HLS Event Scheduling Update
Please note that, due to COVID-19, HLS is not holding any events on campus at the moment and that our EMS room reservation system is not accepting any new reservations at this time. The duration of this hold is uncertain but this message will be updated as the situation changes. Please review our guidance for virtual events here.
How do I book a space at HLS?
I can’t log in to the EMS WebApp—who do I contact?
HLS community members should contact Information Technology Services at 617-495-0722 for assistance.
Non-HLS individuals do not have access to book space through the EMS WebApp. Learn more about requesting space through our room request form.
Can I view all the available rooms on a certain date?
Yes! Use the Browse-Locations feature in the left-hand navigation menu of the EMS WebApp to view the schedule for a specific date.
How do I find out more information about a specific room setup or what in-room resources are available?
Use the Browse-Locations feature in the left-hand navigation menu of the EMS WebApp and then select the specific room you are interested in.
On the following pop-up screen, you can view the room details, features, images and availability of that specific room on the tabs.
I can see an available room in the EMS WebApp—why can’t I book it?
How far in advance can I book space for a HLS event?
This depends on the event date and the room setup type you are interested in. Due to the academic schedule, new spaces become available to book at regular intervals throughout the year.
How do I book the HLS Pub?
How far in advance do I need to order services (audiovisual, catering, room setup, etc) for my event?
Ideally, you should book all services as soon as possible – it is even more important submit services early for larger or complex events. This gives service providers ample time to prepare and help facilitate your event. You have the ability to add any services needed as you create a new booking request in the EMS WebApp or you can add services up to 72 business hours in advance. Depending on staffing and complexity of needs, services might not be available if requested late.
How do I request services for academic courses or non-event space?
I’m co-sponsoring an event with a non-HLS organization—what are my responsibilities?
As the HLS sponsor, you are the main point of contact and are responsible for all details associated with the event, including but not limited to the following:
- Book the space in EMS WebApp
- Pay for all costs associated with the event
- Request services and any other logistics pertaining to event (audiovisual, catering, setup, police detail) – service providers will only coordinate with the HLS contact on event details
- Ensure Harvard policies and procedures are followed if minors are present, which may include registering the event with the Youth Protection Office
- Confirm all Harvard trademarks and Use of Name policies and procedures are followed
- Be present and onsite for the duration of the event, as well as ensure all egress and safety protocols are followed
My event is “Under Review”—what does this mean?
The “Under Review” status indicates that the reservation still needs services or other logistical details to be finalized before the event can be confirmed. While events are in the “Under Review” status, the space(s) cannot be reserved by anyone else.
How do I request publicity for an event?
You can add publicity details for your event, and select the audience that can see the information, through the EMS WebApp.
If your event is taking place offsite, in a non-event HLS space (such as an office) or is a large conference or event that utilizes numerous rooms, you can submit your publicity information directly to the Communications Office.
Who is my OES Event Coordinator and how can they help?
Every event booked in the EMS WebApp is assigned a specific OES event coordinator within the Office of Event Scheduling and Support to help with long term event planning and logistics. While all OES staff are available to answer general questions, your assigned coordinator will process any setup requests submitted for your event and will create room diagrams for complex setups.
Your assigned OES event coordinator will be listed on every space confirmation email from our office.
How can I make my event more sustainable?
Harvard Law School is dedicated to building a healthier, more sustainable campus, and we encourage event planners to consider the environment when planning events. Learn more about sustainability at HLS.
If you would like to request additional compost or recycling bins for an event, you may do so by adding setup services to your event in the EMS WebApp. You can also visit the Office for Sustainability’s Sustainable Meeting and Event Guide.