Events

The MIT Sloan Student Life Office and student organizations plan a variety of events over the course of the year, both together and separately. Departmental events are those which are hosted or co-hosted by a staff member or department. If alcohol is served, the department may pay for it in accordance with “MIT’s Restrictions on the Use of Institute Funds”. The department is also responsible for staffing these events and ensuring that all Institute alcohol and event management policies are followed. Students and student groups may register and host events as well, but no student funds may be used toward purchasing alcohol (either directly or indirectly). Registration and alcohol policies differ according to venue (on- or off-campus), the presence of alcohol, and how that alcohol is served. Proper registration of events and adherence to alcohol policies is absolutely required, and students should work closely with Sloan Student Life staff when planning events.

Registering Student Events

Events of certain size or detail must be reported to MIT at least three weeks in advance through a process called “Event Registration.” Event Registration is completed through an online form on Atlas, but students are encouraged to meet with Student Life Office staff who can help students understand the process so that registering an event is as easy as possible. Check with Student Life for more information about which events need to be registered. Every registered event must have its host present during the entire event. Because registration requirements vary according to event, see the Event Registration information page on MySloan.

MIT Event Registration Policies and Procedures

How do you know whether an event must be registered? Registration is required when any of the following conditions are met:

  • Host is expecting more than 100 attendees at the event
  • More than 20% of attendees are not members of the MIT community
  • Events are co-sponsored with a non-MIT partner
  • Alcohol will be served
  • Minors will be in attendance

If you are unsure if you’re event needs to be registered, please contact an MIT Sloan Student Life staff member.

City Licenses

Entertainment and Liquor Licenses

Your event may require the purchase of a Liquor License for alcohol and/or an Entertainment License. Through the event registration process, the MIT Sloan Student Life Office will assist your group in determining if you need any licenses. Licenses must be posted at the event. You can find more information on how to obtain entertainment and liquor licenses at this MIT website.

Raffles and Game Nights

Any group wishing to hold a raffle in the City of Cambridge must obtain a One Day Raffle License ($10 per day) from the City of Cambridge, Licensing Commission. The license is required for the day of the drawing, however, it is suggested that the license be purchased before raffle tickets go on sale and that a copy of the license be available wherever the tickets are sold. Please note that events where tickets are given away rather than sold does not constitute a raffle and does not require a raffle permit.

The City of Cambridge does NOT allow Las Vegas and/or Casino nights or similar games of chance unless:

  1. the Organization meets the Criteria set by the State Attorney General, AND
  2. the event is approved by the License Commission after a public hearing, AND
  3. the event is approved by the City of Cambridge Police Commissioner.

It takes approximately one month from date of application until the required hearing date.

Gambling is prohibited by Massachusetts State Law. Visit this MIT website to learn more.

Peddler's License

If a group is selling items at an event, the Event Host must apply for a Peddler's License. This license will cover all food sales at the event. (This does not apply to promotional booths and tables.)

Carnival License

If you are interested in holding a carnival with or without rides and the event is being held on MIT property, you should contact the Executive Officer of the License Commission in writing one month in advance of your proposed event date with all the details of the proposed event. If the proposed event is not being held on MIT property, you must apply to the City of Cambridge Department of Public Works Operations Manager at 349-4800 for a meeting in front of the City Special Events Committee. A full listing of the carnival procedure can be found in W20-500. Check here for more information regarding MIT's carnival procedures and the new amusement policy.