Promotional tables may be used for fundraising, the sale of items, or activities associated with approved sponsorships, provided all Institute policies and approval requirements are met.
Fundraising at tables
- Student organizations may fundraise at promotional tables in support of their organization’s activities.
- Fundraising activities must comply with MIT event planning and financial policies.
- Events involving fundraising must be planned in coordination with SOLE at least 30 days in advance, and they must be registered in Atlas at least 10 working days before.
- All fundraising proceeds are considered Institute funds and must remain within MIT’s financial system, conform to MIT accounting procedures, and are subject to audit. Funds may not be deposited into non-MIT accounts or collected using unauthorized platforms (e.g., Venmo, Cash App, GoFundMe).
- For fundraising that benefits an external organization, student organizations must email SOLE Finances and complete the Donations to Charity Form prior to the activity. The intended use of funds must be clearly communicated to donors in advance of any donations.
Sponsorships at tables
- Sponsorship-related tabling activities must comply with MIT event planning and financial policies.
- Any tabling activity involving sponsors or sponsor recognition, whether their sponsorship involves financial or non-financial support, must be reviewed and approved by SOLE in advance.
- Sponsorship arrangements require submission of a Sponsorship Packet Approval Form at least 30 working days prior to the activity.
- Events involving sponsorships are classified as Complex Events and must be registered in Atlas at least 10 working days prior to the activity.
- Alcohol-related sponsorships are prohibited.
- Organizations planning to solicit sponsors or display sponsor recognition at a table must email SOLE Finances before finalizing solicitation language, sponsorship levels, or promotional materials.
Reservation guidelines
- Reservation requests must be made through Mazevo.
- Reservations must be made individually and are non-transferable between organizations.
- If your tabling event involves collecting money, selling items, or distributing or displaying sponsor materials (for example, fundraising or sales), you must reserve the table through Mazevo and register the event in Atlas at least 10 working days in advance; all other table requests must be submitted at least 4 working days before the planned activity.
- Tables and booths may be reserved for use Monday through Friday, 9:00 a.m.–5:00 p.m. EST.
- A space confirmation from CAC is required before tabling.
- Each group may reserve a table for a maximum of 10 days per semester, per location.
- Only one location and one table or booth may be reserved at a time.
Failure to comply with any of these policies or guidelines may result in the immediate termination of the tabling activity, as well as denial of future space requests, and/or disciplinary action.