Event management services

A management fee is assessed based on the extent of the services provided.

Financial administration

  • Assist to develop conference budget
  • Establish a conference account for receivables and expenses
  • Provide financial reporting

Event spaces

  • Locate and reserve appropriate venues
  • Ensure proper room set-ups
  • Order rental furniture
  • Coordinate poster sessions and exhibit areas
  • Coordinate room decoration within parameters established by the MIT Environment, Health, and Safety Office

Catering service

  • Coordinate breakfasts, coffee services, luncheons, receptions, theme dinners, and banquets either on campus or off-premise
  • Develop menus to meet budget

On-campus accommodations (mid-June to early August)

  • Coordinate appropriate number of sleeping rooms within MIT residence halls
  • Serve as booking agent and informational contact for on-campus overnight guests

Hotel accomodations

  • Investigate best block rate
  • Negotiate and execute contracts

Media services

  • Coordinate a full range of media services including general audio visual, video taping, video conferencing, and webcasting
  • Coordinate network/telecommunication services

Security and safety

  • Coordinate with Campus Police to determine security needs for exchange of money, service of alcohol, protection of equipment/exhibits during non-event hours, protection of high profile participants, and general crowd control
  • Address safety issues and ensure that all logistics are performed according to established safety guidelines

Transportation services

  • Arrange ground transportation from local hotels to the conference site or to local venues and attractions

Special events

  • Locate and reserve on- or off-premise function venues that best suit interests and budget of conference
  • Coordinate tours to areas of local interest

Signs and direction

  • Develop directional signs and coordinate placement
  • Prepare customized maps indicating conference venues
  • Provide directions and information on parking and local area attractions

Massachusetts Institute of Technology