Student Orgs and Journals Events Checklist

Office of Community Engagement, Equity, and Belonging (CEEB)
Wasserstein Hall (WCC), Room 3039
1585 Massachusetts Avenue
Cambridge, MA 02138

617-496-2573

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Small Event Checklist

(Membership Meeting, Guest Lecture, Workshop)

  • Pick a date – give yourself 2-4 weeks of planning time
  • Notify OPIA or OCS if you are planning a career related event and you would like to invite employers to speak
  • Notify Allison Patenaude if you would like to extend an invitation to a high profile, controversial, or political speaker for approval before reaching out.
  • Check the HLS Events Calendar when scheduling a date/time to avoid any large HLS-wide events or events that cover similar topics. Student Organizations should also check the Student Orgs Google Calendar .
  • Book space on the EMS WebApp (see page on Reserving Space for instructions). For student organizations, this should fall to the event coordinator
  • Arrange catering if desired (see Catering page for instructions)
  • Make sure your event is accessible to all students.
  • Advertise your event (see Advertising page for on campus options)
  • Keep track of your spending and budget
  • Email Allison Patenaude  with any questions.

Large Event Checklist

(Symposium/Conference)

  • Make sure you have funding in place before you make any arrangements (see Fundraising page on how to raise additional funds)
  • Pick a date – give yourself 2-3 months of planning time
  • Notify OPIA or OCS if you are planning a career related event and you would like to invite employers to speak
  • Notify Allison Patenaude if you would like to extend an invitation to a high profile, controversial, or political speaker for approval before reaching out
  • Check the HLS Events Calendar and the Student Orgs Google Calendar when scheduling a date/time to avoid any large HLS-wide events or events that cover similar topics
  • Book space on the EMS WebApp (see page on Reserving Space for instructions). If you are a student organization, this should fall to your Event Coordinator.
  • Invite a speaker (see Speaker Outreach page for additional guidelines)
  • Arrange catering (see Catering page for instructions)
  • Make sure your event is accessible to all students.
  • Advertise your event (see Advertising page for on campus options)
  • Keep track of your spending and budget
  • Email Allison Patenaude with any questions