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 EMS web form located at E14/ E15 Event Space Calendar. 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. A reservation deposit may be required.
3. 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.
How to create an E14/E15 events-related work order.
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):
- 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.
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:
20 Ames Street, E15-301
Cambridge, MA 02139