Due to COVID-19, the information in this Guide is superseded by new Institute policies and procedures.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

Running the Event

This section outlines the rules and regulations associated with running your event and also provides suggestions on how to manage your event, where to get help during the event, closing procedures, and cleanup. Event organizers should begin their planning cycle for large events early enough to allow for thorough consultation and review of security measures. If your event is complicated, a rehearsal or run-through may be a good idea. And always ARRIVE EARLY!

Be Prepared

No matter how much you plan, a few unexpected problems may arise and you might discover that you have a few last-minute details to resolve. The only thing you can do is prepare for the unexpected. Make sure you have at your fingertips the tools to solve any problems that may occur.

  1. Have volunteers on hand — One or two "runners" is always a good idea because some problems can only be resolved away from the event site.
  2. Telephone/E-mail List — Bring telephone numbers and e-mail addresses with you for anyone you may need to contact during the event. Also, having the numbers of all of your volunteers may be useful if someone does not show up.
  3. Know your resources — In many cases, there will be a number of people who will be involved in your event. You need to make sure you know who they are and that they know who you are. If working with the Campus Activities Complex, contact the CAC Manager (W20-500, 253-3913) and introduce yourself. If a police officer is assigned to the program or a staff member from SOLE is present, walk through the details of the event with them and introduce him or her to the other people from your organization.
  4. Have contingency funds built into your event budget to pay for those unexpected expenses.

Campus Activities
Complex (CAC)
W20-500, 253-3913

Environment, Health
and Safety

Police at MIT
W31, 253-1212