Plan an event

Plan an event

There are many things to keep in mind when planning events — even small meetings or get-togethers require considering the content-driven needs and comfort of participants. Although all items in these reminder checklists will not apply to each event you organize, it is helpful to review them regularly and to update your arrangements should the scope of your event change. Be sure to register your event if required.

Checklist for onsite events

Basics

Basics

  • Date
  • Title
  • Venue
  • Time
  • Host(s)
  • Primary contact(s)

 

Date considerations

Date considerations

  • Religious holidays/observances/Institute and student holidays
  • Implications for greater Institute/other groups
  • Class locations re: noise
  • Availability of leadership and audiences served

 

Logistics and operations reminders

Logistics and operations reminders

  • Account number(s)
  • Budget
  • Space reservations
  • Event registration required? (via Atlas; MIT certificates needed)
  • Facilities
  • Media
    • Members of press expected?
    • Advise/engage MIT News?
    • AV
    • Photography
    • Video
    • Webcast/stream text
  • Lighting and stage
    • Décor
    • Lectern
    • MIT logo sign or seal
    • Stage set
    • Banners
    • Flags (if government official)
  • Catering
    • Allergies and special needs
    • Ingredient labels for each item
    • Dishes/glasses or compostables (see also sustainability)
    • Linen
    • Décor
    • Layout
  • Security and jurisdiction
    • Have MIT Police advised you that other entities will be engaged (e.g., State Department, Secret Service, MA State Police)?
    • ID/special access/badges for staff needed during event?
       
  • Audience management
    • General admission or ticketed event?
    • Badges
    • Invitation only, rsvp needed?
    • How to process?
    • Reserved seating needed?
    • Onsite staffing
    • Restrooms, including all-gender
  • Accessibility considerations
    • Accommodation request language included in invitation or registration website
    • American Sign Language (ASL) interpretation
    • Video captioning
    • Stream text
    • Assistive listening
    • Any materials available in advance?
    • Amplification
    • Doors and seating, including space for personal attendant or service animal
    • Parking and transportation
    • Campus routes/pathways to event, restrooms, emergency exit
    • Lightweight dishware
    • Low cocktail tables (if reception)

More accessibility information:
HR event accommodations
DSL accessibility

 

Protocol issues

Protocol issues

  • Engagement with other Institute colleagues and DLCIs?
  • Invitation and thank you
  • Greeting, departure, introductions
  • Formal photographs
  • Gift: when presented and by whom?
  • Follow-up needed and by whom?

More information on protocol

 

Communications and publicity

Communications and publicity

  • Invitations
    • Audiences served?
    • Lists coming from/approved by whom?
    • Sending hard copy or electronic invitations?
    • Rsvp or registration needed? How handling?
  • Save the date to leadership and assistants? Others?
  • Run of show to participants and vendors (i.e., timing, script, cues)
  • Promotion
  • Instructions to stage assembly or speakers (near to date)
  • Advise speakers of webcast, obtain permission/releases as needed
  • Reminder/final details (parking, seating, check-in, directions) to attendees
  • Give-away?

 

Onsite needs

Onsite needs

  • Speakers registration/senior officers
    • Backstage/green room
  • Coat check
  • Seating
  • Water for speakers
  • Guest book
  • Staffing
  • Music
  • Photography facilitation
  • Changes in seating re no/shows or additional guests
  • MIT News, media management
  • Signs and directions
  • Photograph/webcast advisory poster
  • Transportation

 

Checklist for online events

Basics

Basics

  • Date
  • Title
  • Event delivery method/platform
  • Time
  • Host(s)
  • Primary contact(s)

 

Date and time considerations

Date and time considerations

  • Religious holidays/observances/Institute and student holidays
  • Implications for greater Institute/other groups
  • Availability of leadership and audiences served
  • Event or broadcast time and duration; viewer/participant time zones

 

Logistics and operations reminders

Logistics and operations reminders

  • Account number(s)
  • Budget
  • Service orders
  • Event registration required? (via Atlas; MIT certificates needed)
  • Technical and production matters
    • Connectivity: speakers, staff, participants
    • Backgrounds: real, virtual, custom?
    • Speaker sound and lighting
    • Speaker wardrobe
    • Webcast: bandwidth and options
    • Post-production: editing, captioning, and posting video
    • Interactivity?
    • Plan B: back-up plans and pre-recording mitigate risk!
  • Media
    • Media interest expected?
    • Advise/engage MIT News?
    • Recording the event? Releases needed? Privacy issues?
  • Audience management
    • General admission or ticketed event?
    • Invitation only; rsvp and log-in needed?
    • How to process?
    • Day-of staffing
  • Accessibility considerations
    • Ensure delivery platform is accessible
    • Accommodation request language included in invitation or registration website
    • American Sign Language (ASL) interpretation
    • Real-time captioning
    • Stream text
    • Any materials available in advance?
    • If recording, plan post-production (video captioning and delivery)

More accessibility information: 
HR event accommodations
DSL accessibility

 

Protocol issues

Protocol issues

  • Engagement with other Institute colleagues and DLCIs?
  • Invitation and thank you
  • Log-in, greeting, introductions
  • Gift: shipping address available?
  • Follow-up needed and by whom?

More information on protocol

 

Communications and publicity

Communications and publicity

  • Invitations
    • Audiences served?
    • Lists coming from/approved by whom?
    • Rsvp or registration needed? How handling?
  • Save the date to leadership and assistants? Others?
  • Promotion
  • Instructions to speakers and staff
  • Advise speakers of event delivery plan, obtain permission/releases as needed
  • Run of show to participants and vendors (i.e., timing, script, cues)
  • Reminder and final details (such as log-in info and recording advisory) to participants
  • Housekeeping instructions (i.e., keep on mute, use "raise hand", how to use chat and Q&A, etc)
  • Give-away?

 

Day-of and staff considerations

Day-of and staffing considerations

  • Log-in, greeting, introductions
  • Roles needed: event host; event emcee; manager(s) for Q&A, chat watch, mute, waiting room, time; break-out rooms; back-of-house management; audience/participant tech support
  • "Back stage" or green room?
  • Event security/gatekeeping

 

Free expression at Institute events, vigils, protests, and demonstrations

Community members and visitors are advised to review the MIT Guidelines for Free Expression at Institute Events, Vigils, Protests, and Demonstrations early in the planning of any gathering. Questions about the guidelines? Please contact the Event Management Team. Thank you.

Guidelines for inviting visitors to campus

MIT hosts are responsible and accountable for their guests. The MIT Campus Visitor Guidelines provide guidelines and resources to assist those who invite visitors to campus. They also explain MIT’s prohibition on invitations to campus of Level 3 sex offenders, including the suggested process by which potential hosts screen visitors.

Event planners group

An MIT Event Planners group, administered by Institute Events, meets periodically to discuss topics relevant to our work and community. The group’s mailing list and Slack workspace also serve as a resources to members—if you would like to join, please sign up via our webform.

MIT Conference Services

...is a one-stop, fee-for-service event management resource available to Institute and outside conference organizers. More

Safety and preparedness

The Environment, Health and Safety Office (EHS) provides a few guidelines regarding events for which formal safety plans are necessary. Please note that safety plans may be required for installations of art or other exhibits, as well as for events. Questions about safety procedures may be directed to EHS at safe-project@mit.edu.

Sustainability

The Office of Sustainability offers certification for events and a checklist of things planners can keep in mind when making arrangements. In addition to recommendations on communications, energy and transit, catering, and materials and waste, downloads are available through the sustainable event certification page. Contact

The UA Committee on Sustainability offers two resources to the community: a PDF of local restaurants who engage in sustainable practices, including catering; and access to special pricing on compostable foodware in small quantities (packs of 50) and large (case of 1000). Please note that administrative units are welcome to use these order forms. Contact the UA team

Did you know?

MIT Communications Initiatives offers counsel on all kinds of communications activities, including project planning, printing, photography, social media, and graphic design. They’ll also help you prepare a Request for Proposals and evaluate the bids. Contact