Timing matters. Choose the date that best suits your event and start outlining details. You’ll need to review space-reservation rules, registration requirements, and consider any needed approvals. Depending on size or features, some events will require advance coordination with SOLE and other MIT offices.
Consider:
- No events are allowed from the start of Orientation through ASA Activities Midway (end of first week of classes)
- Minimum advance notice for space requests and registration
- Campus space availability and participant schedules
- Avoid religious holidays, major Institute-wide events, and peak academic periods such as midterms and finals—unless your event supports wellness or stress relief
Reserve your event space early and learn the specific requirements, timelines, and procedures for each venue your organization plans to use.
General Guidelines
- Events should typically run between 7:00 a.m. and 1:00 a.m., respecting venue hours.
- Student groups cannot reserve spaces or services for non-MIT or commercial entities.
Key Roles
Event Host: Leads event planning, serves as the main contact, and is responsible for notifying SOLE and completing event registration.
Space Reservation Signatory: The person authorized to book spaces for your organization.
Spaces and Reservation Systems
| Office | Reservation System |
|---|---|
| Campus Activities Complex (CAC) | CAC-DAPER Space Reservation System |
| Department of Athletics, Physical Education, and Recreation (DAPER) | CAC-DAPER Space Reservation System |
| MIT Registrar’s Office | MIT Classrooms Reservation System |
| MIT Institute Events | Atlas Event Planning Room Catalog |
| MIT Media Lab | MIT Media Lab Reservation System |
| MIT Open Space Programming | Contact openspace@mit.edu |
| Intercultural Engagement (i.e.) SPXCE | SPXCE Reservation Form |
| Office of Student Wellbeing | Contact wellbeinglab@mit.edu |
Develop a detailed plan for your event. Success depends on clear vision, good organization, and attention to detail. Key tasks include:
Accessibility: Ensure your event is accessible by choosing appropriate venues and offering accommodations. Creating an inclusive environment helps everyone fully participate.
- Managing budgets
- Following MIT policies and regulations
- Coordinating logistics and day-of operations early
- Communicating openly with all stakeholders
- Accessibility: Ensure your event is accessible by choosing appropriate venues and offering accommodations. Creating an inclusive environment helps everyone fully participate.
Registering your event in Atlas connects your organization directly to the MIT resources and support you need for a successful event. It notifies key MIT partners and helps them (and you) coordinate essential campus services. If you’re unsure whether registration is required, please contact SOLE.
Atlas event registration is required at least 10 working days in advance if your event includes any of the following:
- Alcohol, money, or ticketing
- Attendance of 100 or more people
- Event to take place in a residence hall
- Non-MIT Involvement
- Visitors (non-MIT community members) attending
- Non-MIT speakers or presenters
- Co-sponsorship with non-MIT groups
- Unaccompanied minors under age 18 (not MIT students)
- Dignitaries, VIPs, or special guests
- Career fairs
- Conferences, case competitions, hackathons, or similar large events
- Coordination with other MIT offices
- Collaboration with MIT service departments such as Police, Dining, or Environmental Health and Safety
- Exhibits, displays, or special installations
- Contracts and Licensing
- Contracts, agreements, or payments to outside vendors (including zero-dollar agreements)
- Special licensing or permits are required (e.g., alcohol, entertainment, film, or City of Cambridge permits)
Resources:
Email sole-events@mit.edu with questions
Watch this tutorial on registering in Atlas: Atlas Event Registration System Video
MIT’s policy on use of facilities.
The final step is to spread the word about your event.
General Guidelines
- Your organization must have a confirmed date and space reservation before any promotional activity.
- Actively engaging group members to make sure promotional materials reflect the organization’s collective voice.
- For ordering merchandise using the MIT name, logo, or seal, or Tim the Beaver, contact student-merch@mit.edu.
Key MIT Policies
- MIT Statement on Freedom of Expression and Academic Freedom
- Institute Bulletin Boards, Postering, and Display Spaces Policy
- Use of MIT Name
Advertising Channels
Physical Advertising Spaces
- ASA Bulletin Boards
- Infinite Corridor Displays
- DAPER Digital Displays
- CAC Promotional Tables