Event Services

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

 

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