Event Management

Financial administration
    • Assist to develop conference budget
    • Establish a conference account for receivables and expenses
    • Provide financial reporting

Event space
    • Research and reserve meeting rooms
    • Ensure proper room set-ups
    • Order rental furniture
    • Coordinate poster sessions and exhibit areas
    • Coordinate room decoration within parameters established by the MIT Environment, Health, and Safety Office

Catering services
    • Coordinate breakfasts, coffee services, luncheons, receptions, theme dinners, and banquets either on campus or off-premise
    • Develop menus to meet budget

On-campus accommodations (mid-June to early August)
    • Coordinate sleeping rooms
    • Serve as booking agent and informational contact for groups or individual guests throughout their stay

Hotel accommodations
    • Negotiate and execute contracts

Media services
    • Coordinate a full range of media services including general audio visual, video recording, webcasting, remote/hybrid conferencing

Security and safety
    • Coordinate with Campus Police to determine security needs for exchange of money, service of alcohol, protection of equipment/exhibits, protection of high-profile participants, and general crowd control
    • Address safety issues and ensure that all logistics are performed according to established safety guidelines

Transportation services
    • Arrange ground transportation from local hotels to the conference site or to local venues and attractions

Special events
    • Identify and reserve on- or off-premise function venues that suit event needs and budget
    • Coordinate tours to areas of local interest

A management fee is assessed based on the extent of the services provided.