Harvard University Affiliate and External Client FAQ

Non-HLS Harvard University schools, departments, faculty, and student organizations are welcome to request event space on the HLS campus. Affiliate events must be sponsored by a Harvard organization hosting an event for Harvard business purposes that will be paid for with a Harvard bank account or 33-digit billing code. All other organizations that do not fit the criteria for affiliates are considered external clients.

We have a selection of multi-function rooms, reception spaces, and classrooms to offer depending on scheduling availability. Visit our Photo Gallery & Room Rates page for an overview of our spaces and room rates.

September – May

In order to accommodate HLS groups and activities during the school year, we typically are not able to offer space to non-HLS groups further than 30 days ahead of the desired event date.

June-August

We can look at availability for these dates starting in the fall. For example, we will begin reviewing requests for summer 2021 in fall 2020.

Visit our Photo Gallery & Room Rates page for an overview of our room rates. All room rates include built-in time and staffing for room setup prior to the event and teardown afterwards.

Room rates do not include services such as AV support, catering, security, or parking. Visit our Service Providers & Partners page for more information about their rates and services.

For more information about other potential  costs not covered by the room rate, review our Harvard University Affiliate Policies & Guidelines on additional costs or our External Client Policies & Guidelines on additional costs.

Room Request Form

Submit the room request form to start the event request process. Once the form is submitted, we will review your request as soon as possible and reach out once we are able to offer more information about space availability.

Signed Facilities Use Agreement and Deposit

Once we review your room request and offer available spaces, you will be provided a facility usage agreement with the details of your reservation for review. Return a signed copy of the agreement and a 50% deposit (for external clients only) by the date stated on the agreement email to secure the space.

Insurance & Workers’ Compensation Coverage

All external clients are required to carry general liability insurance and workers’ compensation coverage for paid employees while onsite. In general, we ask for this paperwork to be submitted one month prior to event start date.

Workers’ compensation coverage is not required for independent contractors on-site. Review the Commonwealth of Massachusetts’ guidelines for more information about who qualifies as an independent contractor.

Youth Program Registration

All programs involving minors under the age of 18 who are unaccompanied by a parent or guardian must be registered with the Harvard Youth Protection Office. For more information about this process, please review our Harvard University Affiliate Policies & Guidelines on youth programs or our External Client Policies & Guidelines on youth programs.

Crowd Manager Certificates

Per the Commonwealth of Massachusetts, a crowd manager is required for any event classified as a performance or any event where there will be live or recorded music and dancing. HLS requires designated crowd manager(s) to complete an online training and provide proof of certification.

For more information, please review our Harvard University Affiliate Policies & Guidelines on crowd managers or our External Client Policies & Guidelines on crowd managers

City of Cambridge License

While rare, licenses may be required for certain event activities. For more information, please review our Harvard University Affiliate Policies & Guidelines on event licenses or our External Client Policies & Guidelines on event licenses.

All photography and recording on campus must be approved in advance by the HLS Office of Communications. Request recording permission from the HLS Office of Communications online.

Yes! Contact your OES event coordinator to schedule a walk-through time to view the space and confirm event details.

Most parking around HLS is managed by Harvard University Transportation and Parking. Event parking should be arranged in advance. For other parking logistics, consult with your event coordinator.

The Office of Event Scheduling and Support does not provide printing.

Limited storage is available on campus. Storage must be arranged with your event coordinator in advance and additional costs may apply.

Yes! Reach out to your event coordinator to arrange access

All of our event spaces allow food and beverages, but they must be provided by our on-site caterers, Harvard University Dining Services.

Visit the HLS Library website for more information about library access.