Due to COVID-19, the information in this Guide is superseded by new Institute policies and procedures.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

Basic Event Planning

Special Policies for Student Groups

General Policies for Student Organizations

Preface: Registered student organization status is a privilege, and carries with it the ability to utilize the name of the Institute as a designation of affiliation. Each recognized student organization has a responsibility to MIT to adhere to each of the following policies.

  1. Student organizations must have current constitutions on file with the Association of Student Activities (ASA), W20-401. Constitutions must conform to city, state, and federal laws as well as MIT policies.
  2. Recognition of a new organization and approved registration of a group's events in no way implies that the Institute approves or disapproves of the organization's constitution, purposes, literature, or programs. The responsibility of any views held or expressed by the organization and/or its membership is solely that of the individuals involved.
  3. Any student organization affiliated with a national or regional organization must declare that affiliation and submit copies of the larger organization's constitution to the ASA for review. In case of conflict of policy between national organizations and MIT, MIT policy will prevail.
  4. Presidents and Treasurers of student organizations must be full-time registered MIT students in good academic, financial, and disciplinary standing.
  5. Student elections must be held annually per the group's constitution. Each organization must update their officer lists on line through the ASA database, web.mit.edu/asa, and/or Athena after such elections.
  6. Financial signatories and reservation signatories must be MIT affiliates.

Program Policies for Student Organizations

The Student Organizations, Leadership and Engagement Office provides guidance, direction, and advice to assist students who are planning student organization programs. Procedures for planning specific types of programs may be found in the sections of this guide that follow. Keep in mind the following:

  1. Student organizations must comply with the proper procedures and deadlines for a program. Failure to do so could result in the program being cancelled.
  2. MIT and student organizations do not insure or warrant the safety of activities sponsored by student organizations. All participants in activities that involve risks of physical injury or property damage are expected to assume full responsibility for such risks and for their individual physical fitness to participate in such activities. It is recommended that groups utilize the Liability Waivers provided by SOLE.
  3. Events which welcome non-MIT affiliated persons must inform their guests that they will be expected to follow all MIT rules and policies. Individuals and/or the group will be responsible for the behavior of their guests. Depending on the nature of the program, the organization may be required to make special arrangements. (see "Event Regulations, Admissions Policy" section)
  4. If your organization is holding an event for which you want to solicit sponsors, please contact the Assistant Director of Financial Operations for Student Organizations at SOLE prior to finalizing your solicitation materials and sponsorship levels.
  5. Contracts (for speakers, entertainers, services, or off campus venues).
    • All non-Institute speakers, performers, or entertainers who are being paid must be contracted for their services. All agreements between a student organization and an outside individual or company must be made in writing via a contract issued by MIT (standard contracts can be requested online at studentlife.mit.edu/resources-forms-library). MIT contracts always take precedence over any other contracts or riders.
    • Students are not legal signatories of the Institute, and may not sign contracts or agreements, or enter into any verbal agreements, on behalf of their organization (and thereby the Institute).
    • Do not sign any contracts on behalf of MIT. Your signature does not represent the Institute and all liability will fall on the unauthorized signatory.
    • For any event held at a non-Institute facility when the student organization is the sole or principal user of the facility, the facility must carry general liability insurance with a minimum of $1 million coverage, worker's compensation in accordance with statutory limits, and excess umbrella coverage with a minimum of $5 million coverage.