Event Registration

What needs to be registered?
1. ALL events, whether on or off campus, where alcohol will be served
2. ALL on-campus events where money will be collected during the course of the event
3. For on-campus events in facilities other than residence halls, all non-academic/non-educational events where the attendance will exceed 100 people
4. For events in residence halls, any event open to non-residents where the attendance will exceed 100 people OR any event closed to non-residents where the attendance will exceed 250 people
5. ALL events where more than 20% of the audience is (or participants are) expected to be non-MIT community members, including conferences
6. ALL events that involve working with a non-MIT organization (as co-sponsor or guests)
7. ALL events that involve working with minors
8. Other events when required by appropriate campus department or under special circumstances

What is the process?

• Events must be registered 5 business days in advance.

Events in Residence Halls Forms can be found in W20-549. Signatures needed from House Manager, SLP staff person for that particular hall (see W20-549 for details) and Campus Police. If licenses are needed, you will also need to visit the City of Cambridge (831 Massachusetts Avenue, 617 349-6140). For Events in CAC, Schedules or Athletics space: Forms can be found in W20-549. Signatures needed from appropriate space office, SLP, Campus Police and possibly the City of Cambridge for a license.

Events with Alcohol
Depending on where your event is, there are different rules about serving alcohol. See Events with Alcohol section. Events in CAC, Athletic or classroom space must have a cash-bar run by a professional, third-party vendor.

Alcohol Guidelines
Campus Space Alcohol Proposal
Grad Alcohol Proposal
Undergrad Alcohol Proposal
Small Grad Parties

Licenses
Entertainment License is needed if your event has an entertainment (versus academic) focus AND you are charging a mandatory admission fee. It is not needed for a suggested donation – but the donation cannot be required for admission.

A Liquor License is required for ALL events where a cash bar is present. If there is an admission charge at the door of your event, alcohol, if available, may only be dispensed from a professionally run cash bar.

You can purchase all licenses at 831 Massachusetts Avenue (617-349-6140) Monday through Thursday, from 8AM to 4PM, and Friday, 8AM to 12PM. Prices vary depending on the event details.