Event Planning Guide

Planning an event at Fletcher? Please review the following guide before you begin.
Identify Administrator Partners

Before planning your event, consult with the appropriate administrators.

  • Working with a Department or Program? Department Administrator
  • Working with a Faculty member? Faculty Assistant
  • Working with a student club? Student Affairs
Set Date and Reserve Space
  1. Set a date for the event. Check the Fletcher Calendar for potential conflicts.
  2. Reserve space for the event.
  3. Submit your event to the Fletcher Calendar: http://fletcher.tufts.edu/Calendar/Submit-Event.
Budget and Funding

Confirm your budget with your administrator partner and secure funding if applicable.

Securing Funding:

  • Centers within Tufts & Fletcher:
    • Coordinate with administrator on expense transfers.
  • External Funding:
    • For individual donations:
      • Consult with the Office of Development and Alumni Relations, or
      • Apply for Tufts Crowdfunding.
    • For corporate or foundation sponsors:
      • Confer with your group’s administrator, AND
      • Contact Teri Vienot at least one month in advance of approaching sponsors
Facilities Requests (3-4 weeks in advance)

Facilities requests are required for all events that take place outside of a Fletcher classroom and/or anytime furniture will be added, removed, or rearranged.

All 7th floor usage in addition to any set-up in Mezzanine or Hall of Flags requires a facilities request.

Submitting a Request:

  1. Create a diagram of your desired set-up. Blank diagrams can be found here.
    1. Facilities can set up existing furniture, furniture in storage, or additional trash/recycling.
    2. Facilities does not provide table cloths, microphones or other A/V equipment.
  2. Write a brief description of the set-up.
  3. Submit diagram, description, and event details to your administrator at least 3-4 weeks in advance of the event.
  4. Administrator will submit the request online.
  5. If necessary, Facilities will work directly with students.

Associated Costs:

  • Overtime labor:
    • Set-up outside regular hours (M-F from 7:30am-4pm) is charged for overtime.
  • Cleaning:
    • C&W Services offers free cleaning for up to 2 hours.
    • Students may request mid-event cleanings at specific times.
  • Additional trash/ recycling bins: free
  • Please contact Bob Reppucci to request a quote.
Catering (3-4 weeks in advance)

Generally, you may use Tufts Catering or an outside venue to provide food for your event. However, certain rooms within Tufts including 51 Winthrop and the Chase Center, require exclusive use of Tufts Catering. Additionally, any alcohol must come from Tufts Catering and requires a Tufts Police Detail.

Outside Catering (2-10 days in advance):

  • Consult with your administrator contact.
  • Student Clubs, please visit this webpage.

Tufts Catering (3-4 weeks in advance):

    1. Inform administrator that you would like to use Tufts Catering and show that you have ample budget.
    2. Administrator will email Catering Sales Manager and cc the student organizer to let Tufts Catering know the group’s budget.
    3. Place an Order:
      • Consult Catering Menu, fill out the Event Order Form, and submit form to Tufts Catering via the directions here.
      • If you are only looking for a quote and do not yet want to place an order, specify this on the form.
      • If you are ordering alcohol, Catering may require additional information to request an alcohol license. If alcohol is served, you must request a police detail (see below).
    4. Catering will contact the student who submitted the form to provide a quote, discuss options, and/or finalize the menu. Catering will work within your budget.

Best Practices for Ordering Food:

  • Pay attention to required catering minimums for certain venues on campus if ordering through Tufts Catering (e.g. 51 Winthrop, Chase Center, Alumnae Lounge)
  • Consider including vegetarian or dairy-free options
  • Consider avoiding pork or asking the restaurant to place it on a separate platter
  • Ask caterers to label foods for allergens
Police Detail (2-3 weeks in advance)

If alcohol is to be served at the event on campus, this must be done through Tufts Catering and requires a police detail.

Request a Police Detail:

  • Provide your administrator with date, time, location, name of event, and a brief description.
  • The cost for a police detail is $58 per hour with a 4 hour minimum, and then billed per half hour for additional time. The minimum total cost is $232.
A/V Support (2-3 weeks in advance)

If you are using any technology (presentations, microphones, etc.) during your event, you will likely need A/V support.

Please contact Brad Macomber in Ginn Library to reserve A/V help and get a price quote.

Event Promotion

Email Announcements:

  • Events Listserv: fletcherevents@elist.tufts.edu
    • All emails must include a link to the Fletcher Calendar
  • Communications Best Practices:
    • Maximum of three emails per event
    • No “happening now” emails

Coordination with CPRM:

Need more help? See the video below!

 

Note: If you are planning a Social Hour, Culture Night, AFSWOYD, Follies, or Dip Ball, please see the appropriate webpage or contact Student Affairs for further information.