Event Management Form

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NEW Event Management Form

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“Life is like riding a bicycle, to keep your balance, you must keep moving.”
Albert Einstein

Event Management
434 CURRY STUDENT CENTER
http://www.northeastern.edu/eventvenues/

Submit this Event Management Form

to coordinate the logistics of your major-venue events

with the Event Management department.

PLEASE CLICK ON THE LINKS FOR THE VENUE INFORMATION PACKETS BELOW.

Blackman Auditorium, Fenway Center, Afterhours,

the Curry Student Center Ballroom,

CSC McLeod Suites (318-320-322, 318-320, 320-322),

CSC West Addition, CSC Indoor Quad

Please note that this form is not a reservation request form;

to request a reservation of the major event venues listed above,

you must contact the Center for Student Involvement Scheduling Office:

617-373-2632, cscreservations@neu.edu, 434 Curry Student Center.

Once you’ve received a Scheduling Notification email

from the Center for Student Involvement Scheduling Office

verifying your major-venue reservation,

please submit this Event Management Form as soon as possible

(preferably four weeks before the event)

to begin the process of logistical coordination.

Failure to complete this Event Management Form

may result in forfeiture of your reservation and staffing fees may be charged.

To cancel a major-venue reservation,

you must email cscreservations@neu.edu;

cancellations within 2 weeks of a reservation’s scheduled event date

may result in fees to your organization,

as outlined in each major venue’s Venue Information Packet.

For a complete, up-to-date account of all major-venue policies,

including those relating to fees,

click the venue names above

to download each major venue’s Venue Information Packet.

EVENT VENUE

Event Venue Name: *

Which layout have you booked? *

Event Date * +

Name of the Event *

Please give a brief description of the event, including all types of performers involved: *

At what time will people be arriving to set up? *

What time does the event start? *

At what time do you expect the event to end? *

Number of Attendees *

Will this event be ticketed? If so, this needs to be arranged through your Program Manager and the ticketing office (617-373-4700). PLEASE NOTE: ticketed events will increase the amount of staffing needed for an event. *

This event is for a: *

Name of Department: *

Name of Student Group: *

All student events must be approved by your program manager. Have you already cleared this event manager? If you are unsure who your program advisor is, please contact Student Activities at 617-373-2642 or visit http://neu.orgsync.com *

Name of Program Manager: *

Will there be any Deans, Vice Presidents or Senior VPs that will be in attendance? *

If booking Fenway Center, will you need the parking lot reserved for your event? *

If so, please list their names.

As noted above, form is not a reservation request form; to request a reservation of a major event venue, you must contact the Center for Student Involvement Scheduling Office to make a reservation (617-373-2632). Have you already made a reservation with the CSI Scheduling Office? *

CLIENT INFORMATION

First Name *

Last Name *

There is no charge for Center for Student Involvement (CSI) recognized undergraduate student groups to use afterHOURS. However, if the event is cancelled within two weeks prior to the event date, the student group will be charged a cancellation fee as stated in the Venue Information Packet. *

NU Budget Number to apply the Event Staffing Charges *

Note: Your event will not be confirmed without an NU budget number. It should be a six digit number.

Division Name and Department *

Email Address *

Phone Number *

BUILDING SERVICES INFORMATION

Please note: Booking events in the West Addition or it's mezzanine before 7pm on weekdays requires special permission and at least 2 weeks notice, as per agreement with the Food Court.

Events requiring a furniture set up that differs from the standard set up in the West Addition will incur a special set-up charge from Building Services. Setup costs vary depending on time frame of the setup. The costs for a resetting or partial removal of the furniture is $280 weekdays/$560 on the weekends (prior to 6am); after 6am the cost is $650, and based on availability. Full removal of existing furniture to bring in outside furniture, such as banquet tables costs $1,528 weekdays / $3,056 on the weekends. More information can be found in the back of the West Addition Venue Information Packet and all final charges are subject to Building Services approval.

How would you like to set up the West Addition? *

Events requiring a furniture set up that differs from the standard set up in the mezzanine will incur a special set-up charge from Building Services. Setup costs vary depending on time frame of the setup. The costs for a resetting or partial removal of the furniture is $280 weekdays/$560 on the weekends (prior to 6am); after 6am the cost is $650, and based on availability. Full removal of existing furniture to bring in outside furniture, such as banquet tables costs $1,528 weekdays / $3,056 on the weekends. More information can be found in the back of the West Addition Venue Information Packet and all final charges are subject to Building Services approval.

How would you like to set up the mezzanine? *

Number of Chairs (MC2) *

* Maximum 130 chairs

Number of Chairs (MC3) *

* Maximum 200 chairs

	Floor	Stage	Landing
Chairs	Floor	Stage	Landing

* Maximum 300 chairs on the Floor; 30 chairs on the Stage; 9 chairs on the Landing (the small area outside the Ballroom)

The following can be added to West Addition setup at no additional cost:

	Floor	Stage
Chairs	Floor	Stage

* Maximum 300 chairs

6’ x 30” rectangular tables (great for buffet tables, registration tables) *

6’ x 30” rectangular tables (registration tables, etc) *

6’x 18” rectangular "classroom" tables *

60” rounds (seats 8-10) *

36” wide round cocktail table; 30 inches high *

30” wide round adjustable height cocktail table; can go 30”- 48” high *

Podium *

Performance Stage
Please note: there is an additional set-up fee of $500 to use this stage. *

Wheel Chair Ramp (up to stage) *

Portable Partitions *

Piano *

Coat Rack *

	On Stage		Inner Lobby
6’ x 30” rectangular tables

** No tables may be set up in the Ell Hall lobby.

	Stage	Inner Lobby
Chairs	Stage	Inner Lobby

* Maximum 35 chairs on the Stage; 6 chairs in the Lobby

The items below can be setup on the floor and also the stage. If you would like items set up on the stage, please describe your request in the notes below.

6’ x 30” rectangular tables (great for buffet tables, registration tables) *

6’x 18” rectangular "classroom" tables *

60” rounds (seats 8-10) *

30” wide round adjustable height cocktail table; can go 30”- 48” high *

Podium *

6’ x 30” rectangular tables (great for buffet tables, registration tables) (aH) *

6’ x 30” rectangular tables (great for buffet tables, registration tables) (MC3) *

6’ x 30” rectangular tables (great for buffet tables, registration tables) (MC2) *

6’x 18” rectangular "classroom" tables (MC2) *

6’x 18” rectangular "classroom" tables (MC3) *

60” rounds (seats 8-10) (MC2) *

60” rounds (seats 8-10) (MC3) *

36” wide round cocktail table; 30 inches high (MC2) *

36” wide round cocktail table; 30 inches high (MC3) *

30” wide round adjustable height cocktail table; can go 30”- 48” high (aH) *

30” wide round adjustable height cocktail table; can go 30”- 48” high (MC2) *

30” wide round adjustable height cocktail table; can go 30”- 48” high (MC3) *

Podium (MC2) *

Podium (MC3) *

Podium (BA) *

Chairs (aH) *

Maximum 270 chairs in the Audience area and 50 chairs on the Stage (FC) *

	Audience	Stage
Chairs	Audience	Stage

Notes on how you would like them set up:

If you have a floorplan in a .pdf you would like to submit, please upload it here.

How many easels will you need? *

Will you need any banners or flags hung? Note: We suggest that banners or flags are delivered to Event Management at least two days before the event so that they are hung properly. Also, all banners are subject to the approval of Event Management staff for fire code rating and content. *

Dressing Rooms:

There are up to three small dressing rooms and a green room that can be used by performers. Each dressing room is equipped with a full bathroom, including shower, however only dressing room #3 is automatically assigned with a reservation in Blackman. If more dressing rooms or the green room are needed, you must provide a separate request to Event Management via email to eventoperations@neu.edu at least two weeks in advance. The dimensions of Dressing Room 3 are 12.5’ by 8.5’ and it holds 1-5 people approximately.

Do you need to request additional dressing rooms? (please reference the event packet for specific dimensions) *

AV INFORMATION

What visual equipment will you need?

PowerPoint/computer presentation *

The computer I will be bringing is: *

You must bring a VGA or HDMI adaptor if you’re bringing a Mac to hook up to a projector.

McLeod Suites has VGA only (no HDMI available).

Other please describe:

Brief Description of the Video in your event

How many portable TV screens would you like? *

What audio equipment will you need?

Podium Microphone (FC) *

Podium Microphone (BA) *

Podium Microphone *

Podium Microphone (MC) *

Podium Microphone (WA) *

*

	Handheld		Lapel
Wireless Microphone

*Please note that there are only 4 tansmitters available for wireless microphones, the total amount of wireless handheld and lapel microhpones shouldn't exceed the amount of 4 transmitters.

*

	Handheld		Lapel
Wireless Microphone

*Please note that there are only 8 tansmitters available for wireless microphones, the total amount of wireless handheld and lapel microhpones shouldn't exceed the amount of 8 transmitters.

*

	Handheld		Lapel
Wireless Microphone

*

	Handheld		Lapel
Wireless Microphone

*Please note that there are only 3 tansmitters available for wireless microphones, the total amount of wireless handheld and lapel microhpones shouldn't exceed the amount of 3 transmitters.

*

	Handheld		Lapel
Wireless Microphone

*

	Handheld		Lapel
Wireless Microphone

*Please note that there are only 2 tansmitters available for wireless microphones, the total amount of wireless handheld and lapel microhpones shouldn't exceed the amount of 2 transmitters.

Table top microphones
(for a panel)(FC) *

Table top microphones
(for a panel)(BA) *

Table top microphones
(for a panel) *

Table top microphones
(for a panel)(MC) *

Additional microphones *

Will you be providing background music on a CD or IPOD? *

Would you like to request that your event be live streamed and / or video recorded? Please note this will incur an additional fee of $160 per four hour event for extra staffing. *

Audio and video confidence monitors can also be requested to be available to help presenters during the event.

Would you like a video confidence monitor? *

Audio monitors can also be requested to be available to help presenters during the event.

Would you like an audio monitor? *

afterHOURS is equipped with a basic backline for student musical performances/open mics/variety shows, etc. The venue has a bass amplifier, a guitar amplifier and a full drum set complete with cymbals and hardware. Please select the items you are requesting. Note: These items are not advised for a backline for national acts (please see your program manager to make arrangements in those instances).

Bass guitar amplifier (Fender Rumble V3 200w 1x15 Bass Combo Amp)

Guitar amplifier (Fender Hot Rod Deluxe III 40W 1x12 Tube Guitar Combo Amp)

Drum set (Yamaha Stage Custom Birch 5-Piece Shell Pack with 20" Bass Drum)

Will you need any additional equipment? Please describe:

Would you like to request that audio from your event be recorded? *

CATERING INFORMATION

Rebecca’s Catering is the primary onsite catering service for the university, handling all of the catering duties, including tablecloths, for all Event Management Venues. To initiate a request or access more information on food and linen prices please call 617-373-2479.

Food is not allowed on the stage or in the house area of Blackman. However, will you be ordering any food or beverages for the dressing rooms of Blackman?

*

Will you be ordering any food or beverages for this event?

*

Do you plan on serving alcohol at this event? If so, this requires extra Event Management staff to be present for additional oversight. Our staff is not intended card people or allowed to serve alcohol; that must be done by the catering staff. NUPD is required to be present for all events with alcohol served and will incur extra charges. *

Will you be ordering linens and flowers? *

What time is catering expecting to show up? *

CASH COLLECTION and/or MEET AND GREET INFORMATION

Will there be cash collected on site for any reason? *

Will there be merchandise on sale accompanying this event? *

Where will it be held? *

How will the cash be collected? *

Will there be a meet and greet? *

Where will it be held? *

Will there be a book signing? *

Where will it be held? *

NUPD Event Notification

All departments are required to inform NUPD about their events. To do this you need to fill out their NUPD Event Notification / Detail Request form which can be found on this page:

https://nupd.northeastern.edu/our-services/police-detail/

Please share any additional relevant information or concerns in the space below. Thank you for working with Event Management and we look forward to making your event a success!

I have read and agree to follow the guidelines as listed in the Venue Information Packet (V.I.P.) as well as University policies and the laws of the Commonwealth of Massachusetts. I also understand that it is my responsibility to share this information with my group. I understand that if I don’t follow these rules, there may be disciplinary sanctions against me and my group. *

Yes