Events
Get Started Planning Your Event
Planning an event can be intimidating. The HGSE Event Operations Department is your one-stop-shop for everything you need to make your next event a success. During normal business hours, our events team is on call for anything you need related to your event.
What You Need to Know
Please note: any event or meeting requiring Catering and/or IT services must be submitted through the Event Request Form, regardless of attendance size.
The Planning Process
HGSE is proud to host a wide range of events, including conferences, forums, receptions, large meetings, and more. Our team is here to help make your event successful by providing the services and support needed to bring your program to life.
Once a Request is Received
A member of our team will be assigned as your event coordinator and will work with you throughout the planning process.
After Your Reservation is Confirmed
Your coordinator will send you a formal confirmation.
*Spaces may only be used on your designated date once a confirmation has been received.
Once Your Reservation is Finalized
Your event coordinator will connect you with additional campus partners, including Catering and IT Services, as needed for your event.
To begin the planning process, all events must be submitted through the HGSE Event Request Form (Qualtrics).
Most of our meeting spaces on campus are classrooms first and the Registrar's Office holds the space through the first week of each semester for scheduling purposes.
We cannot confirm any reservations until the academic course schedule has been finalized. We appreciate your patience with us during this time of the year; we will finalize your request as soon as possible.
Our Services Include
In addition to space reservations, the Event Operations Team offer services including, furniture setups, event floor plans, staffing support, event security, event signage, catering services, registration, off-site space sourcing, and hotel blocks.
Signage
We want to present our campus as best as possible at all times. To do so, we ask that you follow the guidelines below.
- Please do not post signs on walls, windows, furniture, or doors. We are able to provide you with a limited amount of sign stanchions for your event.
- Please let us know your signage needs in advance, and we will work with you to coordinate the stanchions.
- Signs should be printed on landscaped 8.5x11 paper.
- Handwritten signs are not permitted.
Advertising
As a rule of thumb, do not advertise for your event publicly until you have received an event space reservation confirmation from the Events Reservation System. Although the space may look available in the Events Reservation System, there may be another pending request for that same space.
- Any events that are open to the public can be posted on the HGSE Events website. To submit your event for posting, please enter it into the Events Submission Form.
- If you would like to advertise your event on the digital signage found on the first floor of Gutman, please reach out to our team for instructions.
Members of the Operations Department are available to arrange event spaces according to your specifications prior to your event. Setup requests need to be provided to Operations seven business days prior to your event. If no setup is provided, Operations will set the space based on what is known regarding your event.
- We are happy to provide customized diagrams on request.
- Your set-up requests can be submitted as part of your event request in the Events Reservation System (EMS).
- Modifications made on the day of your event are not guaranteed.
- Special classroom setups cannot be guaranteed during the semester. If classes wish to move furniture during their classes, they may.
- All rooms need to be returned to the setup that has been established for the space.
Classroom Diagrams
Standard classroom diagrams can be found in EMS. Keep in mind that our campus is space-constrained, so furniture cannot be removed from each room, though in some cases, it can be reconfigured. Please reach out to our team to discuss options.
Event Space Diagrams
Event spaces are more flexible in terms of setup. If you would like a customized diagram for your event, please contact the events office directly. We're happy to make plans to order.
For those who are not part of the HGSE community and are looking to book an event on campus, please submit this form
HGSE is committed to achieving the Harvard Greenhouse Gas Reduction Goal. Following the recommended Harvard University Temperature Guidelines across campus is one of many contributors to this goal.
- Through November – April, event space will be set to 68 – 72 degrees.
- Through May – October, event space will be set to 72 – 76 degrees.
- 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 before, after or throughout an event, please do not hesitate to contact us. The Event Operations team will research any temperature concerns and respond accordingly.