About
Event Services is your resource for scheduling meetings, study space, guest lectures, special events, camps and conferences at Bradley University. We will assist you with reserving space to accommodate your event, and pre-planning details such as room configurations, facility management, coordination of logistics, and bar service. We work in conjunction with Bradley’s Audio Visual Services and Bradley Catering to provide quality support services to faculty, staff, students and external guests.
Our campus’ unique blend of diverse facilities can accommodate groups from 10 to 3200, offering your organization state-of-the-art meeting rooms and auditoriums, classrooms equipped with advanced technology, quality food service, residence hall accommodations, recreational and athletic facilities, support services, and a rich cultural environment.
Resources
If you need projectors, screens or access to locked AV equipment on campus, you’ll want to contact Audio Visual Services on campus. All you need to do is complete an online form for these services, and the link to that form is listed below. Note that this form needs to be submitted no less than 3 DAYS prior to your event. Organizations are responsible for returning equipment in the same, damage-free condition in which it was borrowed. If you have questions regarding A/V, call the office at (309) 677-2331.
Student Activities
- Patience Humbles
- Student Center 28
- [email protected]
- (309) 677-3050
In case you didn’t know, Student Activities has a portable sound system that you can borrow for events. This equipment works well for situations where you need some background music playing from an iPod or need a microphone/speaker to make announcements outdoors. Organizations are responsible for returning equipment in the same, damage-free condition in which it was borrowed.
Tech Crew
If your event has extensive audio/visual needs (i.e. speakers, microphones, lighting, etc), you will want to contact Tech Crew to request our services. Tech Crew provides audio and lighting: it does not provide musical instruments, projectors and screens or stages. For liability and safety reasons, Tech Crew equipment cannot be rented separate from services.
If your event received SABRC funding, you are provided with whatever coverage you need to make your event successful: the accrued Tech Crew costs do not come out of your individual event’s budget. For a fee, Tech Crew’s services are also available for student organizations planning non-SABRC-funded events and campus departments. Tech Crew members are paid and their services are not free. Once you submit your request, they will send you an estimate for your event
For purposes of planning and scheduling, requests need to be submitted to Tech Crew at least 3 weeks prior to the date of the event. All estimates, regardless of submission date will have an equipment fee included in the total cost of services. The dollar amount of the equipment fee will be dependent on the submission date, determined as follows:
- Before 3 weeks of show: $50
- Within 3 weeks of show: $100
- Within 2 weeks of show: We No Longer Entertain Requests Within 2 Weeks of a Show Date
This policy does not exclude SABRC-funded events. For SABRC-funded events, the $50 equipment fee is waived. However, if you are planning an SABRC funded event and contact Tech Crew within three weeks, your organization will be billed $100, which is not covered by SABRC. If you contact Tech Crew within two weeks of your event, they reserve the right to refuse your event which may result in the cancellation of your event.
When filling out the Tech Crew Request Form, please fill out all spaces where information is requested. Total costs of Tech Crew services are a sum of labor costs and the equipment fee. In order for Tech Crew to provide you an accurate estimate, they need realistic start times, end times and sound check times for your event. Additionally, they need to know the number of microphones and inputs for instruments needed. This information will help them determine the equipment the show needs, the number of employees needed to work your event, and the total length of services. Once your event request has been given an estimate, it is regarded as confirmed until you state to Tech Crew that the need for services is cancelled. Cancellations must be made at least 24 hours before an event. If an event is cancelled within 24 hours of the scheduled event, your organization will be billed up to the full amount estimated to compensate for our time and efforts. BU Tech Crew reserves the right to deny any event requests.
To request Tech Crew’s services, complete their request form. If you have further questions, email them at [email protected].
An important aspect for any event coordinator to consider is the amount of security needed. If you feel that event attendees might have any exposure to risk at all (including possible injuries and the like), please contact Student Activities for consultation. We want to help you plan events that are successful and safe!
When planning an event that has any of the following elements, please notify the police no less than 3 weeks before the event date:
- Music (anything louder than a personal CD/iHome music player)
- Takes place outdoors, late in the evening and/or overnight
- Involves a large amount of people, which could cause parking or traffic-related issues
- Open to the public
However, if you’re planning a concert (indoors or outdoors), please notify the police at least 4 weeks before the event date.
The success (or failure) of an event truly can be dictated by its marketing (or lack thereof) on campus. We strongly recommend that in the early stages of planning your event that you create a specific, deadline-oriented publicity plan to market your event. This will keep you on task to ensure you are constantly and strategically marketing your event to campus rather than developing ideas and implementing them at the last minute. We have created a publicity plan template to implement for any campus event – please feel free to utilize and tweak it for your personal use!
Campus Media Outlets
Don’t forget to utilize the variety of student-run media sources available on campus!
- As soon as you have a date, time, location and general description of the event, be sure to add it to our new online campus calendar.
- The Scout, campus newspaper
- The Edge, campus radio
Duplicating
- Kim Barnhart
- Duplicating, Macmillan
- (Across from University Hall)
- [email protected]
- (309) 677-2326
Need posters or flyers printed at an affordable cost? Visit duplicating for all your printing, binding, lamination needs! Either email your marketing file to Kim directly (with your desired quantity and ink and paper type), or you can bring your marketing file in to the office on a jump drive. You can find more detailed information about their services on their website.
SABRC-funded events have copy codes for their organization’s account (which you will need to provide at the time of printing). If you are unaware of what that code is, please contact Student Activities.
Social Media
Don’t underestimate the power of social media. Work with your college or department social media practitioner to utilize existing social media outlets for promotion. To inquire about your colleges’ social media practitioner, contact Liz Gunty at [email protected] or 309-677-2327.
If you plan to serve food and/or beverages at your event, you will need to work with Bradley University Dining Services. To do this, determine the answers to the following list and contact the catering staff listed. Make sure to contact them AFTER having reserved the space for your event and give their staff plenty of advance notice of your event date (several weeks).
- Your estimated attendance
- Your budget and account number
- What food and beverage you would like catered (although flexible to accommodate most requests, utilize the BU Dining Services CaterTrax menu guide to see a list of their most popular options)
- Patrick Hockenbury
- Catering Director
- [email protected]
- Marla Kerrn
- Catering Staff
- [email protected]
- (309) 677-3963
Additional Links
- Academic Centers
- Academic Institutes
- Academic Offices
- Academic Affairs
- Administrative Offices
- Diversity, Equity, and Inclusion
- Bradley University Police
- Student Center 202
- (309) 677-3054
- [email protected]
- Monday – Friday
- 8:30 a.m. – 4:30 p.m.
Fees
If a Bradley department or Bradley Registered Student Organization hosts an event on campus and charges a fee for external guests to attend, the Bradley host will be charged a rental fee for each day the room(s) are utilized. The Bradley student/department rate is 20% of the external rate.
- If the external event has more than 50% Bradley students attending, the rental fee is waived if no admission fee is collected.
- If the event proceeds are all donated to a non-University entity and you can provide proof, the rental fee is waived.
- If a Bradley University camp or conference is held on campus that does not pay rental fees, then a $5 fee per camper per day will be applied to cover infrastructure costs.
- If a Bradley University Department hosts an event but an outside organization charges a fee and earns revenue, rental fees will be assessed. If the collected fees only cover costs, the rental fees will be waived. Any event hosted on campus that has less than 50% students, faculty, staff in attendance, a $50 infrastructure fee will be charged for each building used.
| Room Type | ½ Day Rental | Full Day Rental |
|---|---|---|
| Classroom, Conference Room, Lydia’s Lounge, Outdoor Space | $25 | $50 |
| Classroom/ Conference Room w/AV | $50 | $100 |
| Computer Lab, SC Executive Suite | $75 | $150 |
| Lecture Hall, Auditorium, Theater, Garret Center Auditorium | $100 | $200 |
| BECC 1150/1160, Westlake 116, SC Ballroom | $150 | $300 |
| HCAC Ballroom | $200 | $400 |
Custodial Fees
Any events that have less than 50% students in attendance, and a custodian is called in to manage the facility before, during, or after the event, the Bradley host will be required to cover custodian OT pay. Attendance numbers, duration of the event, food service, scheduling etc. are factors to be considered. Event services will work with custodial staff to make the best decision for the University.
Facility Management Fees
Any event that requires facility management above and beyond normal operating hours will pay $11/hour per facility manager for the duration of the event.
Equipment Rental Fees
All special equipment requests must be submitted and paid no later than 5 business days in advance of the event.
Cancellation Fees
Any cancellation requests that occur less than 5 business days in advance may be charged 50% of the rental fee.
Additional Staff Costs
There may be additional staff costs for set up and tear downs based on the scope and location of your event.
Canopy Tent Rentals
Bradley has canopy tents available for use- and has two options for rental:
- Event Services can set up and tear down the tent at a cost of $25.
- Your group can set up and tear down the canopy tent, but would be responsible for any damages should they occur.
Outdoor Tables & Chair Requests
Organizations/Departments are able to request up to 5 tables for their outside event without being charged. The tables are 6ft plastic folding tables and the chairs are black folding chairs.
If a group needs more than 5 items, or if the event is over the weekend, the charges are as follows:
- 1-25 items $10
- 26-50 items $20
- 51-75 items $30
- 76-100 items $40, etc.
Outdoor Stage Rentals
Events will be charged $175 for outdoor stage requests. This rental fee covers the cost of set up and tear down labor and wear and tear of the stage. Stage is 3ft tall, and can be set in increments of 4’x4’.
Any student, faculty, staff or person with University business desiring to park on property owned or controlled by the University must display a valid Bradley University parking permit 7:00 am to 6:00 pm Monday through Friday.
Persons attending special University sponsored workshops or seminars must obtain the short-term parking permit from Financial Services – Cashier windows, 103 Swords Hall, M – F, 10:00 am to 2:00 pm, or from the sponsoring unit. All visitor parking is restricted to the Visitor lot located at the intersection of Duryea Place and St. James or designated visitor parking spots unless otherwise noted.
The standard visitor rate of $1 per person will be charged for each University hosted/sponsored event/meeting/appointment where attendance at the function is 50 individuals or less. Attendee name/vehicle information will be required when visitor permits are issued.
Parking will charge a flat $50 fee for one day event parking on campus from 7:00 a.m. to 6:00 p.m. Monday through Friday during the academic year for events with over 50 people in attendance. Such events would include the Braves Club Luncheons, Job Fair, etc.
Advance notification from the University College/Department/Center/Unit hosting the event is required to accommodate parking needs. No visitor hang tag or attendee name/vehicle information will be required for these types of events.
Policies
- Registered Student Organizations, Bradley University departments, offices, facilities, and individuals, as well as non-University businesses and organizations, are expected to adhere to all policies and procedures set forth by the University.
- Smoking is prohibited in all buildings on Bradley’s campus
- Any user will be required to pay for any damages and/or extraordinary cleanup costs which have resulted due to room usage.
- Event Services may change room assignments in order to better accommodate all scheduled groups on a particular day.
- Failure to cancel a Student Center room that you will not be using at least 72 hours in advance may result in rental charges. Charges will be equal to 50% of the rental rate for that space.
- Any student organization requesting use of campus grounds for assembly must obtain approval from the Director of Student Activities who will consult with appropriate University officials.
- The proposed assembly must allow individuals to enter buildings, walk freely on campus and be free from harassment.
- If the assembly is held when classes are in session, noise may not be heard inside academic classrooms.
- Due to the possibly sensitive nature of planned assemblies, the confidentiality of the proposed event will be maintained if requested by the student organization.
- Non-compliance with these procedures and/or a threat to the health, safety, or welfare of Bradley students will be referred to the Director of Student Activities and individuals who violate these policies may be subject to University Disciplinary Procedures. There must be a 24-hour period between protest activities.
- Registered student organizations in good standing will have priority in reserving Michel Student Center rooms. Organizations may reserve rooms up to 180 days in advance. Conflicting date requests will be resolved on a first come, first served basis. The Activities Council of Bradley University will have first priority for the Marty Theatre on Friday and Saturday nights for their weekend film series.
- University offices/departments may reserve rooms up to 270 days in advance.
- Open scheduling for the University spaces will begin following completion of the academic schedule for the upcoming semester. This is generally around April 15. At this point, student organizations, University offices/departments, individuals and groups from outside the University may reserve space will be reserved on a first come, first served basis.
- Space reservations may be requested before the dates outlined above – but in no case more than one year in advance by contacting the Event Services Office.
- Student organizations may submit a written request to sponsor an event at which alcohol is served. The request must clearly state the purpose of the event, who will be invited (all attendees must be at least 21 years of age) and why the organization feels it is necessary to serve alcohol. Permission will be granted by the Director of Student Activities and the Assistant Director of Event Services. All alcohol will be served/distributed by Event Services Staff.
- Student organizations, campus departments and non-University groups may reserve table space on the first floor of the Michel Student Center. Table reservations are limited to two days per week per event.
- Non-University organizations and businesses will be charged $50 per day. Organizations may host a table TWO times per semester in each location listed but not in consecutive days or in the same week. Table rentals may not exceed a 4-hour period of time. The cost to rent a table is $50 and payment must be made no less than three business days in advance. Payments can be made to the Event Services office over the phone with a credit card or in person via cash, check or credit. If payment is not received at least three business days in advance, the reservation will be cancelled.
- Requests not made at least 3 business days in advance will not be approved. Reservations for the Student Center Ballroom must be received at minimum 7 business days in advance.
- The collection of funds for personal gain is prohibited.
- All Bradley regulations including the posting policy must be adhered to.
- Reservations for the use of Alumni Quad, Bradley Hall Patio and Olin Quad are made by completing an event space request via the EMS Web App and must be made at least three business days in advance.
- Non-University organizations and businesses may request tabling space for a fee of $50 per request. See External Table Rental Form for a full list of policies.
- When the activity involves the distribution of information, selling of goods, etc., members of the sponsoring organization must stay behind the table.
- In the event of harassment of people passing by, the group will be asked to leave the premises and will not be allowed to continue the event if it is scheduled for another day.
- The sale and use of alcohol is prohibited.
- Arrangements for serving or selling food at events must be arranged through Campus Dining Services.
- No heavy equipment or vehicles may be placed on the Quads.
- Staking of signs, tents, inflatable, etc. must be approved by Event Services.
- The collection of funds for personal gain is prohibited.
- All Bradley regulations including the Posting Policy must be adhered to.
- All events must adhere to the Noise Policy.
- Student Organizations registered with the Student Activities Office and in good standing are able to reserve space free of charge if a simple majority of the attendees are Bradley students, faculty or staff. If Markin is requested, any non-members must pay the $5 guest fee.
- If an admission fee, registration fee or similar is assessed, the organization must pay the student organization rental rate for that space. Fees collected to purchase prizes, awards, etc. are not considered donations and rental fees will still apply. Any support services such as staffing, custodial, etc. may apply.
- If collected fees are 100% donated (minus operating expenses) to an outside organization, rental fees will be waived. Organizations must show proof of donation with a valid receipt from the benefiting organization. Validation is completed through the Event Services Office. A receipt must be submitted within 30 days of the conclusion of the event or will be charged the rental fee for the space.
- Event Services recognizes that events are sometimes co-sponsored by multiple organizations and entities; however, student organizations shall not use their privileges for access to Bradley University space and services inappropriately to “front” for a non-university group or commercial vendor in order to avoid or reduce expenses and /or provide access to campus for those entities. Student organizations are not to reserve space for events, which they are not directly involved in, and present at. All instances of “fronting” for other student organizations, off-campus groups, or commercial vendors will result in an adjustment of all related fees to the non-university rate and may result in the loss of reservation privileges.
