Due to COVID-19, the information in this Guide is superseded by new Institute policies and procedures.
For the most up to date information, visit: https://institute-events.mit.edu/covid-19_eventplanning

Advertising & Promotion

Promotional Booths and Tables

Booths and tables are available at three locations on campus for organizations and departments to promote their activities and services. People staffing them must be members of the MIT community and are expected to remain at the booths and not attempt to "solicit" passersby. Each organization can have a maximum of ten week days per semester per location. Groups cannot reserve promotional tables in more than one location at the same time.

Memorial Lobby (10) Booths

Memorial Lobby (10) is a War Memorial whose use is graciously allowed by the Institute for sales and promotion. In line with the sanctity of the War Memorial, no posters or banners may be hung from the ceiling or placed on the walls and no yelling or shouting of any kind will be permitted. Groups are encouraged to clear booths of all flyers and trash before leaving at the end of the day. Also, for safety reasons, no obstructions or electrical cords should disrupt or impede traffic flow or doorway areas. Do not leave cash boxes unattended. Booths must be reserved prior to the time of use.

In accordance with ASA guidelines, only one food sale is permitted per day in the lobby (excluding candy) and each group is allowed to have a maximum of four food sales per term. As no refrigeration is available, care should be exercised to ensure that perishable items do not spoil. See the "Booth and Table Food Sales" section on the following page for more information.

Booths may not be removed from, nor furniture/equipment brought into, the Memorial Lobby (10) area without the prior permission of CAC. Applicable safety codes will be maintained.

No amplified sound, yelling, or shouting is allowed.

Stata Center Tables

Tables are on Charles Vest Student Street outside of 32-124 and can use the poster board directly behind the table as well.

Stratton Student Center Tables

Five tables are available in the Student Center Lobby for ASA-recognized student groups and MIT departments to promote their events and organizations. Tables number eight and ten are near Copy Tech and have a jack to run a credit card machine. Tables number nine and eleven are near LaVerde's. Table number 12 is outside of the MIT Federal Credit Union.

Booth and Table Food Sales

When it comes to the preparation, presentation, and storage of food, care and attention must be used to insure proper health, licensing, and risk management. All food-service sales, particularly those in either Memorial Lobby (10) or the Student Center Lobby, present special concerns and require additional planning. In each location, food sales must conform to the health and sanitation requirements as specified by the City of Cambridge Health Department. This includes specific requirements for the proper preparation and storage (heating and cooling) of foods; required handling procedures; and use of cleansing agents. Food items, particularly those containing dairy products, meat, and fish, are highly susceptible to spoilage and can cause sickness or even death in some cases. Spoilage can begin whenever food is maintained at temperatures between 40 degrees (F) to 140 degrees (F), so planning is essential. Sales in Memorial Lobby (10) or Student Center Lobby may require a City of Cambridge food license for each day of the sales. Please contact the CAC for particular requirements or for assistance in determining appropriate foods. Failure to comply with these important code requirements can lead to closure of the sale, loss of future scheduling opportunities, and disciplinary action.

If your group is planning to bring a food truck to campus: MIT will only consider food trucks that are registered to operate within the City of Cambridge. Please email foodstuff@mit.edu or call 617-253-2706 to discuss your event with MIT Dining, as they must approve any food trucks on campus.