The process of registering campus events is going digital! If you are an event planner or if you schedule space, approve alcohol expenditures, assign police details, or review events for compliance with MIT policies and procedures, you will be able to complete these steps online from the digital events application on the Atlas site (MIT certificates required). The application will open for business July 16, 2014 as part of the new Atlas release and will replace the paper-based system.
Watch a video introduction to the digital events registration application
Whether you are a host or an event planner, you also will find a searchable space inventory that includes many campus venues and links to campus offices that provide event support. Please keep in mind that not all MIT spaces are accessible within this inventory and that you should schedule all campus venues directly through the designated department that manages the space.
How do you know whether your event must be registered?
Registration is required when
- you are expecting more than 100 attendees at an event
- more than 20% of attendees are not members of the MIT community
- events are cosponsored with a non-MIT partner
- alcohol will be served
As of July 16, you will be able to register events online through Atlas. Important: This digital process replaces the paper-based system of registering events.
Here are a few factors to keep in mind when registering your event online:
- How it works—Based on the details you enter about the event, requests for approvals will be routed automatically to the appropriate departmental designates.
- Host confirmation—Event hosts must read the ‘MIT host policies’ and accept the responsibilities outlined to continue the registration process.
- Room confirmation—Room coordinators must confirm that the space has been reserved for this event.
- Alcohol approval—The designated approvers for various areas (assistant deans for academic areas, the Dean for Student Life for student-sponsored events, and directors from administrative areas) must approve events where MIT funds are used for alcohol or to cover alcohol-related expenses.
- Overall approval for event—Either the Events and Information Center, the Student Activities Office, the MIT Sloan Student Life Office, or the Office of Residential Life will review all relevant details and approvals and determine whether the event meets guidelines. These offices also will direct the planners to obtain the appropriate licenses and permits from the City of Cambridge or other organizations, as warranted.
- Police approval—MIT Police will determine whether police details or metal detectors are required, review issues around public safety, assess parking requirements, and recommend further support, as needed.
Questions? Please contact the Events and Information Center. This is a new process and we appreciate hearing from you so we can provide the best information to our community.
And don’t forget
- MIT Policies & Procedures—Review policies detailing the use of MIT facilities for public events.
- MIT Police— Police details are necessary for large and/or high-profile events. Familiarize yourself with the procedures detailed here as they may be required by MIT Police, depending on the size and logistics of your event.
- Alcohol guidelines—Strict rules apply to the serving of alcohol at MIT events. Be sure to review Institute policies and procedures in preparation.
Other events may take place under special circumstances. If you are unsure, please contact the MIT Events and Information Center at email@example.com or 617-253-4795.
Attending an event?
Please see MIT Conference Services for registration.