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• Stephen Robert '62 Campus Center
• T.F. Green Hall

Paying for Other Brown Services

If your event requires support services such as Media Services, Fire Marshals, Department of Public Safety or Facilities Events Support, the paperwork must be completed at least 10 days prior to the event in order for the services to be provided. Your organization must register any event, party, or social with the SAO. Event Registration Forms can be obtained in the SAO or on the SAO website. The SAO also has an Event Planning Checklist and Budget Form to help groups organize costs associated with events.

Below are some of the most commonly used services when students groups plan and hold events. In addition to the event planning you will go over with Shelley, Phil, Aly, or Ricky, there are important points to note on the financial end of your event, and will primarily be handled by Donna or Diane. All of these things need to be dealt with in a timely manner, or your event may not be able to happen.

Should you have to cancel your event for any reason, it is your responsibility to notify SAO and each individual office that you have hired that the event is being cancelled! All POs should be returned to the SAO or your account will be charged.

Facilities Event Support (x3-7820)

You should contact Facilities Event Support to let them know what's needed and for what group. That is all you need to do. Facilities Event Support will send the SAO an estimate, and the SAO will supply a service order to Facilities for approval if there is enough funding in the group budget.

Public Safety and Fire Marshals

These must be ordered by SAO on your behalf via the Event Registration Form available in SAO. Please be aware of appropriate planning and registration deadlines.

For Category III groups, these are paid directly by UFB, so you don't have to worry about your budget lines. Other groups will need to be sure they have adequate funding in their accounts.

Media Services (x3-2197)

If you began the year as a UCS Category III group: UFB, SAO, and Media Services have an agreement that streamlines the process for you. IT IS NOT FREE! While your group does not provide funds out of its budget for the services, UFB has paid a flat fee out of the total pool of student life funds for this service. The service does come at a substantial discount to UFB, but it is important to remember that the service does have a cost. Unnecessary or excessive use is strongly discouraged as it will have the effect of increasing the cost to UFB the following year (decreasing the amount of available funds to distribute to other student group funding requests!).

• The UFB-Media Services agreement includes the following: set-up and delivery in classrooms, auditoriums, and other campus function and meeting spaces (residential facilities may not be included); student support staff for events; professional staffing when required or deemed necessary by Media Services; portable equipment, when available; limited audio and video duplication services (consumables not included); and limited use of the ½" video-editing suite.
• Services are only offered to groups that provide seven business days notice for support staff and room use - no exceptions!
• Any cancellation of events within 24 hours of the event will be billed in full and are not covered by the UFB-Media Services agreement.
• To get media services for an event, a signatory merely has to go to the Media Services Office in the Science Library and order it AT LEAST SEVEN BUSINESS DAYS PRIOR TO THE EVENT . This seven day time frame is important to remember, as this year for the first time no last-minute (inside seven day) media services orders will be accepted by their office. Last-minute orders must be approved by UFB in order to be approved by Media Services, and failure to plan appropriately may put your ability to have the necessary equipment in time in jeopardy.
• Damages or lost equipment are not covered by the agreement.
• Late fees will be applied to any equipment not returned on time at a rate of $1.00 per hour. Payment will be due immediately upon return of the equipment. UFB will not cover these costs. Individual groups that have adequate funding can decide whether these costs will be the responsibility of individuals or if the group wants to reallocate funds to cover the cost through line item reallocations.
• Consumable items, such as audio and videotapes, are not included in the flat fee and require appropriate line item funding.
• Videotaping services are also not covered (new restiction for the 2007-2008 academic year).

If you did NOT begin the academic year as a UCS Category III Group: You are not covered by the UFB-Media Services agreement described above. Please follow the standard procedures for purchase orders described above. This involves having Media Services line item funding in your budget, obtaining an estimate from Media Services, bringing the estimate to SAO to request a purchase order, etc.