Rental Information

Rental Information Header

Rental Details

Facilities

The Auditorium space can be set up with 350 chairs theater style. When using as a ballroom, up to 300 guests can be seated for dinner (up to 225 with dance floor) and up to 355 for standing receptions. There are additional fees for use of the college’s available tables
 (60” rounds, high tops, banquet style), chairs, and linens at a cost of $5 per table, $2.50 per chair, and $12 per linen. We are a non-exclusive venue so you are welcome to utilize any rental company or caterer granted they are licensed and insured. If you need guidance, please ask us for our preferred caterer's list. There is a $75 set up fee for each space. All furniture in the Lobby is permanent with the exception of the large oak tables.
 
Security
 
There is a $300 fee for professional security guard staffing. After 8 hours, there is an additional fee of $50 per hour.
 

Liability

A certificate of liability insurance in the amount of $1 million, per occurrence, must be provided prior to the event. A certificate of liability is required from renter and vendors on-site for duration of event. A one-day liquor license and liquor liability is also required if alcohol will be served.

Audio & Video Equipment

There will be a $75 set up fee for audio equipment. There is a $250 charge for the use of a projector and motorized screen (18' x 11.25').

Piano Rental

The college has a Yamaha Grand Avanti Piano for rent at the cost of $40 per hour. It is only available in the auditorium. If you plan to rent, please note this on Function Intake Form.

Reservations

To reserve, complete Function Intake Form.

Non-Profit Discounts

Non-profit organizations generally receive a 30% discount on the combined Auditorium and Lobby rental fee. All other spaces will be billed at full price.

Invoice

Once the contract has been received, an invoice will be generated that will include all applicable fees. Should the event exceed the agreed upon contract ending time, you will be billed at the rate of $500/hr.

Deposit

For all rentals, a 50% deposit and signed contract is due to secure the event date. All certificates of insurance, catering and liquor licenses must be submitted at least 30 days prior to the event.

Rental balance is due 30 days before your event. Failure to pay rental balance will result in the cancellation of your event. If you cancel less than 30 days before your event, 25% of your total contracted amount will be retained. Your event and deposit may be transferred within 30 days of your scheduled date to another date if the facility is available.

Time/Frame and Set-up

A time period is defined specific to the event, but generally will last no longer than eight hours, including a two hour set up time and one hour clean up. The renter is responsible to provide the Director of Event Services with a floor plan at least 48 hours before the event. A site visit beforehand is recommended and may be arranged with the Director of Event Services. Contact events@bfit.edu or call 617-588-1304 with any questions.

Maintaining Property

Protection of the property of the Benjamin Franklin Institute of Technology is of utmost importance as the college is an educational facility that services approximately 500 students. The renter guarantees general cleanup. All trash needs to be removed at the end of the event (food, bottles, boxes, etc.). Typically this is handled by your caterer. We can provide trash bags and bins, however, there are no dumpsters on the premises. The college provides an on-site member of its maintenance staff to help with maintenance services. If property damage is a result of your event, you will be billed for damages. Please do not use space that is not specified in the contract.

Decorations

Battery-operated candles only are permitted. Decorations (i.e. flowers, trellis, etc.) are acceptable; other decorations should be approved and if used must not cause structural damage. Floor plans as well as electrical outlet information are available upon request.

Music and Dancing

Live music or DJ is allowed. Dancing and dance floors, if applicable, are allowed.


Caterer and Vendor Details

Guidelines

The Benjamin Franklin Institute of Technology requires that all caterers adhere to the college's event guidelines outlined in the event contract and present catering and liquor licenses. This is part of the contract between the college and renter. A Certificate of Insurance that includes a minimum general liability of $1,000,000 aggregate and each occurrence, and liquor liability coverage of $1,000,000 are required and must be filed with the Director of Event Services. Round tables, rectangular tables, high tops, linens, and chairs are available to rent. Arranging for rental equipment is the responsibility of the caterer. Rentals and deliveries should be made on the day of event and coordinated with the BFIT Director of Event Services. Tent placement must be approved by the BFIT Director of Facilities.

Schedules and Time Frame

All events are scheduled within a defined time period, usually eight hours, allowing a five hour event, a two hour set-up time, and a one-hour clean-up time.  Caterer is expected to adhere to the planned arrival and departure schedules and notify the college when changes are necessary.

Liability Insurance and Licensing

A current certificate of insurance must be on file with BFIT, showing workmen’s compensation, a minimum general liability of $1,000,000 aggregate and each occurrence, and liquor liability coverage of $1,000,000. A copy of current catering license must be on file with BFIT as well as a liquor license if alcohol is being served.

Alcohol Service

All stipulations stated in the following BFIT Alcohol Policy must be strictly adhered to:

  • Persons serving alcohol must be covered by liquor liability insurance held by the caterer or bar service.
  • Alcohol service must stop one-half hour before the end of the function. 
  • No guest will be served who is under 21 years of age or who cannot provide acceptable proof of legal age.
  • No guest will be served who appears intoxicated or nearly so.
  • Benjamin Franklin Institute of Technology reserves the right to limit or suspend the service of alcohol where, in the opinion of the BFIT staff and the caterer, the comfort and safety of the guests is in jeopardy.
  • Bartenders are not allowed to consume alcohol on-site.
  • Bartenders may not distribute full bottles of wine and spirits to guests.

Day of Event

Upon arrival, the catering manager must report to BFIT event supervisor.  Also, please check-out with the BFIT event supervisor before leaving.  Caterer must be full service.  Caterer must provide their own staff for event set-up, service, break-down and clean-up.  Caterer must carry the required liquor liability insurance and provide the bartending.  When ceremonies are held on-site, the set-up must be completed and removed by the caterer or event planner. Deliveries must be made on the day of the event unless previously approved by the Director of Event Services.

Smoking

BFIT is smoke free.

Candles

Only battery-operated candles are permitted. Only electric or sterno warmers are permitted.

Clean Up

All trash needs to be removed at the end of the event (food, bottles, boxes, etc.). Typically this is handled by your caterer. We can provide trash bags and bins, however, there are no dumpsters on the premises. The college provides an on-site member of its maintenance staff to help with maintenance services.

Plan Meeting

A final walk-through/plan meeting with the client, caterer and BFIT staff is suggested before each event.  This should be arranged with the Director of Event Services.