Registering an Event

Atlas Event Registration Steps


Registering an event requires the event planner to complete the digital event registration process, using Atlas. To access the process, you need to customize your dashboard with the “Event Planning” tab. Once you have done this, then click on “Event Planning” to read about the process and register an event. Once you have submitted the event registration with the required information, the form will automatically make its way to the relevant offices. Office approval order is illustrated below.

Please note: Event registration must be submitted at least ten (10) working days prior to the event.


Step 1: Event Host Approval

If the event planner is the event host, then this step will be skipped. If the event planner is not the event host, the event host will need to approve being the host for the event and agree to a series of stipulations.


Step 2: Space Approval

This step involves review by the appropriate scheduling office, such as CAC or Schedules Office. All on-campus events must confirm that the location of the event has been reserved through the appropriate scheduling office or individual by attaching a copy of the space confirmation or confirming e-mail.


Step 3: Alcohol Approval

For student groups: This step is to be completed by appropriate Student Activities Office, Residential Life Programs, or FSILG staff. In order to serve alcohol at an event, a student group must obtain permission.

For departments: This step is to be completed by the appropriate member of Academic Council with oversight of the sponsoring MIT department .


Step 4: Event Review and Approval

The event will then be reviewed by the appropriate registration office (MIT Events and Information Center, SAO, FSILG, or RLP).


Step 5: MIT Police Review and Assignment of Police at MIT Details

The Police at MIT will then review and evaluate the need for police details and related security requirements. Police details require that you have provided a valid MIT account number to pay for the details.


Step 6: City of Cambridge Licenses

For events that require a City of Cambridge license: Once an event has been fully approved by all required MIT offices, a PDF will be generated and automatically emailed to the City of Cambridge to request licenses. The planner should anticipate receiving an email response from the City of Cambridge about proceeding with the next steps necessary to obtain the license. Please note that only event planners listed on the original event registration form can pick up the licenses. Licenses can be picked up at 831 Mass. Ave., Cambridge. You will need to bring a check or cash to pay for the license(s).

Cambridge License Commission
Monday, 8:30AM to 8:00PM
Tuesday through Thursday, 8:30AM to 5:00PM
Friday, 8:30AM to 12:00 noon.
Payment must be by check or cash (no credit/debit cards).
http://www.cambridgema.gov/License/
617-349-6140

Once you have the license, attach a copy to your event in Atlas.

Police at MIT
W89, 253-1212
mitpd-details@mit.edu