At booking please be ready to:
- Request event date and venue
- Review Event Guidelines
- Confirm department billing reference for billing purposes
- Submit University Sponsorship Request (if applicable)
Campus Event Planning Timeline
Deadline to:
- Finalize event date if previously holding multiple dates/spaces.
- Release unused space.
Deadline to:
- Request a Major Event
- A Major Event is any reservation that is greater in number (200+) and requires multiple event services (parking, catering, AV, operations, etc). The classification of an event as a Major Event is at the sole discretion of Student Union Events. Such events will be assigned an Event Coordinator.
- Submit Retail Sales Exemption Request (if applicable)
- Request catering and bar services
- Catering budget, possible menu, service type, estimated food count, or alcohol are all due at this time.
- Submit Catering Exemption Request (if applicable)
Deadline to:
- Request a Serviced Event.
- A Serviced Reservation is any reservation with 199 or fewer attendees and requires one or more event services (parking, catering, AV, operations, etc
- Request the following services:
- Event parking services
- Custom parking signage
- Audiovisual equipment and services
- Personnel
- Must provide:
- Draft of event diagram (if applicable)
- Event timeline
Deadline to:
- Submit your final catering count – 10:00am
- Any changes requested and approved after this deadline will incur a fee equal to double the rate of each requested service.
- Submit your final event diagram (if applicable)
- Any substantial changes requested and approved after this deadline will incur a fee of $50/hr with a minimum of $40. per requested change.
Any substantial changes requested and approved day of event will incur a fee equal to double the rate of each requested service.
Substantial changes include:
- Addition, removal or moving of:
- Any amount of Staging
- Two or more sections of Pipe and Drape
- More than 5 power cords
- Adjusting/resetting half or more than an original room set
- Any delivery of additional equipment/ 2nd delivery (add-ons)
- Setting up third party equipment/client’s equipment
- Air Walls
- 5 or more rounds for seating
- 10 or more 6’ tables for seating
- 50 or more chairs
14 Days Following the Event
Post-event summary emailed to reserving party contact from UESFinance@boisestate.edu.
21 Days Following the Event
Final invoice generated and/or IP processed
14-1 days prior to your Event
- If cancellation occurs 14-1 days prior to the event, the reserving party is responsible for paying 100% of the room rental, equipment and product charges as set forth in the approved confirmation.
- Cancellation of parking services will result in 75% charge of estimated parking services detailed in the approved confirmation.
1 day prior to your Event
Cancelation of event reservation for internal groups will result in “No Show” offense
Day of Event
If cancellation occurs the day of the event, the reserving party is responsible for paying 100% of the approved confirmation.