SAO Events and Programs

MIT has several support mechanisms for event planners. The Student Activities Office staff is available to advise student groups both generally and also specifically in the area of event planning. Student groups can also get event logistics/operational support through the Campus Activities Complex (CAC) (W20-500, 253-3913). For departmental events, both CAC and the Information Center (7-121, 253-4795) are available to help work through event issues and logistics.

Perhaps the most valuable resource available to event planners is the Guidebook to Planning Events @ MIT, which is created by the Student Activities Office. The Guidebook introduces and guides event planners through the process by helping to define the event, suggesting where to begin, and providing helpful hints for making it successful. The Guidebook also includes a checklist for planning an event and a directory of offices at MIT that are available to assist you in its appendix.

Another important service that MIT provides for event planners is the series of calendars and listings that are continually updated. These are important resources for thinking about dates that might be appropriate for your event or program. Many of these calendars can be accessed off the MIT Calendar page.

Another helpful resource is the Resource Library housed in room W20-549. The library contains a broad range of information and resources including musical agents, bus companies, T-shirt and other promotional vendors, local and regional venues and facilities, and much more.

In addition, each semester SAO offers Event Planning Workshops (link to schedule off Advising and Support Services page), which give an overview of the entire event planning process at MIT.

An important piece of event planning is understanding MIT's polices around registering events. Three important links are as follows:
1.) Event Registration Process
2.) Alcohol Policy
3.) Metal Detector Policy

The Student Activities Office also serves as the sponsor and/or advisor to several annual campus-wide programs or events each year.

1.) Fall Festival: Co-sponsored by student representatives from various campus constituencies in conjunction with the Student Activities Office, Fall Festival is an annual event that welcomes MIT students, alumni, family, and friends for a weekend-long series of events. The Committee is always looking for volunteers to get involved in planning and implementing the events. Past Festivals have included a concert, a carnival and a cookout. Please contact one of the Program Coordinators for Student Activities in W20-549, 3-6777 if you are interested.

2.) Spring Weekend: Spring Weekend is an annual event at MIT that happens in late April. Past events have included an International Fair, a campus-wide concert, and a campus-wide carnival on Kresge Oval. The Spring Weekend Committee is made up of student representatives from various campus constituencies appointed by the UA, the GSC, and the ASA. There are several open positions on the committee as well, and they are always looking for volunteers to assist with this weekend. The Spring Weekend Committee is advised by one of the Program Coordinators for Student Activities. Please contact one of them in W20-549, x3-6777 if you are interested.

3.) Charm School: MIT's Charm School runs for one afternoon during MIT's Independent Activities Period (IAP), a 4-week term in January/February that includes over 700 academic, quasi-academic, and non-academic subjects. The first Charm School took place during IAP '93 and with the exception of 1998, the program has been run yearly. The popularity of the event has increased and interest on the part of students played a key role in bringing the program back. Students look forward to Charm School and take it seriously, although they have a good time while doing it. It has become a full-fledged community event with students, staff, and faculty participating together. Faculty often enjoy the event because it gives them an opportunity to interact with students in a different way than they do in the classroom. The success of Charm School is due to many things: the energy and enthusiasm of the faculty, students, and administrators who participate, the festive atmosphere, and it's humorous and irreverent tone.

4.) Spring Skills Retreat, May 22-23, 2004 "Empowering Yourself and Others When Responding to Critical Campus Issues"
The Spring Skills Conference provides elected Student Government leaders with an opportunity to explore a number of key leadership skills including negotiation, delegation, communication, networking, self-assessment and reflection, motivating others and reviewing mission statements for their particular student government.

The Student Activities Office has developed a follow-up process for student group events. This process includes the completion of our Event Evaluation Form and the submittal to our office located at W20-549. This form is being used to help future groups in the planning of events as well as help the Student Activities Office to evaluate their role in the event registration process. We thank you in advance for your cooperation in our attempt to help groups create successful events.