Event Logistics

 

Event Logistics

Logistics are one of the most challenging aspects of planning an event at MIT Sloan, requiring strong project management skills, attention to detail, and a degree of resilience or "Plan B" thinking. Below you'll find guidelines to help you plan logistics for your event from soup to nuts.

This page covers: Selecting and promoting your event date, tabling, equipment rental, space/venue, event setup & cleaning requests, Atlas event registration, food, other vendors, event setup, ticket sales, & tracking attendance, branded merchandise & speaker gifts, local accommodation, parking and transportation, risk management, Accessibility and disability resources, and sustainability.

Helpful Links
Sloan Groups Calendar
How to Pay for an event
DEI Event Planning Checklist
Preferred Supplier Search

Selecting and promoting your event date

When choosing a date for your event, please consider:

Does it conflict with other events?

Check the following calendars to avoid event conflicts:

Does it conflict with classes?

Remember that students cannot skip classes to attend any event. This is particularly relevant for Case Competitions, Conferences, and Treks. In some cases, you might provide half-day tickets to students so that they can fit the event in with their class schedules.

Add your event date to all applicable calendars:

Once you've chosen your event date, add your event to applicable calendars. All student organization events must be posted on SloanGroups.

Tabling

Where to table?

There are three locations in E62 Roberts Family Forum where MIT Sloan organizations can set up table displays ("tabling"). Your club Space Reserver may reserve a table using Robin.

How to reserve a table display location in Robin:

1. Log in to Robin.
2. In the MIT Buildings dropdown, scroll to the bottom and select MIT Sloan Public Spaces.
3. In the Floor dropdown, choose E62 First Floor – Indoor and Outdoor.
4. Enter your preferred date and time for the reservation.
5. Select the table display location you’d like to reserve.

Important guidelines and information for table displays:
  • Approval required: Table display requests must be approved by Sloan Educational Services (via Robin).
  • Display hours: Monday–Friday, 9:30 AM to 4:30 PM.
  • Setup & breakdown: You are responsible for setting up and breaking down your table display.
  • Table pickup & return: Tables can be picked up in Sloan Educational Services, E52-133 after 9:15 AM and must be returned by 4:45 PM.
  • MIT ID required: An MIT ID is needed for collateral.
  • Furniture restrictions: Furniture in the Siteman Dining Room/Roberts Family Forum may not be moved or used for displays.
  • Additional restrictions: Music and food sales are limited.
  • Staffing requirement: People staffing tables must be members of the MIT community.

If you are promoting ticket sales or merchandise:
  • Do not enter third-party credit card information into your laptop as it is against MIT policy. Customers should complete purchases from their own devices.
  • Venmo and other third-party payment systems are not permitted for SWAG sales.
  • All merchandise must be sold through a store created on SloanGroups.
  • Find instructional videos for creating a store and adding items on SloanGroups here.

Equipment rental

The Student Life Office offers a variety of equipment for student organizations to borrow.

Available items include:

  • Easels
  • Name badge display trays
  • Folding cart
  • And more!

Important Notes:

  • Advance Request Required: You must submit your request at least two business days before your desired checkout date.
  • Responsibility: If an item is not returned or is returned damaged, your organization will be charged the full replacement cost.

How It Works:

  • Availability: Items are lent on a first come, first served basis.
  • Pickup Hours: All equipment must be picked up during regular business hours: Monday–Friday, 9:00 AM–5:00 PM
  • Return Procedures: These vary depending on the item borrowed. Specific instructions will be provided at checkout.

Request to borrow SLO Equipment here.

Space/venue

Space is a hot commodity at MIT and in the greater Boston area, so demand typically outstrips supply. We always recommend that you look into booking space ASAP and consider more than one option in case your top choice is booked. This section will walk you through your options on-campus as well as off-campus.

Classroom and Public Space Scheduling Policies

Only the officer designated as Space Reserver for your club can book space on campus.

Classrooms (Sloan Campus)

Your club's Space Reserver can request to reserve classrooms here: MIT Sloan Classroom Request Form.

Public Space (Sloan Campus)

Public Space at Sloan is booked through Robin. You can find guidelines on how to use Robin to book Public Space here.

MIT Sloan Public Space includes:

  • E51 (Diebold Lounge, Sherburne Lounge, Study Spaces)
  • E62 (Roberts Family Forum (Cafe), Table Displays, E62 Gallery)
  • Outdoors (North Garden, Gruber Courtyard).

Recreational Space at MIT

  • In order to reserve CAC or DAPER spaces, your club's space reserver will need to create an account on Mazevo using this form. You can also email daperscheduling@mit.edu for DAPER spaces only.
  • Basketball and dance spaces are reserved through Mazevo.
  • Squash and tennis courts are reserved through one's MIT Recreation account at https://mit.clubautomation.com/.

MIT On-Campus (and Off) Event Spaces

  • Samberg Conference Center

    • Students can book space directly through the Conference Center’s website
    • SCC team will reach out to SLO to ensure funding for event​​​
    • Realistic minimum budget for full day conference for 250 people: $60k-75k​ (Room fees vary​)
    • *Full-service venue, must use their catering and services*

    More Information here!

  • Media Lab

    • The Media Lab is a highly coveted event space on MIT's campus; as such, it is usually booked out months in advance with very little flexibility.
    • Realistic minimum budget for full day conference for 250 people: $35k-50k​
    • Event spaces rent for $180+/hr. See details here.

    If you would like to look into booking the Media Lab, email slquestions@mit.edu

  • iHQ: MIT Innovation Headquarters

    • Great for events ranging from small rooms for up to 5 people, and conferences up to 120 people.

    More Information Here!

  • MIT Museum

    • Lobby offers large meeting space
    • AV setup
    • Can also rent specific galleries

    More Information Here!

  • Sailing Pavilion

    • East roof deck can accommodate about 100 people, exposed to rain, tent may be needed
    • The classroom can accommodate about 50 people indoors and can expand outdoors
    • Sailing activities continue during events

    More Information Here!

  • The Garage at the Martin Trust Center

    • Boardroom – 30 people
    • Theater with garage door closed – 55 people
    • Theater with garage door opened – 75 people

    More Information Here!

  • Campus Activities Complex (CAC) (Walker Memorial, Kresge, Stata, etc.)

    Most multipurpose and theatrical spaces on campus are scheduled through the CAC (W20-500, 617-253-3913). These facilities include: Walker Memorial (50), Stratton Student Center (W20), Kresge Auditorium (W16), Ting Foyer and Wong Auditorium in the Tang Center (E51), Student Street (Stata Center) (32)

    For a complete listing of spaces and capacity, visit the CAC's online Event Planning Guide.

    Booking Space: The designated Space Reserver from each student group may set up an account with CAC by completing this application. Setting up an account will provide you access to the CAC virtual scheduling system.

    Once this account is set up with CAC that club officer may reserve CAC space online. If you want CAC to set up your reserved space in a particular way then contact them several weeks prior to the event (there is a charge for some furniture pieces).

    • The Event Planning Guide is very helpful and includes information about CAC spaces, room capacities, setup styles, and much more.
    • MIT floor plans can be very helpful for envisioning your event set up.

  • Off-Campus Venues & Spaces

    Greater Boston offers a variety of additional venue options for MIT Sloan events. The Student Life Office will help you take stock of venues that have worked well for prior MIT Sloan events, as well as guide you through finding new spaces.

    1. Find a venue that fits your date, budget, and capacity requirements.
    2. Realistic minimum budget for full day conference for 250 people: $60k-75k​
    3. Typically, full-service venues, locked into using their caterer and services
    4. Make sure to contact at least three possible venues.
    5. Do NOT sign any contracts. If you receive a contract or agreement from your target venue, contact a member of the Student Life team.

Event setup & cleaning requests

Sloan Classroom & iHQ Events

Classroom reservations at Sloan if food will be served, all event spaces at iHQ, and many CAC owned spaces require that "Event Setup/Cleaning" arrangements are made via Atlas. Students do not have access to submit this type of request. Student Life will need to submit a request on your club's behalf. You will be copied on the request.

Please email slquestions@mit.edu with the following information at least one week prior to your event:

  • Event name & brief event description
  • Building number & room number
  • Event date and start time
  • Event end time
  • Clean-up time
  • If needed - quantity of: chairs, recycling bins, trash barrels, food waste bins, attendants
  • Approximate number of guests
  • Your club's cost object
  • Event host name & email

Atlas event registration

In addition to posting your event on SloanGroups, MIT requires that certain events be registered with the Institute in order to monitor risk and ensure the safety of all participants. Below, you'll find guidelines on the event registration process. Need help registering an event? Check out this helpful video on how to register an event here.

Fill out the form through Atlas

Registration is required for on and off campus events when:

Registration is required for on and off campus events when:

  • You are expecting more than 100 attendees at an event.
  • Any attendees are not members of the MIT community. This includes conferences.
  • Events are cosponsored with a non-MIT partner.
  • Alcohol is available (regardless of who pays for it).
  • Minors (anyone under 18) are involved.
When does your event need to be registered?
  • On-campus must be registered at least ten business days in advance. Failure to comply will result in the cancellation of this reservation and may jeopardize future requests with the Schedules Office.
  • Off-campus events must be registered at least one week before the event.
When does your event need to be registered?
  • On-campus must be registered at least ten business days in advance. Failure to comply will result in the cancellation of this reservation and may jeopardize future requests with the Schedules Office.
  • Off-campus events must be registered at least one week before the event.

Food

Ensure the event space allows food and drink. There are several on-campus venues that do not allow food and drink, such as Wong Auditorium.

Food options for all guests:
  • In your event's registration options on SloanGroups, ask about attendees dietary restrictions.
  • Be sure to provide vegetarian, vegan, and gluten free options to accommodate attendees.
  • When ordering, be sure to ask your caterer about accommodating these restrictions, and any others.
  • These food options (and any other indicated dietary restrictions) should be clearly labeled to minimize confusion.
  • If you are looking to order Halal or Kosher meals, MIT had compiled a list of local vendors here.

E62 cafe vouchers for event guests:

There are two voucher options available for use at the E62 Café:

  • $15 Voucher: Covers one entree, one side, and one bottled beverage.
  • $20 Voucher: Can be used toward any items of the guest’s choice.
  • Groups will be charged for the number of pre-determined vouchers up front.

Contact Restaurant Associates (RA), Catering Director, Megan Hayward meganhay@mit.edu to inquire about purchasing vouchers. Provide the date and time of your event and the number of vouchers you would like to purchase. Ordering lunch vouchers requires three business day's notice.

MIT Preferred Food Vendors:
Looking to bring a food truck to campus?

City of Cambridge Approved Food Truck List

Other vendors

Use MIT Preferred Vendors when possible: Preferred Supplier Search

Audio visual services
  • MIT Audio Visual Services provides technical support and equipment for any MIT-related events on-campus. To order A/V services or equipment, submit your request form via MySloan. You may also contact MIT Audio Visual Services at (617)-253-2808.
  • Sound Choice Events is also a recommended A/V vendor offering sound/lighting/DJ packages that are often less expensive than vendors simply offering A/V services. Sound Choice Events can be reached at (617)-909-4700 or contact@bostonsoundchoice.com.
  • Studio 125 is a full-service technical production firm delivering seamless, high-quality live events from concept to curtain call. They support everything from private events to large-scale productions, providing expert design, audiovisual equipment, experienced crews, and logistical support.
  • E33 Productions is MIT's lighting production group. E33 Productions provides professional lighting design, production support, and equipment rentals for a wide range of campus events. Their services include lighting for theatre and dance performances, concerts, and custom lighting installations for special events. E33 offers both live and pre-programmed lighting, tailored to everything from simple setups to fully immersive experiences. For groups with technical expertise, E33 also offers low-cost equipment rentals, along with select non-lighting production services.
Decor

Please review the risk management to ensure your decorations are in compliance.

  • PEAK offers high-quality event rentals in Boston including table linens, chairs, furniture, tenting, catering equipment and more.
  • Christian Party Center Rentals provides a broad selection of event rental essentials for weddings, parties, and corporate events. Their offerings include tents, tables, chairs, linens, tabletop items, staging, and select décor and entertainment rentals, making them a one-stop shop for outfitting events of many sizes, both indoors and outdoors.
  • Shop for small decorations and event essentials on Amazon or Staples using the Punchout Catalog, with purchases automatically charged to your club’s cost object. Find step-by-step instructions here.
Printed materials

Event setup, ticket sales, and tracking attendance

Many student-led events at MIT Sloan require ticket sales. We encourage students to use these platforms to better assess your event’s success:

SloanGroups

SloanGroups is the required platform for posting all club events. It offers several key features:

  • Ticket sales & RSVPs: Use SloanGroups to sell tickets and collect RSVPs. Be sure to include clear language about RSVP commitments and potential consequences for no-shows (e.g., catering costs, waitlists, and brand impact).
  • Easy check-in: At the event, quickly check in attendees using the app—either by scanning their ticket’s QR code or searching their name. This ensures accurate attendance tracking for you and the Student Life Office.
  • Attendance data: Attendance information helps with event planning, supports future organizing teams, and can strengthen funding requests.
Eventbrite

Eventbrite is only used for large external facing events, like conferences, case competitions, and hackathons. Eventbrite is a platform that allows you to easily build and customize your online ticket sales pre-event and generate attendee reports post-event. The Student Life Office has a discounted rate with Eventbrite. Contact the Student Life Office slquestions@mit.edu if you are interested in using Eventbrite for a student-led event.

Co-sponsoring events

Host an event with other clubs!

Student groups are encouraged to collaborate and co-sponsor events to expand resources and increase visibility. Clubs can easily share event costs through internal transfers using a Journal Voucher (JV), making cost-sharing simple and transparent.

How to list a co-sponsor on SloanGroups

Follow these steps to list co-hosts or sponsors for an event:
1. In your event settings, go to #8. Advanced Options.
2. Find co-host this event and select Student clubs and find the select the groups you are co-hosting the event with. Only the club who creates the event will be able to edit and manage the event.

Branded merchandise & speaker gifts

Giving something to your attendees or speakers to take home with them adds a nice touch to any event.

Student Life's logo store:

This store has Sloan branded merchandise for your club, personal, conference, and class needs. Purchase items from the store using a personal credit card and then submit a reimbursement request (if purchasing an item for a club/conference). Orders can be picked up in the Student Life Office (E52-101) during regular business hours. Visit the store here to view the available inventory.

MIT Sloan apparel store:

Looking to order MIT Sloan branded t-shirts, jackets, hats, and more? The MIT Sloan Office of Communications has launched an online storefront to provide easier access to branded merchandise. All items are sold at cost to ensure affordability for the community. Check it out here.

Preferred Vendors for MIT Merchandise
Can I purchase branded merchandise with my club/event logo?

Yes, the MIT Sloan Communications Office has branding guidelines for student organizations. Please review the latest guidelines and update your club logo as necessary. See how to order club and event SWAG here.

Local accommodation

Hotels around campus

VPF Strategic Sourcing has negotiated discount rates for MIT with a dozen Cambridge and Boston hotels, including three hotels in Kendall Square. Click here to view a complete list of hotels and rates.

Who can I share the discounts with?

You can provide the MIT discount codes for these local hotels to your speakers who ask about accommodation options.

Parking & transportation

Event attendees and speakers will typically inquire about parking and transportation options at MIT Sloan.

Tips for parking near Sloan:
  • The E51 parking lot is free to use on weekends.
  • There is often street parking off of Memorial Drive and on the side streets surrounding the MIT campus.
  • Hayward Garage is a public garage and has its own parking rates. Entrances is at 33 Amherst Street & 55 Wadsworth Street. They are open 24 hours. If you have questions, you can contact them at 617-500-6553.
  • You can request visitor passes for speakers and attendees in the E62 Garage, please see instructions below.

Check out the MIT Facilities website for an overview of parking and transportation at MIT.

For other transportation inquiries, contact the Parking and Transportation Office.

How to request visitor parking in E62 Garage:

Contact the Student Life Office slquestions@mit.edu to request visitor parking for guests with a minimum of 3 business day's notice. The cost is $34 per daily parking pass. Include the following information in your request:

  • Name(s) of the visitor(s) needing passes and their email addresses (cannot be an MIT email address)
  • Number of passes needed
  • Date for which passes are needed
  • Anticipated arrival time of the visitor(s)
  • Anticipated departure time of the visitor(s)
  • Name and account number of sponsoring club
  • Your name and contact information

Risk management

MIT has very clear Health and Safety Policies that must be followed at all events. The MIT EHS website lays out the policies and procedures for running a safe event.

If you want to use any unusual decorations, a written safety plan may be required. If you have any questions, please consult with the Student Life Office slquestions@mit.edu.

Prohibited items
  • Candles or open flames
  • Confetti
  • Fog machines
  • Tape. Only blue painter's tape is allowable. All other tapes are prohibited. You can get blue tape from the Student Life Office.
Items considered NOT safe 🚫

Decorations that burn easily, cannot be effectively treated with flame-retardant, or can ignite nearby items:

  • Natural evergreen trees, wreaths, boughs and other cut greenery
  • Paper, plastic or Styrofoam decorations (NOT labeled safe by the manufacturer)
  • Sheer, mesh or gauze-type fabrics
  • Large light-bulb strands
  • Dried flowers/leaves/grasses, corn stalks, hay or straw
Items considered safe ✅

Decorations that are "UL listed" and/or "flame retardant," such as:

  • Artificial trees and wreaths
  • Streamers or other paper decorations (labeled safe by the manufacturer)
  • Fabrics that are professionally treated with flame retardant
  • Miniature light-bulb strands (for indoor use)
  • Fresh flowers, pumpkins/gourds, indoor plants, fruits or vegetables

Accessibility and disability resources

Your event should provide access and support to anyone who may have a disability or access needs. If your space is not accessible to those with disabilities, contact MIT Disability and Access Services (DAS) to discuss specific accommodation requests from students. DAS will generally cover cost of disability accommodations for students to ensure their access.

Helpful Links

Sustainability

MIT encourages sustainability across its entire campus. Design your event to produce less trash, use less energy, and incorporate sustainable themes.

How to make an event sustainable:

The MIT Office of Sustainability has created a Sustainable Catering Checklist to guide you through making your event as sustainable as possible. You can also see our list of sustainable food vendors here.

Helpful Links: