Event Regulations

Co-sponsoring an Event with a Non-Affiliated Group

Student organizations must petition the Student Activities Office for permission to co-sponsor an event with a non-affiliated group. Non-affiliated groups cannot use MIT student groups as a means to gain access to MIT facilities. As a result, it is important that student organizations working with non-affiliated groups ensure that the co-sponsored event is predominantly planned, financed and directed by MIT student leaders.

Student organizations that are co-sponsoring an event must work in concert with the CAC as well as the SAO to ensure that the proper event support logistics are arranged. Student organization leaders must be aware of all needs and they must also work directly with MIT staff regarding those logistics. Financing for any co-sponsored event must also reside with the MIT student organization. Proceeds from ticket sales (on site or online), contracts and other expenses must be routed through the MIT student organization account. Money cannot be collected by the non-MIT organization.

Finally, MIT student organization leaders directing the co-sponsored event must work with staff members from the CAC and SAO offices prior to the event to ensure that all logistical issues and concerns have been addressed. Student leaders directing co-sponsored events must also ensure that they are present from set-up to clean-up of the event and available to work with SAO and CAC staff members to resolve any concerns.

Fronting non-affiliated groups has serious consequences such as loss of reservation privileges. Student groups should make sure that all finances, including ticket sale revenue is run through the student group account. Student groups should be involved all areas of event planning, event promotion, and event execution. If a student group is not found to be in control of the event, advertising not lodged on the student group's website, running finances and revenues through their student group account, or knowing the details of event logistics, the student group's event will be investigated by the Student Activities Office. If fronting is found, the student group may be referred to the Association of Student Activities, prevented from holding the event, have to pay event support fees, and/or loose the ability to book space. If you have questions or concerns about your event, check with the Student Activities Office early in your event planning process to avoid a charge of fronting.

Non-affiliated groups wishing to use MIT facilities must contact the Conference Services Office at 253-1700. For more information on sponsorship, groups can use the following website link, http://web.mit.edu/conferences/nonmitplanners/requirements.html.