Who qualifies as a Harvard University Affiliate versus an External Client?
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.
What spaces are available for rent at HLS?
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.
When can I book?
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.
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.
What are the costs associated with an event at HLS?
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.
Do you have required service providers (AV, catering)?Yes, all AV support and catering must be ordered through our onsite service providers, HLS ITS and Harvard University Dining Services catering. Visit our Service Providers & Partners page for more information about their rates and services.
Do you have dormitories available to rent?We have limited dormitory space available each summer. The review process for dorm space begins in the fall of the previous year. Email firstname.lastname@example.org for more information.
What is your cancellation policy?For more information about our cancellation policy, review our Harvard University Affiliate Policies & Guidelines on space cancellations or our External Client Policies & Guidelines on space cancellations.
What paperwork is required to secure a space at HLS?
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.
Can I (or my participants) take pictures or videotape on-campus?
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.
Other Event Logistics
Can I arrange a walk-through of the spaces I have rented prior to the event?
Yes! Contact your OES event coordinator to schedule a walk-through time to view the space and confirm event details.
Can I arrange parking for my event?
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.
Can I have materials (booklets, hand-outs, signs, etc.) printed at HLS?
The Office of Event Scheduling and Support does not provide printing.
Can I store materials on-site for the duration of my event?
Limited storage is available on campus. Storage must be arranged with your event coordinator in advance and additional costs may apply.
Is there a nursing room available on-campus?
Yes! Reach out to your event coordinator to arrange access
Are there any limitations on where food or beverages can be on campus?
All of our event spaces allow food and beverages, but they must be provided by our on-site caterers, Harvard University Dining Services.
Can I (or my participants) access the Harvard Law Library?