**MIT event organizers, please review this page outlining COVID-19-era guidelines. No in-person events are to be scheduled during the fall 2020 semester and many spaces will be closed or inaccessible. See MIT Now for all current policies.**
The process of registering campus events is handled through Atlas (MIT certificates required). The application opened in July 2014 as part of the new Atlas release and replaced the paper-based system.
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 may complete these steps online from the digital events application (follow this link and click the blue Register New Event button).
Whether you are a host or an event planner, you will find within the application 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?
Although there are no in-person events right now, the registration requirement is adjusting to current circumstances and we ask that DLCs register online events that meet any of the following conditions:
- you are expecting more than 100 participants
- more than 20% of participants are not members of the MIT community
- events are cosponsored with a non-MIT partner
- minors will participate
- money will be exchanged
On the event registration form, simply select “ONLINE_SPACE” from the “Location” pull-down menu in the space confirmation section. Once the campus fully reopens, for hybrid events, you can then select “Add another location”, and then enter a physical, on-campus location in addition to the online entry.
A few things to keep in mind when registering your event online
- How it works—Based on the details you enter about the event, requests for approvals are 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 when MIT funds are used for alcohol or to cover alcohol-related expenses.
- Overall approval for event—Either the Information Center, the Student Organizations, Leadership and Engagement (SOLE), 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 direct the planners to obtain the appropriate licenses and permits from the City of Cambridge or other organizations, as warranted.
- Police approval—MIT Police 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 us. We appreciate hearing about your experiences with the event registration process so we can provide the best information to our community.
Events with more than 100 attendees must be registered.
Serving alcohol at your event? Be sure to complete the event registration form for official approval!
A community social in the Vest Student Street (Stata Center)
Photos: Dominick Reuter