Event Management Services

Financial Administration

• Assist to develop and maintain conference budget
• Establish a conference account for receivables and expenses
• Provide financial reporting

Event Spaces

• Locate and reserve appropriate venues
• Ensure proper room set-ups
• Order rental furniture
• Coordinate poster sessions and exhibit areas
• Order banners, floral arrangements, balloons and other decorative props

Catering Services

• Coordinate breakfasts, coffee services, luncheons, receptions, theme dinners and banquets on-campus or off-premise
• Develop menus to meet budget

On-campus Accommodations (mid June to mid August)

• Coordinate appropriate number of sleeping rooms within MIT residence halls
• Serve as informational contact as well as reservation point for on-campus accommodations

Hotel Accommodations

• Investigate hotels for best block rate
• Negotiate contracts

Media Services

• Coordinate a full range of media services including audio visual, video taping, video conferencing and webcasting
  Network/Telecommunication services
• Coordinate with Information Systems to achieve network connectivity for auditorium presentations or attendee email access
• Coordinate with Telecommunications to activate telephone service

Security

• Coordinate with Campus Police to determine the scope of any security issues such as the exchange of money, the service of alcohol, the protection of equipment/exhibits during non-event hours, and general crowd control concerns
• Address safety issues and coordinate emergency services

Transportation services

• Arrange ground transportation from local hotels to the conference site or to local venues and attractions

Special Events

• Locate and reserve on or off-premise function venues that best suit interests and budget of conference
• Coordinate tours to areas of local interest

Signs and Directions

• Develop directional signs and coordinate placement
• Prepare customized maps indicating conference venues
• Provide directions and information on parking and local area attractions

A management fee is assessed based on the extent of the services provided. Contact us or fill in a Request for Proposal to receive information about space availability and pricing.