The 7 Steps of Event Registration

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Registering an event requires that the Event Host complete an Event Registration Form. If alcohol will be served, then additional forms are required (See step 3 below).

Event registration must be completed at least five (5) working days prior to the event. Note: the Event Registration Form is organized according to the 7 steps below, and the majority of the information contained below is on either the Event Registration Form or its attached cover sheet. The following steps must be completed in order.

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Step 1: Event Details

This step is where the general information about the event is written out (attendance, date and time, location, if admission is being charged, if alcohol is being served, if there will be entertainment, etc.). This section is to be completed by the Event Host. The "Sponsor" must be an ASA-recognized student organization, a Living Group, MIT student or department. The "Event Host" is the MIT individual from the Sponsor who is responsible for the event and will be present at the event for its duration. If alcohol will be served, then the Event Host MUST be 21 or older and must agree not to drink at the event. Hosts must indicate the amount of alcohol they will purchase. To determine the amount needed for an event, hosts should use the guideline of one drink per person per hour of an event.

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Step 2: Space Confirmation

This step is to be completed 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. For events in Residence Halls, the House Manager or RLA is considered the appropriate individual.

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Step 3: Alcohol Approval

For student groups: This step is to be completed by appropriate Student Activities Office or Residential Life Programs staff. In order to serve alcohol at an event, a student group must obtain permission. To begin the approval process, the Event Host must complete an "Alcohol Proposal Form," and attach it to an Event Registration Form. It is suggested that a student group meet with a staff member to discuss alcohol protocols prior to submitting a proposal.

For departments: This step is to be completed by the appropriate member of Academic Council. In order to serve alcohol at an on-campus event, departments are required to obtain the signature of the member of Academic Council with oversight of the department. If you do not know who should sign off on alcohol for your event, contact the MIT Events and Information Center.

Note: departments are not required to submit an Alcohol Proposal Form.

For more information about Alcohol policies and procedures and the Alcohol Proposal Form, please see the "Alcohol" section of the next chapter. You may also consult the Alcohol Policy website which may be found at web.mit.edu/slp/about/policies.shtml.

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Step 4: Event Review and Approval

This step is to be completed by the appropriate registration office (MIT Events and Information Center, SAO, or RLP). To figure out which office approves and reviews your event, please see the "Where Do I Register My Event?" section of this chapter.

For both departments and student groups, if alcohol will be served at the event, the appropriate registration office will also review the Alcohol Guidelines Form with the Event Host.

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

This step is to be completed by Police at MIT. Events must be reviewed by MIT Police Detail Office (W20-020B, 253-9754, Monday-Friday, 8AM to 10:30AM and 12:30PM to 3PM) to evaluate the need for police details and related security requirements. Police hours for registration are 8AM to 10:30AM, 12:30PM to 3PM.

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Step 6: City of Cambridge Licenses

This step is to be completed by City of Cambridge staff. Licenses may be obtained at 831 Mass. Ave., Cambridge and must be posted at the event location. The appropriate office from Step 4 will indicate required licenses for your event. For additional information regarding licenses, see the "Entertainment and Liquor License" section of the following chapter.

Cambridge License Commission
Monday, 8:30AM to 8:00PM
Tuesday through Thursday, 8:30AM to 5:00PM
Friday, 8:30AM to 12:00 noon.
http://www.cambridgema.gov/License/
349-6140

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Step 7: Bring Completed Form and Copies of City Licenses to Appropriate Office

This step is to be completed by the Event Host. The completed copies of the Event Registration Form, as well as signed contracts and copies of licenses, must be returned to the appropriate registration and scheduling office (see Step 4). Please post event(s) on the MIT Events Calendar http://events.mit.edu.