Other Contacts

The Law School Media Services Office is equipped to provide a wide variety of services including: sound reinforcement and recording, overhead or video projection, data projection, video editing, technical support and more. Request for equipment (non classroom) is made via the Reservation Request Form. You may also contact them at internal.law.harvard.edu/its/forms/av.

All organizations are advised that media service vendors and television production crews should consult with the Law School Media Services Office at least 72 hours prior to arriving for their scheduled event.

INSURANCE

Student organization-sponsored events may not be covered by Harvard University liability insurance. Event organizers must contact the Harvard Insurance Office in order to secure liability protection for their event. The Primary Contact person for the event should call the Insurance Office.

COMMUNICATIONS AND PUBLICITY

The Harvard Law School News Office is available to advise and assist HLS departments and student organizations with publicity for events which are open to the Harvard Community and/or to the general public. Events can be submitted for listing on the Harvard Law School News Office online events calendar at: internal.law.harvard.edu/news/events.

LICENSES

Licenses are issued Monday through Friday, 8:30 am - 4:00 pm at the Cambridge License Commission Office. 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 pm 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.

Applicants for liquor and/or entertainment license for events scheduled at Harvard Law School must bring their Room Reservation Confirmation form and Use of Facilities: Additional Information Page to the Cambridge License Commission. These forms must be signed by the Law School Special Events and Scheduling Manager, and by the Chief of the Harvard University Police Department, or his designated representative (617-495-1780) and other HLS or HU administrators, as deemed necessary.

Entertainment Licenses

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. An entertainment license is separate and distinct from a liquor license. The Cambridge Licensing Commission will often issue these licenses simultaneously or may withhold a liquor license until an entertainment license is obtained.

Alcohol Licenses

A special one-day (beer/wine or all liquor) license must be obtained from the City of Cambridge License Commission for all events where liquor is sold. When liquor is served at a function and there is a charge for that function that defrays the cost of the function, that too is deemed the "sale" of liquor and a liquor license is required.

HARVARD UNIVERSITY POLICE DEPARTMENT

Police Detail

A police detail is required when admission fees or donations are accepted at the door, when alcohol is sold at an event, or when alcohol is served and the number of people in attendance exceeds 50. To schedule a Harvard University Police Detail, the Primary Contact Person for the event must bring the Room Reservation Confirmation form and Use of Facilities: Additional Information Page, signed by Conference and Meeting Services, to the HUPD Detail Office (617-495-0832). Costs for police details must be paid in cash or by check (payable to Harvard University Police) at the time when the detail is requested. Harvard University groups must provide a 33-digit code number to the HUPD Detail Office.

PARKING

Harvard University garages and parking areas are maintained and operated by Harvard University Parking Services. All parking arrangements require a fee. It is not possible to provide parking for a large number of vehicles during regular week-day working hours. Parking within University garage facilities for events scheduled during evenings, weekends or holidays must be coordinated with the University Parking Office.

SECURITY, FIRE, MEDICAL EMERGENCY

FACILITIES AND MAINTENANCE

HARVARD CONSTRUCTION MITIGATION