Event Procedure

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Updated

See the full Event Standard Operating Procedure and other supporting documents on the Resources Drive here. For questions on event procedure, please reach out to the Chief of Staff.

If you would like to host an event that will take place at Bigelow Laboratory, you will need to identify an Event Coordinator, who is responsible for coordinating all event logistics. This position will be determined at the time of booking. For internal usage, the event coordinator will be the Education Coordinator or Director of Education (for education/teaching lab programming), the Advancement Officer or other designee (for advancement programming), a Discovery/Service Center Director or project administrator or other lab personnel (for research programming), or executive office team member (for all other internal and external events). If a clear event coordinator is not able to be identified, the organizer should contact the Chief of Staff to discuss options for coordination assistance.

Please use the following instructions when creating events in order to communicate your needs to facilities, IT and other groups as soon as possible, or at least five business days ahead of the event.

How To Book Event Space

  1. Create the event in your own calendar
  2. Invite events@bigelow.org as a guest so that it shows up on the Bigelow Events calendar
  3. Reserve meeting room space as needed. Usage is granted on a first-come, first-served basis. Scheduling conflicts will be managed by the Chief of Staff. Event Coordinators MUST book the Classroom spaces off of the Forum and/or the Teaching Lab spaces directly with the Director of Education.
  4. Payment and/or contract may be required. Inquire with the Chief of Staff.
  5. If you have facilities needs: The facilities department ensures the space is clean and furniture is set up according to requests. See the IT and Facilities Guide for details of what is available. The facilities department can provide coffee/tea service but does not coordinate catering or purchasing of food.
    • Invite facteam@bigelow.org
    • Add facilities needs to the event description (potential needs to consider are below)
  6. If you have IT needs: The IT department ensures all audio-visual equipment is functional and available. Upon request, IT Support may be available to manage A/V needs for the event.
    • Invite it@bigelow.org
    • Add IT needs to the event description (potential needs to consider are below)
PLEASE NOTE THE FOLLOWING:
*Notify the receptionist if your guests might need direction to the event once on site
*Make sure to reserve a separate setup time for the space if needed
*Work with Communications Department for publicity of internal or external events
*Event Coordinators should effectively communicate a “heads up” to all staff in a timely manner regarding planned space use, any special parking instructions, or other details of which they should be aware

Example IT Needs
  • Any event requiring Zoom in the Forum (need microphones, slides, etc.)
  • Power strips, extension cords and other power requirements

Example Facilities Needs
  • Table/chair needs (include number of guests)
  • Meeting room setup style (boardroom, hollow square, u-shape, auditorium, classroom, banquet)
  • Table needs for food (tables come with linen, plan on using disposable tableware)
  • Coffee/tea or bar setup (include number of guests and preferred table location)
    • Coffee/tea includes: regular coffee, decaf coffee, hot water, tea bags, sugar, cream, cups, spoons/stirrers
    • Bar includes: metal tins with ice, cups, beverage napkins (you provide beverages)
  • If you need main entrance doors unlocked beyond operating hours or residence hall doors propped open (include times)
  • Garbage/recycling cans

Catering & Lodging

The Event Coordinator is responsible for ordering & picking up food and disposing of leftovers. If you need refrigeration space to store food or beverages in advance of an event, please contact facteam@bigelow.org. You can find a list of catering options here, but you are not limited to any particular vendors.

A suggested lodging list is available here. You are not limited to any particular vendors. The Residence Hall may be available for your group's use. Use the Reservations Request form to contact the Residence Hall Manager.

Event Supplies

Event supplies can be found in the Event Closet and are available for your event use. These items are not for personal use. Unused disposables should be returned to the closet, along with any of the other items. Please keep this space organized. Event Coordinators should contact Facilities for reordering disposable items.


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