Hello Grad Club Leaders, 

Thank you for all the great events you’ve planned so far this semester! Your efforts are making a big impact on the graduate student experience.

To make planning events easier, we’ve updated the Event Request Form in Questrom Common. The goal of the Event Request Form is to capture the overall idea of what kind of event you want to host. You don’t need every detail finalized to submit...it’s just the first step to initiate all of the workflows necessary for successful club event planning.

Once submitted, Community Engagement staff will assist you with coordinating contract processing (especially for off-campus events), setting up Eventbrite pages for ticket sales, liaising with Questrom Events and Conferences to finalize room reservations in Questrom, catering, technology, and room setup, and more!

Please avoid making arrangements outside this process, as it can disrupt these workflows and delay your event support. Also, remember to use the resources available to you, such as: your Advisor, the Club Leadership Handbook, and the Club Leader website, for guidance.

We’re here to help make your planning easier. Please reach out anytime!

What's the first step I should take in planning an event? 
After you've developed the ideas and details of your event, you should create your event in Questrom Common. This prompts MBA Center staff to review the event for approval. Be sure to include all details like AV needs, preferred layout, what your budget will be spent on, and expected attendance. Once approved, the event is viewable on Questrom Common. All events must be submitted at least 4 weeks in advance. (for more info: see page 26 of the Club Leadership Handbook)

Why do events need to be submitted at least 4 weeks in advance? 
The four-week lead time is essential because many logistical pieces need to fall into place—coordinating scheduling, staffing, sourcing catering, handling payments, contract reviews and approvals, and other behind-the-scenes details that often go unnoticed but are crucial for everything to run smoothly. These steps are designed to support clubs like yours and to make sure your events are as successful as possible.

I'm hosting an event on campus with a specific room layout and catering in mind...what do I need to do? 
When submitting your event in Questrom Common, be as detailed as possible with what you would like the room and menu to look like. Questrom Events & Conferences (QEC) staff are the experts here. Once you submit your event for approval, an MBA Center staff member will work directly with QEC staff to determine feasibility based on your budget and preference. Please do not reach out to catering or facilities on your own as it will complicate the process and workflow. 

I'm planning an event off-campus, can I sign the contract for the venue space? 
No, only approved signatories for the University are allowed to sign contracts. Contracts must be submitted by an MBA Center staff member to the Financial Affairs team for review and approval. This can take up to 2 weeks. Additionally, all email communications with external vendors related to a contract should have an MBA Center staff member copied. The default person for this is Kiana Jackson-Dubose (kianajd@bu.edu), Senior Program Coordinator for Finance. 

Can I bring in outside food for my event?
No, you must use BU-approved catering vendors for any event held on campus at BU. This ensures compliance with University policies and simplifies the process for you. 

What’s the process for promoting my event?
All promotional materials must be included in your event submission on Questrom Common. Clubs have additional creative freedom to create flyers and other marketing materials that do not correspond to Questrom's brand. Submit your flyers, posters, and email content for approval and distribution at least 4 weeks in advance. 

I am hosting a ticketed event. How do I set up Eventbrite? 
Once your event has been approved, an MBA Center staff member will set your Eventbrite up for you and add your group as an organizer to track ticket sales. If you plan to use Eventbrite to generate ticket sales, please complete the Eventbrite Request Form which collects all necessary info in order to publish the link. 

How do I get my event expenses reimbursed?
All event-related expenses must be pre-approved by the MBA Center. When possible, all event-related expenses should be pre-purchased by an MBA Center staff member. You’ll need to submit your budget in advance and make sure to keep all receipts and documentation for any purchases. No reimbursement will be issued without prior approval. If approved, please complete the financial transaction form in Questrom Common to receive reimbursement. 

What if I need tech support for my event?
If your event requires any AV or technical equipment (e.g., microphones, projectors), please note that while creating your event. An MBA Center staff will work with QEC to determine feasibility. QEC will advise on additional needs. You must request these services at the time of your event creation to ensure everything is set up ahead of your event.

We want to serve alcohol at our event on campus. What should we keep in mind? 
If you plan to serve beer or wine at an event on campus, by law, a liquor license is required at least 30 days ahead of time. Here are some other important things to keep in mind: the consumption of alcohol requires a physical government ID; alcohol is prohibited outside the event; any alcohol being served in an area accessible to the public requires a BU police detail at an additional cost to the club; and food must be available throughout the duration of any event serving alcohol. 

My event is on campus, can I make changes to the catering menu and/or anticipated attendance? 
For on-campus events, the final guest count is due by 10am, 7 business days before the event. This allows for the QEC team to adequately staff and source catering needs. If there are drastic changes to your anticipated attendance or catering plan, you must let an MBA Center staff member know at least 7 days in advance.

© Copyright 2024 Questrom School of Business. All rights reserved.
This email was sent to Email. To ensure that you continue receiving our emails, please add us to your address book or safe list.