Event space FAQs

Any staff or faculty member within the MIT community can reserve the spaces on the eighth floor of Building 45. We are not currently taking bookings for student groups or groups outside of the immediate MIT community.

Reservations can be made up to six months in advance. We are happy to discuss events further in the future (up to 12 months), but those bookings may take longer to confirm and/or be subject to change. We will not accommodate requests with less than two weeks notice.

Events can take place Monday through Friday, between 8:00 am and 9:00 pm. Setup and breakdown times beyond this window must be approved by the Events Manager.

Yes. Food is allowed, but all buffet and self-serve-style catering, including tea and coffee, must be set in the pre-function space or in the corridor outside of the conference rooms.

All caterers are required to do a walk-through with the Events Manager, then sign and return the catering agreement before using the space.

Yes. There is a prep/finishing kitchen on the eighth floor of Building 45. There is some table space available, along with a sink. There is no cooking or refrigeration equipment in the space.

Yes. Any group serving alcohol will need to have proof of TIPs-certified bartenders present. Additionally, liability and insurance documents must be provided by the supplier and/or caterer.

There are vendors we recommend, but we are happy to work with all vendors in the Institute’s approved vendor list. Double check with the Events Manager ahead of confirming vendor services, as some caterers may no longer be able to use the space.

The main event space has four projectors that can be connected to devices via HDMI, along with three microphones (hand-held and lapel). Each of the conference rooms is equipped with digital screens and/or projectors that are Zoom-compatible.

As much as reasonably possible, the space will be equipped with everything you need for basic event setup. This includes, but is not limited to:

  • (345) chairs
  • (34) 60″ round tables
  • (6) 6′ catering tables
  • (8) high top/cocktail tables

Conference rooms are also fully equipped with boardroom style tables and chairs. A full inventory of the furniture is available upon request.

We ask that you are 100% certain before requesting to book your event. Holding multiple dates is not allowed, as it prevents other MIT users from booking the space.

Once you have requested a reservation, the Events Manager will reach out to discuss your event. Once they are confident in your event planning, a memorandum of understanding (MOU) will be issued with the basic details of the event (dates, times, cost). You will have three business days to sign and return the document. Otherwise your event may be canceled and the date(s) will be released.

Once the signed event contract is returned, you will be issued a journal voucher for 100% of the event rental fee to secure the space.

50% of the event rental fee will be returned if the client cancels more than 30 days from the event. Deposits will not be returned if the reservation is canceled within 30 days of the event.

We look at each event on a case-by-case basis to determine what the setup and reset requirements are for your event.

All deliveries must have an exact delivery time, unless otherwise noted by the Events Manager. “Open windows” of delivery are not accepted, and will require additional fees for use of the space.

Use of the terrace is at the discretion of the Events Manager. Additionally, the terrace has a strict 45-person capacity. No furniture of any kind is allowed on the terrace.

Access to the eighth floor is always restricted, and only open when events are taking place. Once we know the timing of your event, the elevators and rooms associated with your reservation will be open. Typically, this access is removed between 30 and 60 minutes after the scheduled end time. All catering, rental equipment, staff, and guests should vacate the building a timely manner to avoid additional charges.

As much as possible, the College offers a hands-on approach to all reservations. For your first reservation, a member of the Events team will aim to be available for the duration of your event (e.g. from load-in to clean-up) to ensure the venue is working as needed.

We will also take care of room setup (with a fee) and custodial services so that you can focus on your guests, speakers, and other event logistics. To do this, we ask that you temporarily give spending authority to our Events Manager so that they can charge those services to the Cost Object provided. All work orders will request an estimate, and a copy will be sent to your event planner, if requested.

The Events Manager will coordinate access to the loading dock once they know the following:

  • What caterer you are using
  • What equipment rentals you are hiring in (if not handed by your caterer)
  • Whether you require an extensive AV setup

All groups using the loading dock will be expected to unload and relocate immediately to free up access. Explicit permission from the Events Manager is required for caterers that request to stay at the loading dock for the duration of their services.