# 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 [### Host an Event at HGSE ](/services/events/host-an-event)Important information that must be considered when planning an event. [### Best Practices ](/services/events/best-practices)To help ensure you have a successful event experience at HGSE. [### Catering ](/services/events/catering)HGSE provides single-sources catering with Rebecca's Café for campus events. *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](https://harvard.az1.qualtrics.com/jfe/form/SV_a8DqwELxstZibgq) (Qualtrics). [ Event Request Form (Qualtrics) arrow\_circle\_right ](https://harvard.az1.qualtrics.com/jfe/form/SV_a8DqwELxstZibgq) [ Room Reservation System (EMS) arrow\_circle\_right ](https://reservations.gse.harvard.edu/EmsWebApp/Default.aspx) 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. Open all sections Close all sections ### Event Signage and Advertising expand\_more ### 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](http://www.gse.harvard.edu/calendar/). To submit your event for posting, please enter it into the [Events Submission Form.](https://harvard.az1.qualtrics.com/jfe/form/SV_0U1YtgIpcJ7qGLb) - 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. ### Furniture Setup and Room Layout expand\_more 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](https://reservations.gse.harvard.edu/) (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**](https://harvardgse.formtitan.com/ftproject/ft2476b670e98e4d29bd38a20059940a0e) ### Space Temperature expand\_more HGSE is committed to achieving the [Harvard Greenhouse Gas Reduction Goal](http://www.green.harvard.edu/greenhousegas). Following the recommended [Harvard University Temperature Guidelines](http://green.harvard.edu/topics/energy-emissions/temperature-policy) 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](https://operations.gse.harvard.edu/gse-operations/about/our-teams) will research any temperature concerns and respond accordingly. ## Our Events Team [ draftsDirector of Events: Lisa Dziokonski](mailto:lisa_dziokonski@gse.harvard.edu) [ draftsAssociate Director of Events: Kenneth Mayers](mailto:kenneth_mayers@gse.harvard.edu) Room Reservations Coordination & Logistics Finance Askwith ## Room Reservations [### Sarah Coit Timmins ](/people/sarah-coit-timmins) [sarah\_timmins@gse.harvard.edu](mailto:sarah_timmins@gse.harvard.edu)Space and Scheduling Administrator [### John Nomes ](/people/john-nomes) [john\_nomes@gse.harvard.edu](mailto:john_nomes@gse.harvard.edu)Room & Billing Coordinator ## Coordination & Logistics [### Thomas DiSalvo ](/people/thomas-disalvo) [thomas\_disalvo@gse.harvard.edu](mailto:thomas_disalvo@gse.harvard.edu)Event Planning Coordinator [### Eva Jansen-Morales ](/people/eva-jansen-morales) [eva\_jansenmorales@gse.harvard.edu](mailto:eva_jansenmorales@gse.harvard.edu)Event Planning Coordinator ## Finance [### John Nomes ](/people/john-nomes) [john\_nomes@gse.harvard.edu](mailto:john_nomes@gse.harvard.edu)Room & Billing Coordinator ## Askwith [### Jodie Smith-Bennett ](/people/jodie-smith-bennett) [jodie\_smith-bennett@gse.harvard.edu](mailto:jodie_smith-bennett@gse.harvard.edu)Associate Director, School Wide Events