Best Practices

Event Planning

Before getting started planning your event we ask that you consider the following:

Reservations

All reservations must be submitted via the Event Reservation System, please do not submit reservations via email or telephone. Please do not use a room unless you have a reservation. Space is at a premium on campus and we often need place last minute reservations.

Advertising

Do not advertise for your event until you have received a confirmation from the Event Reservation System.

Response Time

Most of our meeting spaces on campus are classrooms first. The Registrars Office holds the space through the first week of the each semester for scheduling purposes. We can not confirm any reservations until the academic course schedule has been finalized. Please bear with us during this time of the year, we will finalize your request as soon as possible.

Noise Etiquette

At the time of your reservation, please let us know if you expect your event to be above normal business meeting noise level. Space is at a premium on campus and events that make a lot of noise can disrupt other meetings or classes. We will help direct you to the best space possible.

Guest speakers

At times, famous or controversial speakers are invited to attend events on campus. If your event has a VIP, please let us know right away. Particular security precautions need to be made in advance when dignitaries or VIP’s arrive on campus.

Space Temperature

HGSE is committed to following the Harvard University Space Temperature Policy found here. We recommend that you advise your attendees that New England weather is unpredictable and that they should dress in layers to ensure they are comfortable. Should you have any questions or comments regarding space temperatures, please do not hesitate to contact us. 

Food & Beverage

When planning your event we require that you adhere to our Catering Policies. There are numerous benefits for using our single source caterer, Rebecca's Cafe & Catering. Rebecca's Cafe & Catering can provide excellent food and service to any group at any budget. For more information, please see the Catering Services section below. 

Alcohol

At no time can we allow meetings and events bring in their own alcohol. Any alcohol served on campus must be coordinate through our single source caterer. 

Please see the full event policy and recommendations.