Five Simple Steps for Student Event Planning

Timing matters. Choose the date that best suits your event and start looking into the details. You’ll need to review space-reservation rules and registration requirements and consider any needed approvals. Depending on the event’s size, location, or other details, advanced coordination with SOLE and other MIT offices may be required.

Consider

• Minimum advance notice for space requests and registration.
• Campus space availability and participant schedules.
• Be mindful of the dates and times of religious holidays, major Institute events, and peak academic periods such as midterms and finals, unless your event supports wellness or stress relief.
• No events are allowed from the start of Orientation through ASA Activities Midway (end of Orientation).

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.
• Student groups cannot reserve spaces or services for non-MIT or commercial entities.

Key Roles

• Space Reservation Signatory: The person authorized to book spaces for your organization.
• Event Host: The person who completes the event registration, leads event planning, serves as the main contact, and is responsible for communicating with SOLE.

Spaces and Reservation Systems

Once you have identified a date and reserved a space, develop a clear event plan. Successful events rely on thoughtful planning, early coordination, and proactive communication with the SOLE Events and SOLE Finances teams to help review requirements, timelines, venue considerations, budgeting, and ticketing needs.

Key Planning Tasks

As you develop your event plan, be prepared to address the following core areas:

• Following MIT policies and regulations
• Building and managing your budget
• Identifying logistical needs early (setups, AV, security, food, staffing, ticketing, deliveries, etc.)
• Maintaining consistent communication with partners and stakeholders
• Ensuring accessibility and accommodations for all participants

Budget and Financial Planning

Planning an event involves more than logistics. Effective budgeting and a clear understanding of MIT’s financial requirements are essential to avoiding delays and ensuring that expenses are approved and processed smoothly. Student organizers are encouraged to meet with the SOLE Finances team early in the planning process to review funding eligibility, budgeting expectations, allowable expenses, and ticketing options.

When developing your event budget:

• Create a comprehensive budget that includes space rental fees, food, decoration and production needs, security, performers, and any other vendor costs.
• Identify your funding sources early to ensure that expenses align with available funds and MIT policies.

All financial activity must comply with MIT guidelines, including purchasing methods, vendor payments, and contract requirements:

• All contracts with non-MIT vendors or performers, including zero-dollar agreements, must be reviewed by SOLE. Students may not sign contracts on behalf of MIT.
• Payments to external vendors or performers may require a contract reviewed by SOLE before processing.
• Student groups may not collect funds through external platforms such as Venmo, Eventbrite, GoFundMe, or PayPal. All revenue must be processed through MIT‑approved systems (see below).

Ticketing and Admissions

Ticketing decisions should be made early, as they affect budgeting, registration timelines, and compliance requirements. The SOLE Finances team can assist with choosing the appropriate ticketing method and ensuring that funds are processed correctly.

• Determine whether your event will require ticketing (free or paid).
• Student organizations must use Engage for ticketing.
• Events involving ticketing must be registered in Atlas at least 10 working days in advance.
• Paid ticketing requires an MIT cost object.
• When planning ticketing, consider your ticket release strategy, waitlists, accessibility needs, and venue capacity.

Registering your event in Atlas connects your organization directly to the MIT resources and support you will 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.

Student organization events must be registered through Atlas if they include any of the following:

• Alcohol will be served
• Money will be collected (food, merchandise, etc.)
• Event will be ticketed (free or paid)
• Attendance of 100 or more people
• Event to take place in a residence hall
• Non-MIT Involvement, including:
  • Visitors (non-MIT community members) attending
  • Non-MIT speakers or presenters
  • Co-sponsorship with non-MIT groups
  • Unaccompanied minors (non-MIT students under age 18)
  • 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, live music or other entertainment, film screenings, or City of Cambridge permits)

Event Registration Timelines

The registration timeline depends on the size, scope, and complexity of your event. Please review the Registration Criteria and Event Categories pages for specific requirements to ensure your event is properly planned and approved:

• Simple meetings or small events (Category I): No event registration required.
• Standard events (Category II): Register at least 10 working days in advance.
• Significant or complex events (Category III): Register at least 30 working days in advance.

Resources 

• Watch this tutorial on registering in Atlas: Atlas Event Registration System Video
• MIT’s policy on use of facilities
• Email sole-events@mit.edu with questions

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 engage with group members to make sure all 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 Digital Displays
  • DAPER Digital Displays
  • CAC Promotional Tables
  • CAC Infinite Corridor Poster Display Program
• Event Calendars
  • Engage Events Calendar
  • MIT Events Calendar
• Newsletters & Publications
  • UA Byte
  • GSC Anno
  • The Tech Ads