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Welcome to Event Planning at Brown!

Planning events, from a simple meeting to a several day conference, takes forethought and time. This website is designed to help you take advantage of all the services and support Brown has to offer.

This site is designed for events sponsored by Brown departments and student groups for Brown business and use. All external users and uses, even those who have or can obtain sponsorship by a department or student group, must start by contacting Conference Services.

As you are planning, please keep the following in mind:

  • Most offices require you to finalize arrangements at least 10 business days in advance.
  • Any event where more than 50 guests are anticipated must complete a Fire Safety checklist.
  • Any event where more than 100 people are expected OR where money will be collected must be reviewed by the Department of Public Safety. For student groups, this is done through Event Registration.
  • Student organization events where 100 or more attendees are expected OR where alcohol will be served must register with the Student Activities Office.
  • Any event of 300 or more may need a Fire Marshal. For student groups, this is reviewed during registration. Departments must contact the Fire Safety Office.
  • Any indoor (or under a tent) event of 1000 or more requires trained crowd managers and the presence of a Fire Marshal. For student groups, this is reviewed during registration. Departments must contact the Fire Safety Office.
  • All events open to the general public or to the Brown community-at-large must be held in accessible locations.
  • Insurance is required for all private (non-University business) events and may be required for University events that present an unusual or high risk. More information is available.