Our Event Planning & Management Services

Whether you are planning a small, one day meeting for 25 or a week-long scientific conference for 400, our staff is prepared to assist with all aspects of logistical coordination for your event including catering, audio-visual, space rental and more, as well as your off-site needs from hotel blocks to optional tours.

If you are a Brown faculty or staff member wishing to plan your own event, you may find our Step by Step Planning Guide to be a helpful start. You may also wish to visit our Event Support Services page (formerly Facilities Events Support).

See a detailed list of our Event Management Sevices below:

Coordination

• Serve as single point of contact for catering, media and facilities
• Provide professional consultation during the development, implementation, and post-conference evaluation of your event
• Reserve meeting rooms with the Scheduling Office and arrange for room set-ups and audio-visual equipment with Facilities Management
• Make arrangements and reservations for meals and refreshment breaks, assist with menu selection, and communicate meal count guarantees
• Make block reservations for housing (on or off-campus) and assist with hotel contracts
• Prepare and post indoor directional signs
• Arrange for printing of conference materials and assembly of portfolios and/or notebooks

Planning

• Arrange campus site tours
• Provide consultation to help refine conference purpose, objectives, format, budget, and facility and service requirements
• Provide a representative to attend local planning meetings
• Provide information on resources for area attractions, services, and speakers
• Develop and tabulate numerical conference evaluation forms

Financial Administration

• Process and track deposits and expenditures
• Compile final statement of account income and expenditures
• Upon completion of conference, bill for balance due or refund balance to sponsor