How to Plan an Event on Grafton Campus!
This page will be about planning non-wet lab events! Please see the other document about planning a wet lab if you are doing that. If your event includes both a wet lab and non-wet lab please read both documents even though there might be many similarities.
Step 1: Pick a date!! If it is a large campus-wide event make sure you email Barbara Berman to make sure there are no conflicting events planned on that day.
Step 2: Reserve the rooms you will need for your event on that date on Microsoft Outlook using your tufts email username and password. Do this as early as possible to make sure that all the rooms you need are available for your event. You will receive a confirmation email when your room reservations have been approved. Make sure you reserve all the rooms you need; you will have to individually reserve rooms. For example, you would reserve AVA lecture hall and Elms Café if you have lectures and lunch happening during your event and need to use the café sitting area in addition to the lecture hall.
To learn how to reserve a room please see document titled “How to Reserve Room on Microsoft Outlook”.
Step 3: At least 2 weeks prior to your event you need to fill out a Facilities request form. This request form is filled out online at this website:
(NOTE: For some reason there can be issues accessing this website unless you are on the Tufts Internet Access, so you might have to fill out the form at school.) On the request form website you use for Tufts email username and password to login. Then on the left hand column you will click on the request event set-up. After filling out the form you can check on your form submission under the fourth tab on the left hand column. Here you can review past submissions and see what charges will be incurred to your account.
Fill out the event set-up form as indicated and in the comment section specific the following:
Event Start Date and Time
Event Finish Date and Time
Building location and room number(s)
Location of the outdoor areas, if necessary
Type of room arrangement (attach a sketch of your requirements if necessary)
Additional trash/recycle barrels—how many
Coat racks and portable blackboards
Number of people
Whether food and beverages are being served (if so, please include your Dept.ID information because custodial clean-up will be necessary)
Dept. ID needs to be on the form to cover all charges (rentals, off hours, clean up for events with food, etc.)
Tables and chairs for larger groups (more than 50 people), or special equipment (tents, specific furniture) can be arranged through Facilities Services with one-month prior notice. There will be a charge for these, in addition to the labor charge.
If you have additional questions the website for facility operations is:
Step 4: Make sure you contact campus police at least 2 weeks in advance to let them know about the event. Send an email to Sgt. McCune () and Patricia Bathgate () to let them know about any doors you need unlocked and during what time frame. See the alcohol section in step 5 for instructions if you will be serving alcohol at your event.
Step 5: Confirm Catering and Food/Beverage/Alcohol details. If you are using Loaves and Fishes make sure to contact them at least a month in advance to get price estimates and make sure they are available. More information can be found here:
You must notify Barbara Berman if you campus event includes alcohol. You will be required to hire a professional bartender and will have to confirm your plans with Barbara. You can contact Leah Surprenant at r speak with her in the Elms Café for more information about using Loaves and Fishes bartenders for your event.
Step 6: Fundraising! If you are going to businesses in the local area, make sure to contact SCAVMA ahead of time to get a list of businesses that have already been solicited for donations from Tufts organization and be sure to avoid these same locations again.If you need an official letter on Tufts letterhead (whether it is for a donation request or thank-you letter) be sure to email Tina Rice () with a prototype letter of what you want the letter to say and she will put the correct information (including tax id number if requested by business only) on the letter and get you copies! NOTE: This process takes at least 2-3 business days, so plan accordingly.
Step 7: If you want your event to be eligible for Continuing Education Credit (CE), make sure to email Sue Brogan () at least a month in advance and she will tell you the requirements she needs to approve the event for CE credit. Usually she needs the credentials of the speakers and the topic they will be speaking about, and the presentations need to be at least 45 mins long.
Step 8:Reserve Audio/Visual Equipment or other Computer/AV help
If you need A/V equipment and wonder how much things cost to rent please see this website:
Here is the A/V Service Request Form; this needs to be completed at least 2 weeks in advance:
Here is the list of general A/V Service Policies:
The request will go to the Medford campus and will then be re-routed to the Grafton campus. It is a roundabout method but it will work! Just make sure that you do this in advance. Note: That they consider the weekend to be overtime and so it does cost more to get A/V equipment on the weekend. If you do not know exactly what you need, you can always just contact the IT people at 617-627-3376 or email .
Step 9: On-Campus Movie/Film Screening
There are specific laws governing the screening of copyrighted videos, DVDs and even streaming websites. The penalties for breaking these laws can include fines and imprisonment. Student groups wishing to show films/movies on campus should contact the Barbara Berman () at least a month in advance to be sure their plans are in compliance with laws and policies.