Room Rentals and Costs

Event Space Room Cost

The event space room cost is $150.00 per hour per room for the entire reservation. The Lower Atrium and Bartos theater are reserved together for one event space room cost at $150 an hour. The rate covers reserving the room itself, but does not include extra services like: custodial assistance; furniture setup and reset; lighting; staging; or audiovisual equipment because the rooms are self-service (event spaces details). 

It is the event host's responsibility to put in the necessary work orders at least six weeks before the event. If you are working with a limited budget, get your event work order  submitted in Atlas early and ask for an estimate. The MIT Facilities Department will do their best to help you reach your goals.

Event Confirmation and Payment

A valid MIT cost object is required for all reservation requests.  The cost object is required regardless of the entity paying for the room fees, event services.   

Once the reservation date and time details have been confirmed, a deposit invoice will be sent to the event host for the 10% non-refundable deposit of the total room fees  to secure the reservation.

After the deposit has been made a letter of confirmation will be emailed to the event host. 

After the event has ended, a final billing invoice will be sent to the event host within a 3–4-week billing cycle.  In addition to the room fee, the invoice will also reflect fees for custodial, AV, room setup / reset, event management services and any other previously reviewed incidentals. 

Set up and Reset 

The Media Lab has in-house furniture, tables and chairs for use. Reserve in advance: If two events coincide and one books the furniture, the other needs to rent furniture from a vendor.

To set up seating and furniture for your event you need to place an event work order. Unless you are using a different moving service vendor all furniture, including in-house, is set up and returned to storage by Your Move, Inc, a local moving company. Your Move, Inc is hired when your event work order is placed in Atlas and room furnishing plans are received. Your Move, Inc. usually offers prices like these:

Regular hours (Mon-Fri, 7am-3pm): Update Soon
Evenings / weekends / holidays :Cost Additional 

Custodial Services

The charges listed below are estimates for basic custodial services. Please note that charges vary based on your service needs and will be determined after you submit your event work order. If it is a weekend, evening, or holiday a minimum of four hours is required.

Small Event:

For a simple clean-up involving emptying trash, recycling, compost, vacuuming, spot cleaning carpets, and restroom restocking.

  • Time required: 1-2 hours, $45/hr of service, $90 total

Medium event: 

For medium size events the same services as those provided for the small event, but also includes restocking the restroom and periodic cleaning during the event as needed.

  • Time required: 2 - 4 hours, $45/hr of service $180 total

Large event:

Large events will require custodial services during and after an event. The full-time custodian will offer the same services as the small event but on a continuous basis, including vacuuming and mopping the floors, as well as an overnight carpet cleaning. 

  • Time required: 8 - 11 hours, $45/hr of service $495 total

Damages and Fees 

  • Lost or damaged loading dock key:  $150.00 replacement fee
  • Lost or damaged building access card:  $150.00 replacement fee
  • Severe property damage:  $200.00 damage fee plus the cost of repairs will be charged to the event's cost object.  Depending upon the severity of the incident, the event host may lose reservation privileges to the E14 and E15 event spaces.
  • Inadequate final cleaning:  The event host is responsible for overseeing the catering and custodial staff.  If the kitchen and/or event spaces are not properly cleaned, a cleaning fee of $200.00 plus and additional custodial cleaning charge will be added to the event's cost object. 

Return to event space rules and regulations

Cancelation Policy 

There is a 10% non-refundable deposit for events.  If no deposit was taken and the event is cancelled with fewer than eight weeks of notice, there will be a $400.00 cancellation fee charged to the event's cost object.

Note: The E14 / E15 Event Manager reserves the right to cancel any event if the event host does not provide event information and/or details required 6 weeks before the event date.

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