Useful Tips

Lunch hour reservations

While the lunch period is technically from 12-1pm, be aware that events requiring catering or audio visual equipment typically require a 30 minute set up and break down time. This actually extends your event time beyond the lunch hour and limits room availability.

Classroom space assignments

The Events Office cannot check availability of classroom space for events until the fall semester class schedule is released, which we anticipate will occur by August 22, 2008. Following the release of the class schedule, we will begin processing room requests for events taking place this fall.

Room assignments tentative until after September 9, 2008

All room reservations are subject to change, due to adjustments in classroom assignments made by the Registrar's Office. The Fall Add/Drop period ends September 9, 2008 and changes are made in the Registrar's booking system throughout the following week. Upon notice of a change from the Registrar's Office, we in the Events Office do our best to reassign a comparable room based on availability. We regret that this isn't always possible.

Events during Exam Periods

The Events Office is not permitted to book classroom space, including the small conference rooms, during exam periods. We are restricted to assigning function space only (Pound 335, 334, 332, Ropes Gray and John Chipman Gray) during the following dates:

• December 6-19, 2008* 2L/3L Fall Term Exam Period
• January 5-13, 2009* 1L Fall Term Exam Period 

(*) Includes evenings and weekends

Room confirmations

All of our confirmations are pdf attachments. Please open and review these upon receipt to check for accuracy and inform us immediately if any changes are necessary.

Events requiring A/V

Any a/v needs included in your room request form are forwarded on to Jay Rainha in Media Services for processing. He will send an updated confirmation closer to your event date, which will contain all the a/v equipment and services assigned to your event. Please follow up with him directly (617-495-4840; av@law.harvard.edu) with changes to or questions regarding your a/v request.

Placing catering order

Catering may be ordered from Restaurant Associates (617-495-5538; Catering Services) prior to receiving your room assignment from the Events Office. Let the catering manager know the room location is to be determined, and once your room has been assigned, please notify Restaurant Associates as to the final location.

Conferences/Complex events

Please include preliminary details in the Events Comments field of the Room Request form, following up with a preliminary agenda to events@law.harvard.edu). Once the details are more firm, we will require a finalized agenda and additional information such as set up needs.

Preferred space or time frame unavailable

As it is not always possible to grant your initial request, please indicate flexibility with regard to the event time, date, and/or location within the Events Comments text box of the Room Request form. This will enable us to respond more quickly and accommodate your request for space according to the priorities outlined.