As the requests for event management support at Brown have continued to grow in volume and complexity in recent years, ESM will return to a fee-based model for managing most events hosted by Brown’s academic and administrative units. The predecessor office for ESM experimented with ending fees when the unit reported to Facilities Management through 2021, and now a new model will dedicate resources to the highest-profile events at Brown while helping units build knowledge and capacity to manage their events effectively. ESM will join several other campus units that already charge fees to provide event-related services, including Facilities, Catering, Media Services, the Department of Public Safety, and Marketing.

Moving forward, units will be encouraged to budget for their events well in advance within the University’s budget cycle. At the same time, we recognize that the announcement of the new fee model comes at a time when annual budgets are near final. ESM will work with units to adjust the scope of their events and/or identify other budget-conscious solutions to accommodate the fee within the total cost of the event. Separate communications with details about how this change affects specific events will be sent to relevant campus partners and ESM will continue to make available guides, tools and resources to allow units to plan strategically for the success of their own events. 

The event management services fee includes the management, coordination and oversight of your event with planning partners and vendors as defined in the Scope of Work at the start of the planning process. Additionally, the fee includes managing billing for the expenses incurred with other Brown service units (e.g., billing for facilities management, rental fees, catering, media services, flowers, etc.) on behalf of departments hosting events. 

The event management service fee will be a percentage of the goods and services, agreed upon in the scope of work, that ESM will manage for the event and will be estimated in the budgeting process.

External Third-Party Events, Programs or Activities that are not wholly or partially sponsored or executed by a Brown individual, department or program are considered external events. ESM works with approved external parties to secure a facilities-use agreement and a certificate of insurance. Whether ESM will also assist the external party with the planning of their event is reviewed on a case-by-case basis. Additional information can be found in the policy on the Use of Space by External Third Parties.

Not necessarily. ESM works with sponsoring departments to secure a facilities-use agreement and a certificate of insurance, if warranted. Whether ESM will also assist the sponsoring department with the planning of their event is reviewed on a case-by-case basis. All faculty, staff, students, and contractors, as well as any other individual using campus space, including organizations outside of the University must adhere to Brown’s policy on the Use of Campus Space By External Third Parties.