Exhibits and displays are temporary installations designed to engage the MIT community, spark conversation, raise awareness, or showcase creative expression. These may take many forms, including art installations, banners, murals, posters, or interactive exhibits.
Staff in SOLE are available to support recognized student organizations throughout the planning process for exhibits and displays. This includes guidance on reservations, proposals, safety reviews, timelines, application requirements, and available resources.
Key Requirements Before You Begin
All exhibits and displays must:
- Be approved in advance by SOLE.
- Be clearly labeled with the sponsoring organization’s name.
- Not obstruct pathways, exits, or accessibility routes, and must comply with all fire and safety regulations.
- Be installed, managed, and removed on dates coordinated with SOLE.
- Remain unchanged during the approved period unless written approval is granted.
- Be inspected daily by the sponsoring organization.
- Be removed at the end of each day, unless overnight installation is explicitly approved.
- Have installation and removal occur during daylight hours.
- Coordinate with SOLE if temporary storage is needed (limited availability).
Exhibits and displays generally can be approved for up to a maximum of 5 consecutive days, including time for setup and breakdown. SOLE does not guarantee approval for overnight, evening, weekend, or holiday installations. Displays may need to be removed or paused during these times.
SOLE reserves the right to remove or modify any exhibit or display that violates these guidelines or presents a safety or community concern.
Prohibited Activities
To maintain a safe, respectful, and accessible campus environment, the following activities are not permitted as part of any exhibit or display:
- Use of amplified sound without prior written approval and in accordance with the sound amplification policy.
- Obstruction of walkways, emergency exits, or accessibility routes.
- Attaching materials to buildings, trees, or permanent infrastructure.
- Use of open flames or hazardous materials, or equipment not reviewed by MIT Environmental Health and Safety.
- Displaying content that violates policies on harassment, discrimination, retaliation, invasion of personal privacy, defamation, threats or violence, targeting of groups or individuals, infringing the intellectual property rights of others, or violations of law or other MIT policies.
Related Events
- Any events or gatherings associated with an exhibit or display must be separately registered and approved by SOLE.
Step-by-Step Process
Step 1: Space Reservation
The Kresge Triangle is the preferred location for exhibits and displays on the MIT campus. Other locations may be considered on a case-by-case basis. Sponsoring organizations should ensure that exhibits and displays are designed to withstand weather conditions, including wind, rain, sun exposure, and, during colder months, challenges such as frozen ground that may affect setup and stability. Exhibits and displays may remain in place for a maximum of 5 consecutive days.
Space can be requested through the CAC-DAPER Space Reservation System. Each sponsoring organization may request one exhibit or display per academic semester. Requests remain pending until approved. Reservations may only be made for the current semester. Availability may be affected by scheduling conflicts, nearby events, construction, or weather. Sponsoring organizations are encouraged to propose alternate dates.
Step 2: Proposal Planning and Submission
To mount an exhibit or display, sponsoring organizations must submit a written proposal to SOLE at least 10 working days prior to the intended installation date. For exhibits or displays involving the erection of structures, electricity, or the use of specialized equipment or machinery, applications must include a safety review (see below) and be made at least 30 days in advance to allow sufficient time for review and approval. SOLE staff will consult with the CAC to review all proposals.
Proposals should include:
- A description of the exhibit or display, including its purpose and content.
- A daily setup and breakdown plan, unless the exhibit or display is approved for overnight installation.
- If appropriate: a separate request and justification for overnight installation.
- Images or renderings of the exhibit or display. If these are not available at the time of submission, they must be submitted at least 3 working days before installation is scheduled.
- A plan to prevent damage to the lawn, irrigation systems, or other infrastructure.
- Staffing plan for monitoring and maintenance of the exhibit or display.
- When appropriate, a safety plan based on guidance provided by MIT Environmental Health and Safety (EHS) (see below).
Note: Proposals may be shared with MIT Facilities to evaluate potential impacts on campus grounds.
Step 3: Safety Review
Exhibits or displays involving safety risks (e.g., structures, electricity, or specialized equipment or machinery) require a written safety plan reviewed by EHS, the Insurance Office, MIT Police, and other relevant departments. SOLE can help you determine if a safety review is necessary.
To obtain a safety plan, organizations should start by completing EHS’s project/exhibit review form at least 30 days in advance of their projected installation date. EHS will provide guidance and recommended safety measures. Sponsoring organizations, which are responsible for implementing all EHS recommendations, can then incorporate them into their final proposal to SOLE.
If an exhibit or display changes before or during installation in such a way as to introduce new safety risks, the form must be resubmitted. Refer to the “EHS projects in public spaces” section for more details.
Step 4: Confirmation and Registration
After the proposal and (when appropriate) safety review processes are complete, SOLE will confirm final approval of the exhibit or display. Approval is contingent on compliance with MIT policies, safety standards, and community expectations.
SOLE will provide the sponsoring organization with:
- Approved dates (setup, exhibition, breakdown)
- Location and logistical needs (e.g., electrical access)
- Notices regarding:
- Inclement weather and high winds
- Sound amplification
- Posting of “officially reserved and approved” signage from CAC
Upon receipt of confirmation, sponsoring organizations must register their event in Atlas. Once registered, the organization may proceed as outlined in the approval email. SOLE will maintain communication throughout the installation period.
Once approval is granted, no changes may be made to the exhibit or display without prior written consent from SOLE. Any modifications must be reported immediately, as they may require additional safety review by EHS.
Step 5: Installation Period, Wrap-Up, and Space Restoration
For exhibits or displays in CAC-managed spaces, the CAC will confirm the installation time and be present on both the installation and wrap-up days to coordinate setup and breakdown. During the display period, representatives must respond promptly to inquiries and ensure the display remains safe and secure. At the conclusion of the reservation, all materials must be removed and the space fully restored to its original condition.