Paying for Other Brown Services
If your event requires support services such as Media Services, Fire Marshals, Department of Public Safety or Facilities Events Support, the paperwork must be completed at least 10 days prior to the event in order for the services to be provided. Your organization must register any event, party, or social with the SAO. Event Registration information can be obtained in the SAO or on the SAO website. The SAO also has an Event Planning Checklist and Budget Form to help groups organize costs associated with events.
Below are some of the most commonly used services when students groups plan and hold events. In addition to the event planning with a SAO student group advisor, there are important points to note on the financial end of your event, and will primarily be handled by Donna or Diane. All of these things need to be dealt with in a timely manner, or your event may not be able to happen.
Should you have to cancel your event for any reason, it is your responsibility to notify SAO and each individual office that you have hired that the event is being cancelled! All POs should be returned to the SAO or your account will be charged.
Facilities Event Support (x3-7820)
You should contact Facilities Event Support to let them know what's needed and for what group. That is all you need to do. Facilities Event Support will send the SAO an estimate, and the SAO will supply a service order to Facilities for approval if there is enough funding in the group budget.
These must be ordered by SAO staff on your behalf and this process occurs as part of the Event Registration process. Please be aware of appropriate planning and registration deadlines.
For Category III groups, these are paid directly by UFB, so you don't have to worry about your budget lines. Other groups will need to be sure they have adequate funding in their accounts.
Media Services (x3-2197)
Media Technology Services is excited to announce that for the academic year 2013, there will be no charges for use of installed media equipment for all student groups! Registrar-controlled spaces can now be booked for your events with the Scheduling Office (space) and Media Technology Services (equipment) free-of-charge! Here's how: Reserve your desired space with the Scheduling Office. Once confirmed, submit an online reservation with Media Technology Services at least 10 calendar days in advance.
* Here's the catch: If you make your reservation with less than 10 calendars days advance notice, there is a $150 rush processing fee assessed.
* On-site technical staff assistance (keeping in mind most events that take place in Salomon 101 require staff to be present) is billed at $85/hour ($100/hour overtime).
* If you do not make a reservation and then call from your location in need of immediate technical assistance, there is a $250 minimum service fee assessed...provided there is a technician available to respond.
* You can consult with representatives of the Scheduling Office, Facilities Management Event Support and Media Technology Services during open office hours on Wednesdays from 12 - 1:30pm in Roberts 225.
We're looking forward to helping make your media event successful.