Welcome to the ASA Student Organization Event Registration
If your event includes any of the following criteria, it must be registered — at least ten business days prior — on Atlas using the event registration link included below:
- More than 100 people are expected to attend, or the event will be held in any combination of classrooms with a capacity of 100 or more.
- Non-MIT community members in attendance (anyone who is not an active MIT student, staff, and faculty)
- Alcohol will be served
- All student organizations must complete an Event Registration and the Alcohol Proposal Form via Atlas for events where alcohol will be served.
- Sponsorships involve financial support in exchange for benefits to the sponsor.
- Student leaders are required to fill out the SOLE Office Sponsorship Packet Approval Form at least 30 business days ahead of the event.
- Non-financial partnerships, relationships, memos, or agreements should also be submitted.
- Unaccompanied minors will be in attendance
- Student leaders are required to fill out the Risk Assessment Form at least 3 months ahead of the event.
- VIPs will be in attendance
- Student leaders are required to reach out to sole-events@mit.edu at least 30 business days ahead of the event.
- Money will be exchanged. Events will be ticketed.
- For online ticket sales, student organizations must use Engage and fill out the Ticket Sales Event Approval Form.
- For Engage, tickets will be posted for sale via the event posting. All approved event postings can be found in the Events List.
- Film Screening License Required.
- DSL EHS Safety Plan Required.
- Complete the Safety Plan Form at least 30 days prior to the event.
- The event involves activities that may pose injury risks or potential damage to property
- Common examples include: animals, drones, amusement devices, laser/light effects, charcoal or propane cooking, or any building/maker activity.
- Food Trucks
- Only food trucks that have been approved by the City of Cambridge are permitted to operate on the MIT campus. Organizers should include the truck’s name when registering. For support in handling food truck requests, please contact foodstuff@mit.edu.
- Contracts, agreements, or payments to external vendors
- Student leaders are required to reach out to sole-events@mit.edu at least 30 business days ahead of the event.
- Additional support (ex: AV, MIT Police, and catering)
Travel:
Please be reminded that all travel outside of 25 miles of Cambridge, MA should be registered via the Domestic Travel Form. This form must be completed and approved by a member of the SOLE office two weeks prior to travel. ASA student organizations do not need to register travel via the event registration form once the Domestic Travel Form has been completed. For all international travel, it is required that student organization leaders meet with a member of the SOLE team at least 8 weeks prior to the date of departure.