate is subject to change due to additional requests, extension of times, technical difficulties or other factors beyond our control.
- Charges for your event will be based on the actual equipment used and all relevant labor required to professionally support the event.
- An Expediting Fee of $150 will be assessed on all orders placed less than 10 calendar days before the start of the event.
DELIVERY FEES (Effective July 1, 2015)
A $35 - $45 delivery fee will be assessed, per delivery, on all equipment orders (such as tables, chairs, risers, coatracks etc.) from our preferred outside vendors. There may be exceptions. Please email firstname.lastname@example.org or call x3-3100 for more information.
Note: This does not include sound and video equipment from outside AV companies.
$35/delivery Monday-Friday (8:30AM-4:30PM)
$45/delivery Monday-Friday (before 8:30AM and after 4:30PM); weekends and holidays
GREENS FEES (Effective August 30, 2015)
A Greens Fee will be assessed for events having tents which are more than 350 sq. ft. in size. This fee will help to restore the greens to the beautiful condition in which they can be enjoyed by all. The fee will be 5% of the total square footage of the tent (or tents) with a cap at $500.
Cancellations must be received in writing via email to email@example.com. Events cancelled less than 48 business hours prior to the beginning of an event (not including Saturday and Sunday) will incur a $50 cancellation fee. (Additional fees may be assessed based on actual pre-committed costs.). Exceptions to this policy, due to unavoidable circumstances (such as storm closures, etc.) will be respected.
Changes must be received in writing via email to firstname.lastname@example.org. Changes requested less than 24 business hours prior to the beginning of an event (not including Saturday and Sunday) will incur a $50 expediting change fee. (Additional fees may be assessed based on actual pre-committed costs.). Exceptions to this policy, due to unavoidable circumstances (such as storm closures, etc.) will be respected.
UNION LABOR RATES (Effective July 1, 2015): Rates are subject to periodic changes:
Technician labor is billed at an hourly rate which includes travel, set-up and strike-down time. Currently the hourly rates are as follows:
|Straight Time||Overtime||Double Time|
*Rates for these crews are standardized, regardless of whether the work is done on regular, overtime or double time.
Overtime constitutes any time after 3:00pm on a regular business weekday, all weekends and holidays.
For media equipment in most spaces, please contact Media Technology Services (www.brown.edu/mts) to electronically reserve installed equipment & staff support at least ten (10) calendar days in advance of your event. A $150 rush processing fee may be assessed for reservations received with less than ten (10) calendar days advance notice. Please be aware that Facilities Event Support handles audio needs in Alumnae Hall auditorium, Alumnae Hall Crystal Room, Alumnae Hall Commons Room and OMAC.
Contact Brown Catering at (401) 863-2712 or to place an online Event request order and request linen for your food tables. Outside caterers must supply their own linen.