Planning Faculty & Staff Events at Brown
The Office of University Event & Conference Services offers a myriad of event planning and setup services to the Brown campus community. Our experienced Event Managers can provide logistical coordination for all types of meetings, programs, and events from academic symposia and lectures to association meetings and scientific conferences.
If you are a Brown faculty or staff member wishing to plan your own event, you may find our Step by Step Planning Guide below to be a helpful start. You may also wish to visit our Event Support Services page (formerly Facilities Events Support) or our Event Planning Services page.
(Download a PDF of this Step by Step Guide)
IMPORTANT! Student Groups:
Please meet with the Student Activities Office to plan your event.
STEP 1: Consider Your Budget
Do you know what your budget is?
Do you know how much to estimate for each aspect of your event?
Meet with representatives from Catering, Media and Event Support at Open Office Hours every Wednesday from 12-1 PM in Conference Room 225 of the Stephen Robert '62 Campus Center to estimate the costs for your event.
STEP 2: Choose Your Date(s) Carefully
Do your dates conflict with a major University event such as Family Weekend or Commencement, for example?
Have you checked the Academic Calendar?
STEP 3: Take Care of Your Special Guests
Fill out a Dignitary Notification Form to alert appropriate campus departments of high profile visitors coming to the Brown campus.
Do you have a VIP coming to campus for a high profile event?
Does your VIP bring with them their own security?
Chances are, you will need to fill out a Dignitary Notification Form.
STEP 4: Reserve Your Campus Space
Reserve classrooms, meeting rooms and green spaces using the University Scheduling Office’s online request form.
STEP 5: Outfit Your Meeting Space
Order registration tables, chairs, custodial cleaning and other equipment for your meeting space(s) through our online service request form.
Imagine that your meeting space is a blank slate.
Try to envision everything that you will need for your event, and assume that your space does not come equipped with any of these things!
STEP 6: Arrange Your Audio-Visual Needs
Request an LCD projector, a microphone or other audio-visual needs using the Media Technology Services online media request form.
Remember – imagine that your meeting space is a blank slate. Just because media equipment may exist in a room does not mean that it will be available and unlocked for your event.
Planning to use equipment that is already installed in a classroom?
Showing Power Point?
Showing a video?
Speaking in a room that requires a microphone?
Then you will need to place an order with Media Technology Services.
STEP 7: Order Food & Beverage
Order food and beverage with Brown Catering by calling them at 401-863-7812.
Food or beverage served in any campus space must be provided by either Brown Catering or an approved Brown vendor. For more information, please see the Brown First policy website.
STEP 8: Make Your Event Safe & Accessible
Consider your audience. If your event is open to the public, be sure to utilize a space that is accessible to attendees with mobility concerns. For more information, visit the Student and Employee Accessibility Services (SEAS).
Expecting more than 50 people?
Complete a Fire Safety checklist.
This ensures compliance with Rhode Island Uniform Fire Code requirements.
Expecting more than 100 People?
Have your event reviewed by the Department of Public Safety.
Larger events require consideration of guest safety in the event of an emergency.
Expecting more than 300 people?
Have your event reviewed by the Fire Safety Office.
State law requires that any event of 300 or more be reviewed for potential assignment of a Fire Marshal.
STEP 9: Advertise Your Event – For Free!
Register your event with the University Event Calendar (Note: posting on the Event Calendar is required in order to take advantage of the Promotional Screens or Morning Mail).
Take advantage of LCD Promotional Screens across campus.
Become a part of Featured Events at Brown (Distributed every Monday to subscribers, including local and regional editors and reporters, Featured Events is a great way to publicize your on-campus happenings. See link for subscription information and submission guidelines).
Post Your Event on myGroups (student groups only).
Add your event to one of the Graduate Student Council listservs which can facilitate promoting your event to the graduate community.
Still Need Assistance? Come to Event Open Office Hours!
Every WEDNESDAY from 12-1 PM in Conference Room 225 of the Stephen Robert '62 Campus Center.
Representatives from Event and Conference Services (including Facilities Event Support & the Scheduling Office) and Media Services will be available to answer your questions and help you with your logistical planning. Stop by, we look forward to seeing you!