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
