Due to COVID-19, the information in this Guide is superseded by new Institute policies and procedures.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

Event Regulations


All student groups planning on utilizing a service of a person or company outside of their group should utilize a contract. Contracts are an important way for you to protect yourself, your group, and the Institute from possible liability resulting from an event. Contracts also serve as a standardized method of outlining what services will be provided to you or your group and the agreed upon remuneration. Common examples on contracted services include: DJs, dance instructors, performers, musicians, amusements & games, bartending services or caterers, and many more. A contract is not required between two MIT entities, although having a formal agreement may be useful.

Students and most MIT employees are not authorized to sign contracts. If you sign a contract, YOU WILL BE HELD PERSONALLY LIABLE.

All contracts MUST be signed by an appropriate MIT official. Students and most MIT employees are not authorized to sign contracts. If you sign a contract, you may be held personally liable.

Student groups may use the MIT Student Group Professional Service Contract for a variety of services. Please email sole@mit.edu to obtain a blank copy. Vendors may also choose to utilize their own contract. In this case, their contract should be attached to a Requisition and submitted for approval and signature. Events need to be registered through Atlas PRIOR to a contract being presented to a vendor/contractor and/or agreeing to terms.

Departments should have all hotel contracts reviewed and signed by Procurement. For all other contracts, departments should work with Procurement, unless Conference Services has been hired to do the event.