#  Host an Event at HGSE 

 



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##  Planning an Event 

Forms and information that will help you to get your event up and running.

 

 [  arrow\_forward  Contact Our Events Team ](https://operations.gse.harvard.edu/node/548446/latest#eventteam) 

 



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 [### HGSE Sponsored Events

 ](/services/events/host-an-event/sponsored-events)Learn more about Sponsored Events at HGSE.



 

 

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 [### User Materials (From EMS) 

 ](https://operations.gse.harvard.edu/sites/g/files/omnuum3521/files/gse-operations/files/ems_upgrade_orientation_2019.pdf)Step-by-step process to help you navigate the EMS reservation system.



 

 

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 [### Room Rates and Capacities

 ](/services/events/host-an-event/room-rates)HGSE features a wide range of event spaces with varying capacities to address your event needs.



 

 

 

 

 

 

 

 [  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) 

 

 

 

 

##  Event Policies 

 



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###    Last-Minute Requests  expand\_more  

- We can certainly handle last-minute space requests, and we will do our best to accommodate you as soon as possible.
- In order to help expedite the process with last-minute requests, we ask that you research and confirm room availability via the [Events Reservation System](https://reservations.gse.harvard.edu/) before the request is submitted.

 

 



###    Space Cancellation  expand\_more  

- Out of consideration for others, we ask that you reserve space only when you intend to use it. Retaining space that is not used denies other community members use of the rooms.
- Additionally, it is important that unused spaces remain locked.
- If you have reserved space for an event that has been canceled, please cancel the event immediately in the [Events Reservation System.](https://reservations.gse.harvard.edu/)
- If event spaces are reserved unnecessarily and setup is required, **a cancellation fee** will be incurred.

 

 



###    Space Access  expand\_more  

- Do not use a room unless you have a reservation.
- Access to your reserved space is based on your reservation start time.
- If you need access prior to your event time to set up materials, etc., please reserve the space accordingly.
- If you arrive prior to your reservation start time, you run the risk of the building or room being locked or your setup not being complete.  
      
    *Based on the complexity of your event, there may need to be one and a half to two hours scheduled for Operations staff to set up your event. Therefore, if you see that your desired space appears available immediately following an event, please allow our staff the necessary time to prepare your room.*

 

 



###    Off-Campus Space  expand\_more  

If there is no space available on campus, please reach out to us. Our events team has a dedicated process in place.

 

 



 

 

 

 

##  Attendees & Guest Speakers 

Events hosted on campus may include high-profile speakers or special guests. If your event will include a VIP attendee (e.g., dignitaries, elected officials, public figures, celebrities, or other notable attendees), please notify the Events team as early as possible, as additional security planning and logistical coordination may be required in advance.

Additionally, screening is required for all international entities and individuals participating in any type of educational program that Harvard helps to organize, host, or sponsor either online or in a country outside the U.S. For more information, notify your event coordinator of guests that may meet these criteria.

 

 



 ### Event Access & Guests

Events that include guests without Harvard University ID (HUID) access may require security staffing and could incur additional fees. For more information, please visit our [Security page](/security "Security").



 

 ### Events with Less Than 25 People

If you are planning a meeting for fewer than 25 attendees that does not require Catering or IT support, please reserve your space through the [Room Reservation System](https://reservations.gse.harvard.edu/EmsWebApp/Default.aspx) (EMS).



 

 ### Youth Protection Office (YPO)

Program administrators hosting events involving minors must register their program with Harvard University’s Youth Protection Office prior to the event. For more information regarding required training and the registration process, please visit the [YPO website](https://youthprotection.harvard.edu/register-a-program).