Event Registration Reminders

A friendly reminder as you plan your end of year events: ALL official club events must be posted on SloanGroups. If your event meets any of the following criteria, it will also need to be registered on Atlas:

• You are expecting more than 100 attendees at an event.
• Any attendees are not members of the MIT community. This includes conferences.
• Events are co-sponsored with a non-MIT partner.
• Alcohol will be available (regardless of who pays for it).
• Minors (anyone under 18) are involved.

When does your event need to be registered?

• On-campus events must be registered at least three weeks before the event.
• Off-campus events must be registered at least one week before the event.

A note about events where alcohol is available: MIT requires events to be registered on Atlas if they are being held at a venue where alcohol is available (i.e. a local restaurant) even if no one is planning to drink. These types of events should be registered as "cash bar" events. You can reference this handy video to learn how to properly complete the form for cash bar events. See more information on guidelines for events with alcohol here.

Learn more about the event registration process here.

Payment Options

As you plan your spring events, please remember that there are several ways to pay vendors using club funds:

• Over $1,000: Buy-to-Pay (preferred method for all payments)
• $1000 and under: Request to use the SLO credit card
• Under $1,000: Personal Funds (RFP - request for reimbursement).  A few important notes on this method: 
  • Please remember to save and upload the itemized receipt that shows proof of payment when submitting your RFP. 
    • Accounts Payable thoroughly checks all receipts and will reject your RFP if it is not itemized or isn't showing proof of payment.
  • To avoid lost checks and get your reimbursements faster, be sure you are set up for direct deposit - click here to update your preferences.
  • If you prefer to get a check mailed to your current address, be sure your address is up to date in WebSIS.

Club Room Cleanout Deadline: Wednesday, May 14th 

Attention all Club Room users! The deadline to cleanup/cleanout the Club Room is Wednesday, May 14th.

Please stop by before then to make sure all your club's items are contained in your club's ONE alotted bin. All packages must be picked up before you leave for the summer. The Club Room is not meant to store SWAG long term. Any items outside of your bin (cardboard boxes, bags, additional bins) will be removed/discarded/donated. The Student Life team will begin cleanout the week of May 19th.

Thank you for your cooperation.

Interested in hosting a C-Function in 2025/2026?

• C-Function Info Session slide deck
• Link to application (open May 2 - June 20, 2025)
• Decisions announced early August

Conference, Hackathon & Competition Planning

Key Dates - Fall 2025

Student Leader Drop-In Advising Hours

Stop by E52-118 in the Student Life Office suite (E52-101) where we can help you plan and execute your club activities, discuss marketing strategies, answer your questions about RFPs, your club's financial needs, and more:

• Wednesdays, 11am-1pm | General Advising Hours 
• Thursdays, 11am-1pm | Finance Advising Hours

Can't make drop-in advising, but have questions? Book an appointment with any of us using this link!

Questions? Consult the Student Group Leader Handbook
Contact Student Life or Book an appointment with us!
List of current club officers here