Event Planning Guide
Turn your innovative event ideas into reality by following the five steps for student organization event planning included below.
Turn your innovative event ideas into reality by following the five steps for student organization event planning included below.
Make sure you have selected a great event date.
Secure the perfect venue.
Arrange every detail for a smooth event.
Register your event (if required), to share your plans with campus partners.
Spread the word about your event.
The first step in planning your event is to select an event date mindfully, making sure the date allows you to provide required notice to relevant campus partners and does not conflict with any religious observances or take place during high stress academic periods.
It is important that student organization officers provide the required amount of notice for their event category to relevant campus partners via a space reservation system and the Atlas Event Registration System (if applicable) so relevant Institute staff members can provide the necessary guidance, resources, and support for the event to be successful.
If your event coincides with a significant religious observance, consider offering alternative dates or options for those who may be affected. If you have questions about holidays, you can consult with the Office of Religious, Spiritual, and Ethical Life (ORSEL) by contacting askachaplain@mit.edu.
Events should not take place during any peak academic periods, such as midterms or finals, unless the event is intended to help students destress or practice wellness during those high stress times in the academic year. Review the academic calendar and avoid scheduling during important academic deadlines or exam periods.
There are four categories of student organization events: Quick Response, Category 1, Category 2, and Category 3. Each category has unique criteria and requirements. The requirements for each category correspond with the degree of advising and support that Institute staff need to provide to student organization leaders during the event planning process.
Event Criteria
| A Quick Response Event involves rapid planning and action to address a pressing need or opportunity. These events require swift decision-making and collaboration to respond effectively. |
| MIT recognizes that certain campus common spaces, such as the Student Center Plaza outside of W20, the Kresge Oval, and the Stata Amphitheater, are used to stage expressive events. While we encourage the use of common spaces for these purposes, it is critical that these gatherings are conducted safely. MIT requires that they be registered in Atlas and that the sponsoring groups meet with SOLE at least three days in advance of the gathering. This will enable the Institute to work with the sponsoring group to evaluate likely attendance numbers, plan for proper staffing, and take other necessary precautions to facilitate a safe event. |
Examples of Quick Response Events
| Protests or Demonstrations |
| Exhibits and Displays |
| Vigils |
Event Criteria
| A Category 1 Event involves minimal advising and support from Institute staff members. These events can be independently planned and executed by student organization officers and therefore are not required to be registered via the Atlas Event Registration System. |
Examples of Category 1 Events
| Meetings and small events including only members of your student organization |
| Events with fewer than 100 attendees, where none of the Quick Response, Category II, or Category III event criteria apply |
| Promotional tables |
Event Criteria
| A Category 2 Event involves a moderate level of advising and support from Institute staff members. These events require some coordination and collaboration between student organization officers and staff members from multiple Institute departments. These events are required to be registered via the Atlas Event Registration System in order to provide sufficient notice and planning time for all involved. |
Examples of Category 2 Events
| Events where attendance will exceed 100 people, or the event will be held in any combination of campus spaces with a capacity of 100 or more |
| Events where more than 20% of the audience or participants are expected to be visitors [“Visitors” is defined as those who are individually invited to come in person to the MIT campus and who are not currently enrolled as MIT students or hold current MIT appointments (whether staff, faculty, or visiting professors, researchers, scholars, or others). If a student organization intends to invite visitors to the MIT campus, the organization’s officers must first review the MIT Campus Visitor Guidelines.] |
| Events taking place in a residence hall |
| Events with adMITONE or Engage ticketing |
| Events where money will be collected during the course of the event |
| Events that require special services (e.g., MIT AV, MIT Police, catering, custodial) |
| Events with zero-dollar contracts or agreements |
| Events involving domestic travel without travel logistics support from the SOLE Office (e.g., vehicle rentals or bus, train, or plane ticket purchasing) |
| Events with an activity safety proposal |
| Events with exhibits and/or displays |
Event Criteria
| A Category 3 Event involves an advanced level of advising and support from Institute staff members. These events require significant coordination and collaboration between student organization officers and staff members from multiple Institute departments. These events are required to be registered via the Atlas Event Registration System in order to provide sufficient notice and planning time for all involved. |
Examples of Category 3 Events
| Events where alcohol will be served |
| Events with metal detectors |
| Events with film screenings |
| Events involving sponsorships |
| Events with contracts or agreements |
| Events involving domestic travel with travel logistics support from the SOLE Office (e.g., vehicle rentals or bus, train, or plane ticket purchasing) |
| Events with licenses required by the City of Cambridge |
| Events involving international travel |
| Events that involve working with unaccompanied non-MIT student minors (less than 18 years old) |
| Events with a VIP in attendance |
| Recurring conferences, case competitions, or hackathons |
| Multi-location events with activities that require liability waivers |
| Career fairs |
| First time conferences, case competitions, or hackathons |
The second step in planning your event is to book an event space. Familiarize yourself with the requirements, timelines, and processes for each event space.
Space Reservation Signatories can reserve spaces like classrooms, auditoriums, or athletic facilities on behalf of their student organization.
Event Hosts serve as the primary event planners, managers, and points of contact for events hosted by their student organization. Event Hosts are responsible for notifying the SOLE Office about events and registering events on behalf of their student organization.
Starting on March 3, 2025 (Spring 2025 Recognition) and March 10, 2025 (Spring 2025 Re-Registration), students must complete the following steps in order to become a Space Reservation Signatory on behalf of their student organization.
You must be listed as an officer on the student organization's Engage group page roster.
You must successfully pass the Student Organization Space Reserver Quiz with a score of 100% during the initial registration or during annual re-registration process. To retain their tag beyond one academic year, Space Reservation Signatories must retake and pass the Student Organization Space Reserver Quiz during each annual re-registration process.
You must be assigned a Space Reservation Signatory tag on the organization’s Engage group page roster by a SOLE Office staff member after your quiz has been reviewed and approved.
Included below is a list of departments at MIT who routinely work with student organizations to reserve spaces in their facilities.
| Space Manager | Information | Reservation System |
|---|---|---|
| Campus Activities Complex (CAC) | Learn More | Reserve Space |
| Department of Athletics, Physical Education, and Recreation (DAPER) | Learn More | Reserve Space |
| MIT Registrar’s Office | Learn More | Reserve Space |
| InnovationHQ (iHQ) | Learn More | Reserve Space |
| Institute Events | Learn More | Reserve Space |
| Media Lab | Learn More | Reserve Space |
| MIT Open Space Programming | Learn More | |
| SPXCE | Learn More | Reserve Space |
All student organization events must comply with the following general event policies.
Events cannot be marketed until SOLE Office and Atlas Event Registration approvals are finalized.
As a general policy, events are required to start after 7:00am and end before 1:00am. However, the policies of each event space, including operating hours, take precedent over this policy, if applicable (ex: an event may not start at 7:00am if the operating hours of the event space do not begin until 8:00am, unless otherwise negotiated with the space manager).
Student organizations are restricted from holding events once Orientation begins until the ASA Activities Midway (throughout the week of Orientation).
Student organizations cannot use their privileges to secure spaces or services for non-university or commercial entities. If the student group is not primarily managing the event, it is considered "fronting."
Successful event planning requires a clear vision, careful organization, and attention to detail. Key logistics include managing budgets, following policies and regulations, and maintaining open communication with stakeholders. It's also important to consider the diverse needs of our MIT community to create a welcoming environment.
Event registration notifies Institute partners about your event and ensures coordination of services such as equipment rentals, security, licenses, and logistics. By listing your event in the Atlas Event Registration System, you provide essential details and gain access to support from campus partners, helping to ensure a successful event.
Make sure to list it in the Atlas Event Registration System at least 10 business days prior to your event date!
The last step is to spread the word about your event. Organizations must have a confirmed space reservation before advertising any event with a specific date or location.
Student Organization Advertising Policies
| As a member of a student organization, it is your duty to ensure that you represent the collective voice of your group with integrity and respect. Before you speak on behalf of your organization, it is essential that you actively seek and secure buy-in from all members. This process not only strengthens the decisions you make but also ensures that every voice is heard, and that your words and actions truly reflect the consensus of the group. Speaking on behalf of your organization should always be the result of a deliberate and inclusive process, where the input of every member is valued and considered. It is also your responsibility to ensure that your organization’s advertising materials and methods are in compliance with Institute advertising policies. |
| MIT has guidelines on how our community can use the MIT logo, including specific guidance for student organizations. In particular, the MIT logo can’t be altered or combined with other graphics or text, nor can it be used as your student organization’s social media icon. |
| Contact mit-brand@mit.edu (1) if you have questions about whether your student organization’s logo needs to be modified and/or (2) to submit proposed updates for review and approval. |
| Contact student-merch@mit.edu for questions on how to order merchandise for your student organization. This includes new or reordered items that will use the MIT logo, MIT seal, Tim the Beaver, or MIT acronym. |
| MIT Statement on Freedom of Expression and Academic Freedom |
| Institute Bulletin Boards, Postering, and Display Spaces Policy |
| ASA Public Advertising Space Policy |
| Student Organization Advertising Opportunities | Information |
|---|---|
| List your event on Engage | Learn More |
| Poster on ASA Bulletin Boards | Learn More |
| Reserve an Infinite Corridor Poster Display | Learn More |
| Reserve a CAC Promotional Table | Learn More |
| Display your event on Infinite Display Digital Signage | Learn More |
| Display your event on DAPER Digital Signage | Learn More |
| Submit your event to the UA Byte | Learn More |
| Submit your event to the GSC Anno | Learn More |
| Purchase an ad in The Tech | Learn More |
| Add your event to the MIT Events Calendar | Learn More |
| Book Tim the Beaver to help promote your event | Learn More |
Associate Director, Student Organizations & Programming
ghsoares@mit.edu
Assistant Director, Student Organizations & Programming
sofia993@mit.edu
E: sole@mit.edu
P: 617-253-6777
Student Organizations, Leadership & Engagement
77 Massachusetts Ave
Cambridge, MA, 02139