The MIT event host is responsible for:
- creating Atlas work orders
- procuring and paying for all required external event services
- relaying all details from any non-MIT hosts involved with the event
- building security
- building card access
- loading dock keys
Official Event Space Rules and Regulations
Six weeks prior to the event, finalize the details:
- Complete an MIT Event Registration if required.
- Reserve borrowed furniture (from the E14/E15 inventory), OR
- Confirm furniture rental from outside vendor(s).
- Confirm all other rental details related to specialty lighting, stage(s), etc.
- Submit work orders through Atlas to request: custodial services AND furniture set up and removal (tables, chairs, stages, etc.—one work order covers both!) and audio visual services.
- Place details of the registrations, contracts, and work orders to the Additional Information section of the E14/ E15 EMS event space software.
Tutorial
How to create an E14/E15 events-related work order.
Questions
Check out the FAQs.
Prior to the event, the following information must be submitted to the e14e15scheduler@media.mit.edu:
- Full event agenda with work orders and vendor arrival/departure times .
- Vendor load in / load out schedule, including time at the loading dock.
- Schedule a meeting to review final details and pick up keys. Understand your responsibilities before, during and after the event.
- Follow the event sustainability guidelines.
- Notify caterers of their responsibilities.
Day of the Event
- Oversee the entire event including vendor deliveries and pickups.
- Act as the central point person for the E14/E15 scheduling staff.
- Pick up and return access cards and keys promptly.
- Close loading dock when not in use.
- Responsibly lock up the space in the evening.