FAQ: Event planning

Help! I’m supposed to plan a [X]...what should I do first?

In event planning, we begin with the interrelated process of determining a date and a venue. Analyze the factors, considering the availability of key players, the space requirements, and the space availability. For example, one might begin planning a lecture by obtaining a few dates that could work for the speaker and the host before comparing them to the dates that an appropriate lecture hall is open. Remember to consider class schedules and holidays when determining your date and time.

Where can I find a comprehensive event planning checklist?

We provide an event planning checklist for your reference.

How do I know whether a vendor proposal represents good value and aligns with MIT best practices?

Contact the MIT professionals who will be glad to review the proposal or point you in the right direction.

• Communications Initiatives (for graphic design, photography, etc)
• Christine Daniloff in MIT News (for photography, especially event coverage)
• Institute Events (for catering and event design)
• Procurement (for hotel and other contracts)

I could use advice on an appropriate menu and the timing for a high-profile event. Is help available?

Of course...please contact Institute Events. We will be happy to offer recommendations.

Should I webcast my in-person event?

Whether to webcast is a judgment call. Give some thought to whether offering that service will have a negative impact on attendance. Many times, an event’s quality is connected to the onsite engagement of participants—and you would not want a speaker addressing an empty room. If you’d like to offer a wider audience access to the program, you can always make the video available online afterward. Contact MIT Video Productions for assistance with recording.

Webcasting can be appropriate when you anticipate a level of interest far greater than capacity to accommodate an audience. Contact the Office of Digital Learning for on-campus webcast services.

You may also consider a hybrid onsite/online event via Chatcast, another service of MIT Video Productions.

How can I make my event fully accessible?

Planning an event demonstrates MIT’s capacity for inclusion. Certain practices help bring varied perspectives to the planning and decision-making process and ensure that events are easily accessible to all.

Event organizers should make reasonable efforts to provide access so that community members and guests can successfully participate in any event, meeting, or activity at MIT. Please anticipate the cost of providing these services in your event budget just as you would catering, AV, or other event needs. Many accommodation costs can be covered by the MIT Disabilities and Medical Leaves Office (for staff) and Disability and Access Services (students).

For many events, you may be able to ascertain guests’ needs in advance by asking them via registration what accommodations will allow them to fully participate in the program. Examples of requests include American Sign Language (ASL) interpretation, inclusive restrooms, or a streamtext feed of remarks that can be viewed on mobile devices.

MIT Human Resources provides helpful information on its Accessibility for Staff Events page, including a form through which event planners can request assistive services for upcoming events. If you anticipate needing these services, plan ahead—requests should be submitted a minimum of three weeks in advance, as area providers are in high demand.

You may also share with your attendees the campus map highlighting accessible routes and entrances for people with mobility-related access needs. When staffing your event, consider having someone available to greet guests at these entrances or escort them along tricky routes (arrival at 77 Massachusetts Ave., for example).

For additional information, please see our Accessibility page

Is there a list of vendors for event planning?

Yes! Please see our developing compilation of vendors and resources that are recommended by MIT community members. If you have a provider to contribute to the list, please contact us—we continue to grow this list with colleagues’ input.

My group would like to have a food truck visit for our event. How to we make those arrangements?

MIT Campus Dining will be able to assist you with the rules and regulations regarding food trucks on campus. Please contact Mark Hayes.

We are considering inviting visitors to campus for our event. Does MIT have guidelines or rules that we should review before extending invitations?

Yes. 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.

We are expecting visitors from / will be working remotely or on campus with a team from another culture. How can we prepare ourselves to welcome our guests to or interact with MIT?

For immediate access to this kind of direction, please consult GlobeSmart, the MIT-licensed resource providing detailed information on how to work effectively across cultures.