Facilities and Campus Operations
Event Operations
Student Groups: If you a student group, please work with the Student Activities Office (SAO).
Faculty & Staff
The Event Operations team will help you to outfit your event with rental equipment, tables, chairs and more.
First, be sure to book your event space by contacting the Scheduling Office.
Once you have booked your space, click this link (or the link below) to submit an Event Operations request in Planon. On the home page, select Event Operations Request and fill out the form. Please be aware that we require requests to be submitted a minimum of 14 calendar days before your event date to plan and execute your event effectively.
If you would like to discuss your event needs before submitting your request, please email us at eventoperations@brown.edu and a member of our team will reach out to you.
You can see the rental pricing for our most commonly requested items by downloading the Rental Equipment Pricing PDF below, Feel free to contact Event Operations for assistance with other rental costs and in estimating the labor costs for your particular event.
Download Rental Equipment Pricing
Severe Weather Planning
If your event is outside, do you have an alternate plan (location or date) in case of severe weather? Severe weather plans will generally require a separate request. Please email eventoperations@brown.edu if you would like to discuss options.
Related Services
Space Reservations
To secure your event space, make your reservation through Scheduling Services. You can also use 25Live as a self-service option.
Audio Visual Equipment
For spaces where there is existing installed A/V equipment, please contact Media Technology Services to electronically reserve installed equipment & staff support at least ten (10) calendar days in advance of your event. A $150 rush processing fee may be assessed for reservations received with less than ten (10) calendar days advance notice.
View a list of spaces supported by media services
Catering
Contact Brown Catering at (401) 863-2712 or place an online catering order to order food or request linen for your food tables.
Event Strategy and Management (ESM)
Event Strategy and Management (ESM) provides strategic event consultation and planning for Brown's departments and units. They support signature events, share expertise through a community of practice, and prioritize partnership to maximize University resources and achieve strategic goals.
Visit the Event Strategy and Management Website
Fees, Rates and Policies
Fees and Rates
Delivery Fees
The standard delivery fee for rental equipment is $130 per event, with late-night or large deliveries incurring additional costs
Contact us at eventoperations@brown.edu or call x3-7820 for more information, and for pricing on delivery rates for the following times:
- Delivery Sunday-Saturday (5:00AM to 11:00PM)
- Delivery Time Specific/less than a 2 hour delivery and setup window
- Delivery Sunday-Saturday (11:00PM to 5:00AM) and holidays
Expediting Fee
An Expediting Fee of $150 will be assessed on all orders placed less than 10 calendar days before the start of the event.
Room Rental Fees
Room rental fees are not assessed to events or programs co-sponsored by a University department who is to covering expenses for the event. Events or programs sponsored by an organization that is external to the Brown community will be assessed room rental fees. Room rental fees vary based on the size and scope of a program.
Facilities Crew Labor Rates
Effective September 1, 2024
Rates are subject to periodic changes. Technician labor is billed at an hourly rate which includes travel, set-up and strike-down time.
| Work | Rate |
|---|---|
| Carpentry - Division 1 | $76.50 |
| Plumbing - Division 2 | $93.00 |
| Electrical - Division 3 | $89.50 |
| Custodial - Division 4 | $68.50 |
| Set Up/Trucking - Division 4 | $69.00 |
| Grounds - Division 5 | $71.00 |
| HVAC - Division 8 | $81.00 |
| Controls - Division 9 | $94.00 |
| Division 10 | $79.00 |
Cancelation Policy
Cancelations must be received in writing via email to eventoperations@brown.edu. Events canceled less than 48 business hours prior to the beginning of the scheduled setup of an event (not including Saturday and Sunday) will incur a $50 cancelation fee. (Additional fees may be assessed based on actual pre-committed costs.). Exceptions to this policy, due to unavoidable circumstances (such as storm closures, etc.) will be respected.
Cancelations made within 48 hours of the start of setup may be charged a portion or all of the rental charges, depending on the circumstances.
Change Policy
Changes must be received in writing via email to eventoperations@brown.edu. Changes requested less than 48 business hours prior to the beginning of an event (not including Saturday and Sunday) will incur a $50 expediting change fee. (Additional fees may be assessed based on actual pre-committed costs.). Exceptions to this policy, due to unavoidable circumstances (such as storm closures, etc.) will be respected.