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Reserve an Event Space in Four Easy Steps

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1.  Check if the room is available on your preferred date

The E14/E15 event spaces are in high demand. We recommend booking 9 months in advance.  You may not book over an existing event or over another event's set up or breakdown times.  Double-check the date(s) and time(s) to see if the room(s) is available.

Reserving a room depends upon your MIT affiliation:

  • Media Lab community:  work with your group's admin
  • MIT faculty, staff, and ASA-recognized student groups: use the new web form located at E14 E15 Events. Touchstone access is required.
  • Sloan student groups: contact the staff in the Sloan student life office
  • Non-MIT groups must request use of the space through an internal MIT co-sponsor.  Please do not contact the E14/E15 Event Staff directly to reserve event space.

2.  Pay the reservation fees 

A valid MIT cost object is required to process the internal journal voucher (JV).  Have this number ready when you fill out the on-line reservation form.

3.  Six weeks prior to the event, finalize the details:

  1. Complete an MIT Event Registration if required.
  2. Reserve borrowed furniture (from the E14/E15 inventory), OR
  3. Confirm furniture rental from outside vendor(s).
  4. Confirm all other rental details related to specialty lighting, stage(s),  etc.
  5. Submit work orders through Atlas to  request:

Post copies of the registrations, contracts, and work orders to the To Do section of the E14 and E15 event management software.

Tutorial 
How to create an E14/E15 events-related work order.

Questions
Check out the FAQs.

4.  Be aware of your host responsibilities:

Prior to the event, the following information must be posted in the E14 / E15 event management software (Planning Pod):

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.

Trouble keeping track of what’s next?  No problem! 

The E14 / E15 event management software will help you stay organized and on top of the details.

If you're the paper-and-pencil type, here's a handy checklist.

Ready to get started?

Questions? Contact us:

e14e15scheduler@media.mit.edu
20 Ames Street, E15-301
Cambridge, MA 02139

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