Frequently Asked Questions

Events Home Page

Is it ever too early or too late to submit a room request?
What if I need a flip chart and/or easel?
Who should I contact if I wish to have my event catered?
I want to place a catering order with Restaurant Associates, but I don't have a room assignment from the Events Office. What should I do?
Who should I contact if I need a microphone, VCR, or other audio visual equipment?
Who should I contact to arrange for tables, chairs and other function furnishings for my event?
I requested a specific room in Pound but was assigned a room in Lewis. Why is that?
I need to schedule a room for an event, but I don't know how many people will attend.
Another group has the room I want. What group has it?
My event will involve a high-profile or controversial speaker and/or topic--should I get security?
I'm going to charge an admission fee for my event. Are there any special requirements
How do I obtain an entertainment or liquor license from the City of Cambridge?

Room Reservation

Is it ever too early or too late to submit a room request?

It's never too early to submit a request, even if the event will take place next semester, or next year. We may not be able to process the request immediately, but all requests for any date are handled in the order they are received.

I requested a specific room in Pound but was assigned a room in Lewis. Why is that?

The Events Office typically receives 30 requests per day, and requests are processed in the order received for that particular event date. As a result, the room you requested may not be available. We always do our best to assign a comparable room based on availability. We regret that this isn’t always possible. Please note any flexibility you have with date, time or location in the Events Comments section of the Room Request Form.

I need to schedule a room for an event, but I don't know how many people will attend.

If you don't have an exact head count for your event, please provide your best estimate so that an appropriate room can be assigned.

Another group has the room I want. What group has it?

We do not provide information that does not pertain to your individual room request.

Room Set Up

What if I need a flip chart and/or easel?

Easels and flip charts can be reserved through the Events Office. Please make note of what you need in the "event comments" section on the Room Request Form. For last-minute requests (within 72 hours of event), email the request to events@law.harvard.edu to arrange a time to pick up the items from our office.

Who should I contact if I need a microphone, VCR, or other audio visual equipment?

The Media Services Office provides services including: sound reinforcement and recording, overhead or video projection, data projection, video editing and technical support. Services and equipment are in high demand, so please request as early as possible. A 72 hour notice is necessary, and anything inside 72 hours will be handled on a case-by-case basis.

Who should I contact to get tables, chairs and other function furnishings for my event?

The Events Office is available to assist event organizers with function details, event logistics and function set-ups. Set-up information should also be discussed with the Catering Manager if food and beverage service is required.

Harvard Law School maintains an inventory of tables, chairs and other function furnishings, all of which are available at no charge for HLS groups. Should mulitple events occur simultaneously that require similar furniture, HLS furniture will be assigned to the first group to confirm set up details, and the latter groups will be responsible for any necessary furniture rental and related charges.

Catering

Who should I contact if I wish to have my event catered?

Restaurant Associates is the contracted food service agent at Harvard Law School and can be contacted at (617) 495-5538. A Catering Manager will work with you in tailoring a menu that is appropriate for your event. Please be aware that you can place your food order before you have received a room assignment from the Events Office.

I want to place a catering order with Restaurant Associates, but I don't have a room assignment from the Events Office. What do I do?

Contact Restaurant Associates (R.A.) as soon as you are aware of your catering needs. Once you receive your room assignment, follow up with R.A. to provide the specific location of your event.

Security

My event will involve a high-profile or controversial speaker and/or topic--should I get security?

We recommend that events of this nature have a security presence. If in doubt, student groups should contact the Dean of Students Office for guidance regarding possible security for an event. Events which require special police and/or security measures must be identified at the time of the initial request by checking the appropriate box on the Room Request form. Failure to notify the Events Office may result in cancellation of room reservation. All fees related to the security arrangements are the responsibility of the event sponsor.

Licenses & Police Details

I'm going to charge an admission fee for my event. Are there any special requirements?

The City of Cambridge states that "any public exhibition of any description" for which an admission or other charges are made requires an entertainment license. A police detail is also required, and can be arranged through HUPD. An entertainment license is separate and distinct from a liquor license.

How do I obtain an entertainment or liquor license from the City of Cambridge?

To obtain an entertainment or liquor license you must submit a completed and signed HLS Use of Facilities Form: Additional Information Page to the Cambridge License Commission. Licenses are issued Monday through Friday, 8:30 a.m.-4:00 p.m. at the Cambridge License Commission Office at 831 Massachusetts Avenue. Applicants must apply for licenses no less than 72 hours prior to the event. If the event is scheduled for Saturday, Sunday or Monday, applicants must apply for licenses no later than 3:00 p.m. on the Wednesday prior to the event. License fees must be paid in cash or check at the time of application. All checks must be made payable to the City of Cambridge.

According to the City of Cambridge License Commission: "Only the person who is listed on the form as the Contact Person is allowed to apply for licenses, as this person is the licensee and will ultimately be responsible for the event. The licensee must be at the event for its entire duration.... You should be aware that the licensee, not the organization, could be held liable should any problems arise either at the event or as a result of the event." The Primary Contact Person for entertainment licenses must be 18 years of age when applying for licenses and must bring a valid photo ID.

The Contact Person for liquor licenses must be 21 years of age or older when applying for licenses and must bring to the Commission a valid Massachusetts Driver's License, Passport, Military ID or current Massachusetts Liquor ID issued by the Massachusetts Registry of Motor Vehicles.

Web site: www.ci.cambridge.ma.us/~license/permitsandlicenses.