Beginning at the start of spring term, new deadlines for registering events on campus will go into effect. The updated policy applies to the following kinds of events:
- All events where alcohol will be served on campus.
- All nonacademic/educational events where the attendance will exceed 100 people.
- All events sponsored by student organizations recognized by the Association of Student Activities (ASA) which require that they access their Undergraduate Association or Student Activity account(s).
- All events sponsored by ASA-recognized organizations where money will be collected during the course of the event.
- All residence hall events with more than 25 people.
- Other events when required by appropriate campus departments.
The changes are intended to allow more time for Campus Police and other offices to plan staffing and space allocation, explained Neal Dorow, assistant dean for residence and campus activities in the Office of Undergraduate Education and Student Affairs. (A police detail is required at most larger events where money is collected at the door, alcohol is served or where there is entertainment.) The new policy is unrelated to the temporary moratorium on large campus events that resulted from a shooting incident outside Morss Hall last fall. That moratorium will be lifted once further policy changes are put in place.
Organizations that are holding events in spaces that must be reserved (Campus Activities Complex rooms, athletic facilities, classrooms, residence hall lounges, etc.) must apply to reserve the space with the appropriate office at least 10 working days before the day of the event. Authorizing signatures and all city licenses must be obtained at least five and three working days beforehand, respectively.
Events where more than 50 percent of the participants are MIT or other college students and all events in residence halls should be registered in the Office of Residence and Campus Activities (Rm W20-549). Events where less than 50 percent of the participants are MIT students and events sponsored by MIT departments are to be registered through MIT Conference Services (Rm 7-111).
A complete description of the new procedures can be obtained at the Office of Residence and Campus Activities in Rm W20-549.