Reservation Information

Non-Student Group Reservation Information for Ad Hoc Events

All reservations are subject to the Classroom Rules of Use.

All reservation requests for classrooms must include the following information:

1. Contact Person - Full Name, MIT email and telephone number
   • Contact person must be a current member of the MIT community such as administrative staff or faculty member
   • The Schedules Office is unable to honor requests for events that are not closely connected to the MIT community
2. Name of office/department/academic organization or ASA-recognized student group
3. Description of activity that will take place during your reservation
4. Requested dates and times (starting/ending) for your event
5. Classroom requirements (i.e. size, furniture type, audio-visual equipment, preferred location)
6. Classroom(s) requested

Requests for classroom reservations will be honored according to the Classroom Reservation Timeline.

Please use the Classroom Reservation Request Form to request space.

 

ASA-Recognized Student Groups

All reservations are subject to the Classroom Rules of Use.

1. All student groups must be recognized by the ASA and listed in the ASA Database.
2. The request must be made by the reservation signatories of the student group.
   (Instructions on how to update your reservation signatory list can be found here: http://web.mit.edu/asa/www/asa-db.shtml#signatories)
3. Requests will be honored according to the Classroom Scheduling Calendar.
4. If your group is planning on charging admission, displaying a film (including VHS or DVD), expecting more than 20% non-MIT participants, asking for donations, or expecting attendance of over 100, you must register the event with the Student Activities Office, W20-549, 617-253-3913, at least five days in advance. Forms may be picked up here in the Schedules Office or from Student Activities.
5. Student groups must also refrain from holding public showings of movies (free or otherwise) and other copyrighted material without the proper permission from the copyright holder. If you are not sure what material may be copyright protected, please err on the side of caution and refrain from posting it. More information on MIT's copyright policy is available at http://web.mit.edu/slp/safety/copyright.html.
6. Please notify the Schedules Office immediately if your group will no longer need the space reserved.

Your request must include the following information:

1. Contact Person - Full Name, MIT email and telephone number
   • Contact person must be an ASA-authorized reservation signatory
   • Students not representing an ASA-recognized student group, alumni, or groups not part of the MIT community are not allowed to make classroom reservations
2. Name of ASA-recognized student group
3. Description of activity that will take place during your reservation
4. Requested dates and times (starting/ending) for your event
5. Classroom requirements (i.e. size, furniture type, audio-visual equipment, preferred location)
6. Classroom(s) requested

Requests for classroom reservations will be honored according to the Classroom Reservation Timeline.

Please use the Classroom Reservation Request Form to request space.

Classroom Rules of Use

Your responsibility in the classroom:

1. Food and beverages are NOT permitted in our classroom space.
2. If you rearrange the classroom, or if you find the classroom in disarray, please set the room back to rows with chairs facing the front chalkboard.
3. If you borrow chairs from another room, you must return them to that room.
4. Erase the chalkboards before leaving.
5. Remove your trash especially on weekends as the rooms are not cleaned on a daily basis. The Schedules Office may charge your group for the cost of cleanup, if we find the classroom you reserved in disarray.
6. Leave the classroom unlocked. If you are locked out of your reserved classroom between the hours of 9am-5pm, Monday through Friday, contact the Schedules Office at 253-4788. If you are locked out after 5pm and on weekends, contact Facilities at 253-1500. You may need to show your reservation confirmation when a staff member arrives to unlock the classroom.
   

We appreciate your cooperation!

Important notes:

• The Schedules Office does not reserve classrooms for religious ceremonies, dramatic performances or political events.
• Any type of performance which requires the use of platforms, scenery, stage and lighting is not allowed in classrooms.
• All arrangements for support services should be made in advance, by contracting the appropriate offices (i.e. Audio/Visual, Facilities, etc.) We do not coordinate logistics for your event.

Failure to comply with the Classroom Rules of Use may jeopardize your ability to reserve classrooms through our office in the future.

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If you have any questions or comments please email us at schedules@mit.edu.