Event Registration Procedures
The information listed on this page was created by a committee of students and staff to assist students with hosting safe events, including events with alcohol. Soon to follow will be a new event registration process through Atlas that will provide a streamlined, user-friendly interface for event creation. Please email Julie Rothhaar-Sanders for any questions regarding event registration.
The following are clarified definitions to be used throughout this document and in future policy/guidelines related to event registration within residence halls:
- Events are gatherings of 11 or more people with alcohol or 25+ people without alcohol.
- Private spaces are defined as individual bedrooms and suites within residences. All other spaces are considered to be public spaces.
- Total attendance is the number of attendees expected during the course of the entire event, including those who come and leave.
- Capacity refers to the number of attendees at the event at a given time. It is a snapshot of the event at any given point.
- Open source refers to events that do not have a singular person designated as bartender
- Residential floor refers to the specific hall, floor, wing, entry or other similarly defined space within communities where residential rooms are located.
Below are a list of risk management guidelines for hosting events with and without alcohol. Please note, your individual residences may have guidelines that are more restrictive than those listed below. Please be in contact with your Heads of House and Area Directors prior to hosting events.
- Events should be registered with both total attendance and space capacity numbers.
- Hallways and bathrooms cannot be included in the capacity of a space or used to serve as the location for alcohol service.
- Gatherings held in smaller spaces, such as suites, cannot be linked together to create larger events. There may be limits to the number of smaller gatherings that can be held in a location to ensure that capacity ordinances are followed.
- Within residential floors the maximum capacity for an event is to be no greater than 75 people. This number may be lower due to in-house policies or City of Cambridge capacity ordinances.
- The standard alcohol ratio of 1 standard drink per 21 year-old attendee per hour is still in place. The total number of standard drinks is based off of the capacity for the event. However, to account for events with high-turnover we suggest that a maximum alcohol ratio be created. This number should be double the standard alcohol ratio total.
- Events can only be registered by current residents of the residence hall where the event is taking place. The person that registers the event must also serve as the host of the event.
- Events where alcohol is being served must be registered by and have a host who is 21 years of age or older. Hosts must be PSP trained.
- Sober monitors will be required for all events with 25 attendees or more. These monitors must be at least 18 years of age. Sober monitors must be PSP trained.
- Guest lists will be required for all events with 199 or more attendees. The lists will need to be updated with arrivals and departures throughout the event. Overnight or multiday events will be required to provide pre-event guest lists for each day of the event one week prior to the first day of the event.
- Food and non-alcoholic beverages are required for all events with alcohol. It is suggested that organizers plan on spending $2-3 per attendee on food and non-alcoholic beverages.
- The Division of Student Life will help student hosts subsidize the cost of food and non-alcoholic beverages. Any floor, entryway, or other living subunit that gets at least 75% of their members trained and follows all requirements of the event registration process will be eligible for $150 in Tech Cash each semester.
- All events with alcohol and above 25 attendees will be required to use a non-duplicative, RLP provided wristbanding system that delineates attendees below and above the age of 21. The bands will have attached drink tickets that coincide with the per person drink availability for that particular event.
- Open source events, are allowed for students holding events with less than 25 attendees
- All events with more than 25 attendees will take between 5-7 business days to go through the full approval process. This approval includes in-house approval, RLP approval and MITPD approval. Please keep this timeline in mind when choosing a date to hold an event.