Planning Conferences and Meetings at CSAIL
Questions to ask while planning an event
SPONSORSHIP AND PURPOSEWhat is the purpose of the event and who are the sponsors/co-organizers? AUDIENCE AND EXPECTED ATTENDANCE
How many people are expected to attend? Are they MIT or non-MIT, or a combination? BUDGET
What funds are available, and how are they accessed? How much can be spent? DATES AND TIMES
What are the desired dates of the meeting, and general daily schedule. Will they need Hotels or Parking? WEBSITE/ADVERTISING
Who handles design and content?, Webcasting? Guest wireless internet access? CREATING A TIMELINE
What are the important deadlines for your conference attendees, for your vendors? for logistics support? REGISTRATION
How is registration and fee collection handled? Who is responsible for tracking registrations and creating lists, badges, headcounts for meals, etc. What are the deadlines? CATERING NEEDS
Breakfast, breaks, lunches (box, sit down?) Caterers who provide services on weekends? Access to space on weekends? Clean up services. Any special evening receptions/dinners? Entertainment? OTHER LOGISTICS
On-site staffing needs
Registration materials: badges, agendas, promotional items
Signage
Security
Weekend access to space
Resources
ADVERTISING/COMMUNICATIONSEvent Calendars (MIT, EECS, CSAIL)
MIT Domeview (https://domeview.mit.edu/about.php)
MIT Publishing Services Bureau (http://web.mit.edu/psb/)
MIT CopyTech (http://web.mit.edu/ctc/www/)
MIt Graphic Identity (http://web.mit.edu/graphicidentity/logo/forprint.html)
SPACE AND LOGISTICS
Classrooms are managed by the MIT Schedules Office. The process for requesting a classroom is found at: web.mit.edu/registrar/www/schedules/reservation.html
Reservation requests for the Fall Term (September-January) are confirmed in mid-May. Book a room on student street (or another MIT space) - http://web.mit.edu/registrar/www/schedules/ The Stata Student Street and Stata Balconies are scheduled by MIT Campus Activities Complex (CAC)
CAC
W20-500,
Stratton Student Center
253-3913, fax: 253-8585
e-mail: campus-activities@mit.edu
website: web.mit.edu/campus-activities/www
Stata Manager : Debi Kedian, 3-1607, rkedian@mit.edu
CONFERENCE SERVICES
MIT Conference Services is an organization that can assist with event planning, registration, fee collection, on-site logistics, etc. and can put together a proposal for their services based on your specific needs. For further information, visit their website, web.mit.edu/conferences/, or call them at 3-1700. OTHER SUPPORT SERVICES:A/V, VIDEO PRODUCTIONS, WEBCAST
MIT Audio-Visual: http://web.mit.edu/av/www/
MIT Academic Media Services: http://web.mit.edu/amps/index.html
EVENT REGISTRATION
Register your event if it meets one or more of the following criteria:
1. ALL events, whether on or off campus, where alcohol will be served.
2. ALL on-campus events where money will be collected during the course of the event.
3. For on-campus events in facilities other than residence halls, all non-academic/non-educational events where the attendence will exceed 100 people.
4. For events in residence halls, any event open to non-residents where the attendance will exceed 100 people OR any event closed to non-residents where the attendance will exceed 250 people.
5. ALL events where more than 20% of the audience is (or participants are) expected to be non-MIT community members, including conferences.
6. All events that involve working with a non-MIT organization (as co-sponsor or guests).
7. All events that involve working with minors.
8. All events when required by appropriate campus department or under special circumstances.
E. If your event needs to be registered, the Event Host should obtain an Event Registration Form and follow these steps to register event:
1. Have the space for the event confirmed by the office responsible for scheduling that space (for residence halls, the House Manager must confirm spaces).
2. Complete the Event Details section of the form, describing the general information for the event, including date, time, title, and other important details.
3. If you plan to serve alcohol at the event, you must obtain approval to do so (for student groups, this requires the completition of an Alcohol Proposal Form).
4. Have your event reviewed and approved by the appropriate registration office, Information Center, or Student Activities Office.
5. Have Police at MIT review the event and assign security requirements, if necessary.
6. Obtain liquor, entertainment, and/or other licenses, if required.
7. Return completed forms and copies of licenses to appropriate registration and scheduling offices.
RESERVING HOTEL BLOCK(S) AT SPECIAL RATES FOR ATTENDEES
Local hotels at which MIT has negotiated special rates:
controllers.mit.edu/site/travel/partners/hotels/mit_hotel_directory/cambridge_somerville (MIT certificate needed).
You can reserve blocks through hotel sales office. Best to negotiate a date after which any unused rooms are simply dropped, and there is no financial obligation to MIT. PARKING & TRANSPORTATION
Parking and Transportation Office
Monday - Friday, 8:30am - 4:30pm
Phone: 617-258-6510
Phone (after hours): 617-253-2997
Fax: 617-258-6357
Building: W20-022
Email: mitparking@mit.edu Public parking information:
web.mit.edu/facilities/transportation/parking/visitors/public_parking.html