Reserving Facilities

CAC Facilities

Most multipurpose and theatrical spaces on campus are scheduled through the Campus Activities Complex (CAC) (W20-500, 253-3913). These facilities include the Stratton Student Center (W20), Kresge Auditorium (W16), Walker Memorial (50), the Religious Activities Center (W11), Lobby 13, the MIT Chapel (W15), Memorial Lobby (10), Ting Foyer and Wong Auditorium in the Tang Center (E51), the Kresge Barbecue Pits, Kresge Oval and Lawn, Walker Lawn, McDermott Court, and Stata Center (32), Dertouzos Amphitheater, Forbes Family Café and other Charles Vest Student Street public areas. All events scheduled in CAC facilities are reviewed for appropriate use of space. CAC space is not used for athletic activites/events. To request space, a CAC-DAPER Virtual Scheduling Account will be needed. Applications for an account are available on CAC's website. Many student groups already have accounts; contact CAC to find out. Once you have an account you will use the CAC-DAPER Virtual Scheduling system to request space. Access to the system is found on CAC's website. The following pages provide detailed information on the scheduling process. For a complete list of CAC facilities, see the "CAC Facilities" chapter. Beginning the week following Thanksgiving Break (November) each year, applications will be accepted for the following academic year (early September through mid-May). Certain groups are given priority to schedule traditional events prior to this date (i.e. Commencement, Spring Weekend, and the like).

The opening of the books is a virtual process making requests through the CAC-DAPER Virtual Scheduling System. This opening allows groups to make 5 bookings the first day, 40 bookings in total for the next six days, 40 bookings in total the following week, and then unlimited bookings afterwards. Before the opening date, groups should make sure that they have a virtual scheduling account.

Note: Promotional spaces (Infinite Corridor Panels, Memorial Lobby (10) Booths, and Charles Vest Student Street Tables) operate under different opening dates and reservation periods. Please see the description of each kind of promotional space in the chapter on "Advertising and Promoting Events" for this information.

Once the CAC reservation books are officially open, organizations may reserve facilities at any time during that academic year. Since facilities are in high demand, it is recommended that you plan well in advance and submit all applications when the books initially open.

For more information, see studentlife.mit.edu/cac

CAC Facility Reservation Steps for Student Organizations

  1. Make sure that your organization has either recognition from the Association of Student Activities (ASA) (W20-401, 253-2696) or special permission from the Student Organizations, Leadership and Engagement Office (SOLE) (W20-500, 253-6777). Refer to web.mit.edu/asa for additional information.
  2. A completed Authorized Signature List for your organization must be up to date on Engage. The person reserving space on behalf of your group must be one of the six members on the web-based list.
  3. Request a CAC-DAPER Virtual Scheduling account, if your group does not already have one. If you are unsure, contact CAC.
  4. Request space by using the CAC-DAPER Virtual Scheduling system. Access to the system is found on CAC's website, studentlife.mit.edu/cac. Please note that submitting a virtual space request to CAC does not ensure that you have the space. You do not have the space until you have received an email confirmation from CAC.
  5. Submit virtual space requests to CAC:
    • at least two (2) working days in advance of your requested date for small events that do not require additional services or do not meet the criteria for Event Registration.
    • at least thirty (30) working days in advance of your requested date for major events (parties, performances, lectures, concerts, etc.). This is necessary as additional time is needed to register your event, arrange technical details, and approve any contracts. See the "Event Registration" chapter for more details.
  6. Submit a paper application if the event is within two days (virtual system will not accept requests within this window of time). Forms are available on-line through the CAC website, studentlife.mit.edu/cac, and should be turned into CAC at W20-500. For event support for Stata Classrooms, Vest Student Street, and/or R&D Common, submit your request online: http://studentlife.mit.edu/cac/resources-forms/cac-event-support-request-non-cac-space-new.
  7. Publicize and begin ticket sales ONLY AFTER you receive an email confirmation from CAC, and have begun event registration.
  8. If an organization cancels an event or chooses not to use a facility after it is reserved, the event organizer must cancel the event using the CAC-DAPER Virtual Scheduling System, unless the event is less than 48 hour away. If the event is less than 48 hours away, the event organizer will need to notify the Campus Activities Complex by emailing cacscheduling@mit.edu. Failure to cancel a space within the proper time frame as stated on the event confirmation will result in fines (please see the "Cancellation Policy" section).
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CAC Facility Reservation Steps for Departments

  1. Only authorized employees or members may reserve rooms on behalf of their department or departmentally recognized group.
  2. Request a CAC-DAPER Virtual Scheduling account, if you do not already have one. If you are unsure, contact CAC. This account can be used to look up space availability and request space. If you have questions, check with CAC (W20-500, 253-3913, campus-activities@mit.edu).
  3. Request space by using the CAC-DAPER Virtual Scheduling system. Access to the system is found on CAC's website, studentlife.mit.edu/cac. When submitting your request, you will need to include an account number for event support fees that will be assessed to your event. You will receive an estimate of event support fees with your confirmation. (Check to be sure that you are authorized to sign for that account number). Event support fees are listed on CAC's website, studentlife.mit.edu/cac. Please note that submitting a virtual space request to CAC does not ensure that you have the space. You do not have the space until you have received an email confirmation from CAC.
  4. Submit virtual space requests to CAC:
    • at least two (2) working days in advance of your requested date for small events that do not require additional services or do not meet the criteria for Event Registration.
    • at least thirty (30) working days in advance of your requested date for major events (parties, performances, lectures, concerts, etc.). This is necessary as additional time is needed to register your event, arrange technical details, and approve any contracts. See the "Event Registration" chapter for more details.
  5. Submit a paper application if the event is within two days (virtual system will not accept requests within this window of time), or you are requesting event support in the Stata Center. Forms are available on-line through the CAC website, studentlife.mit.edu/cac, and should be turned into CAC at W20-500.
  6. Publicize and begin ticket sales ONLY AFTER you receive an email confirmation from CAC, and have begun event registration.
  7. If a department cancels an event or chooses not to use a facility after it is reserved, the event organizer should cancel the event using the CAC-DAPER Virtual Scheduling System, unless the event is less than 48 hour away. If the event is less than 48 hours away, the event organizer will need to notify the Campus Activities Complex by emailing cacscheduling@mit.edu. Failure to cancel a space within the proper time frame as stated on the event confirmation will result in fines (please see the "Cancellation Policy" section below).
  8. If you are reserving the space on behalf of a non-MIT entity, a member of your department must be present at the event.