Promotional tables and booths are available for use by recognized student organizations, as well as academic, research, and administrative offices at MIT to share information, engage with the community, and promote activities. “Tabling” is ideal for recruiting new members, showcasing ongoing projects and activities, fundraising, and promoting events. All promotional tables and booths must conform to MIT policies and reflect the Institute’s mission, values, and culture.
Eligibility
Tabling is permitted for recognized student organizations and other academic, research, and administrative offices at MIT.
Approved Locations
Tabling is permitted in the following locations:
- Memorial Lobby (Building 10)
- Charles Vest Student Street (Building 32/Stata Center),
- Other locations as approved by CAC on a case-by-case basis
Representative Presence
Reservations are non-transferable, and the table must be staffed at all times by a member of the student organization or office requesting the table. The requesting organization or office is responsible for managing the table’s operations and ensuring compliance with all applicable policies.
Conduct and Engagement
Representatives must comply with the law, adhere to all existing MIT policies and guidelines, and conduct themselves in a manner consistent with MIT’s mission, values, and culture. Specifically:
- Interactions must be courteous and non-disruptive.
- Representatives must be prepared to respond to all inquiries in a civil and respectful manner.
Setup and Safety Guidelines
Tables and booths must not obstruct walkways, doorways, or emergency exits and may not be moved without prior approval from CAC. If using electrical outlets, all cords must be securely taped to the floor to prevent tripping hazards. Tables must also be fully accessible, with promotional materials positioned within reach for all community members. All tables must comply with MIT Environmental Health & Safety (EHS) guidelines; unsafe or restricted items, including open flames or other hazardous materials, are not permitted.
Group Identification
Signage at tables must be clear and legible, and the name of the sponsoring organization must be prominently displayed at all times.
Display Guidelines
All tables must be maintained in an orderly and inviting condition, and groups may display materials on or directly behind their assigned locations. All materials must:
- Promote MIT-affiliated events or opportunities.
- Clearly show the sponsoring group’s name and contact information.
- Not be hung from walls, columns, or railings without prior permission from CAC; when items are affixed to any surface, non-damaging adhesives (e.g., painter’s tape) are required.
- Not include prohibited content (e.g., harassment, defamation, targeted messaging).
- Be within the 18″ × 24″ size limit:
- Larger posters, banners, flags, or images of flags require prior approval from the CAC.
- All large-format materials must be reviewed and approved in advance to ensure compliance with Institute guidelines and space-use policies.
Solicitation and Sound Restrictions
To maintain a respectful, accessible, and non-disruptive environment, organizations tabling on campus must remain behind their assigned tables and may not actively solicit passersby.
Active solicitation is prohibited, including:
- Calling out to or vocally engaging with individuals passing by.
- Leaving the table to approach individuals.
- Distributing materials or items to anyone who has not voluntarily approached the table.
Amplified sound and disruptive noise are not permitted during tabling activities. This includes, but is not limited to, music, shouting, electronic instruments, portable speakers, and other sound-amplification devices.
Clean-Up and Area Maintenance
Sponsoring groups are responsible for maintaining the cleanliness and condition of their assigned tabling area. Reserved spaces must be returned to their original condition. At the conclusion of the reservation:
- All materials, signage, and personal items associated with the display must be removed.
- Trash and debris must be properly disposed of.
Food Safety Guidelines
Student organizations may not prepare or serve food or beverages on their own. All food and beverages, whether sold or given away, must be prepackaged or provided by a licensed and insured vendor, an MIT-approved caterer or food vendor, or an on-campus vendor.
Fundraising, Sales, and Sponsorships
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, as outlined in the Student Organization Handbook.
- 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 prior to the activity.
- 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 at sole-finances@mit.edu 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, as outlined in the Student Organization Handbook.
- 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@mit.edu before finalizing solicitation language, sponsorship levels, or promotional materials.
Reservation Guidelines
- Reservation requests must be made through Mazevo. Don’t have a Mazevo account? You can create one here.
- 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 within 10 working days.
- 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.