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Event Logistics

Event on the Quad

Budget Planning

Before planning your event list your estimated expenses with a budget worksheet. Estimate your hard costs first (ie. venue rental, staffing, equipment, meals and refreshments), followed by entertainment, decorations, etc.  If food and refreshment costs are a concern, consider planning your event away from meal times.

Catering Planning

University Catering is the exclusive caterer at Boise State University. From start to finish University Catering guidelines will assist in properly planning for your event. Keep in mind your event coordinator must secure the venue/room and chairs, tables and other equipment for the event. University Catering will need the room unlocked and set-up a minimum of 1 hour prior to your event start time.

Event Run-of-show (ROS)

An Event Run-of-Show is a critical tool when coordinating event staff, speakers, entertainment and venue operators. The more information you can provide with contact information, the likely your event will run smoothly by all parties.

Event Brief

The Presidential Event brief is required when President Kustra is attending an event. This document is also useful for events involving other University Executives and visiting delegates.

Invitation/Guest List

The invitation and guest lists are important and timely pieces of event planning. Printed invitations should be mailed six weeks in advance of your event and electronic invitations should be sent a minimum of two weeks before your event. The Alumni/Foundation database provides detailed information related to constituent groups to help build your invitee lists. Plan on a minimum turnaround time of 10 business days.

Volunteer Worksheet