Guidelines for non-HLS events

Space Rental

An hourly fee will be charged for each space used.  This fee will apply for the entire time the space is held for your organization including setup time, breakdown time, storage, etc.

Payment

Non-Harvard:  Within 7 days of receiving your initial room confirmation, a non-refundable deposit of 50% of the estimated total room charges is due.  The room hold will be released if deposit is not received.  The remaining balance of room charges is due in full at least 21 days prior to the first event date.  Checks must be made out to "Harvard Law School" and mailed to:
The Office of Event Scheduling and Support (OES)
Harvard Law School
18 Everett St., Holmes 1
Cambridge, MA 02138

Harvard: Within 7 days of  receiving your initial room confirmation, a non-refundable deposit of 50% of the estimated total room charges is due.  The room hold will be released if the billing code to charge for this deposit is not received.  By signing below you are authorizing a non-refundable 50% deposit to be charged to your billing code.  If the event takes place, all charges will appear after the event.

Cancellation and Refund Policy

A request to cancel your event must be received, in writing, at least 21 days prior to your first event date.  A full refund minus deposit and any processing fees will be sent to your organization.  No refunds will be issued for any room reservation changes with less than 21 days notice.

City of Cambridge Licensing and Regulations

Rooms many not be set above their official capacity.  No candles or open flame permitted inside any building.

To obtain an entertainment or liquor license you must submit a completed and signed form for licensing or police detail to the Cambridge License Commission. A police detail is required when admission fees or donations are accepted at the door, when monies are exchanged in any fashion, or when alcohol is served and the number of people in attendance exceeds 100.

An entertainment license and police detail are required for any event for which an admission fee is charged, or if any monies are exchanged in any fashion. All licenses must be issued at least three business days in advance of the event.

An alcohol license and police detail are required for events where liquor is sold. All licenses must be issued at least three business days in advance of the event.

Audio-Visual

For AV support please contact our Media Services department by e-mailing av@law.harvard.edu.  A separate confirmation with policies will be sent.

Catering

To order food for your event please contact Restaurant Associates by e-mailing catering@law.harvard.edu. A separate confirmation with policies will be sent.

Security

Call Harvard University Police Department (HUPD) at 617-49(5-1212) in the event of a security, fire or medical emergency.  If you will be having high-profile/controversial speakers or guests at your event, please let us know so we can help you coordinate with HUPD.  Any event where non-Harvard security will be present will require an HUPD detail.

Additional Information

Please let us know:
*If you will require wired or wireless internet access.
*If you plan on shipping any items here for your event.  Items should not arrive prior to the event date unless authorized by OES.
*If you plan to hang banners or any other items.  Requests will be considered but are not guaranteed.

Signs can only be placed in sign holders provided by OES or on approved signage boards located throughout the Law School.  Signs hung on doors, windows or any unauthorized surface will be removed and disposed of.

We strongly recommend that a trades person is hired for large or complex reservations scheduled on weekends.  This will be an additional fee. (Mechanical, Electrical, etc: approx. $315 for a four hour minimum).  

Use of Harvard Name and Logo

You may not use the Harvard name or logo in any way when marketing or advertising your event unless permission has been received in writing from the University.  Failure to adhere to this policy may result in your event being canceled.