Event Policies
Room Reservations Policies
All reservations are subject to change due to adjustments made by the Registrar’s Office during Add/Drop period. This is typically the first two weeks of the semester but can extend after that time. 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 is not always possible.
Please be aware that the Events Office is not permitted to assign classroom space for weekday events until the Registrars Office has released the classroom schedule. This could be as late as a day or two before classes begin.
Please note that we need to reserve 30 minutes or pre- and post-event time to your reservation when your event calls for catering and/or Media Services. This may impact the availability due to the increased time block.
All room reservations must end by 1:00am, per the City of Cambridge.
An HLS contact must be identified and present for the duration of the event. If an event is HLS sponsored, an HLS contact must be the sole contact to plan, assist, and coordinate with the Events Office; and must also be present for the duration of the event.
Clients must confirm with the Events office before rearranging any standard room set-up.
To prevent permanent damage to any of the HLS facilities, clients may not nail items to walls or do anything that would mar surfaces in any way.
Room Set Up Policies
Rooms may not be set above their official capacity, per the City of Cambridge.
Please be aware the furniture in the Hark South (Café) may not be removed or rearranged, except minimally to accommodate tables for food or a panel. There is a sign holder available on the glass wall, should the organizing group wish to post the event information.
Please contact the Events Office should any banners, signs, etc. need to be hung or attached to any wall or surface. Please be prepared to provide details such as the measurements, including height, weight, whether the material will be hung with string or tape and also the exact location(s) where it will be hung/attached.
No votives or candles are permitted inside any HLS buildings. This means that candles are not allowed to be used as decorations for any event.
Catering Policies
Sodexho Services is the contracted food service agent at Harvard Law School and can be contacted at (617) 495-5538 or foodsrv@law.harvard.edu. 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. Web site: www.i-cuisines.com/SodexhoCafe/Harkness
If you plan to use outside caterers, please note that they must be fully self-sufficient, providing their own utensils, equipment, paper products, trash bags, food and beverages for the event. All food must be fully prepared before being brought on campus. On-site cooking is not permitted, and kitchens on campus cannot be used. Outside caterers are responsible for cleaning up after an event.
If you plan to bring your own food, please note that you must be fully self-sufficient, providing your own utensils, equipment, paper products, food and beverages for the event. All food must be fully prepared before being brought on campus. On-site cooking is not permitted, and kitchens on campus cannot be used. The sponsoring organization is responsible for cleaning up after an event. Once you leave, the room should be ready for the next group.
No grilling is permitted on campus, unless Sodexho is providing the service.
Linen must be provided when having food and using function rooms or function furniture. The sponsoring organization is responsible for ordering linen through Sodexho or bring it’s own and for removing the linen after the event.
Alcohol for student, staff or faculty events must be ordered through the on-campus food service provider. Please contact them at 617-495-5538.
Licenses and Police Details
Alcohol for student, staff or faculty events must be ordered through the on-campus food service provider. Please contact them at 617-495-5538.
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. Contact the Harvard Police Detail Office at 617-495-0832.
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. Contact the City of Cambridge License Office at 617-349-6140.
On the Web: www.ci.cambridge.ma.us/~license/permitsandlicenses E-mail: License@ci.cambridge.ma.usAn 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. Contact the City of Cambridge License Office at 617-349-6140.
On the Web: www.ci.cambridge.ma.us/~license/permitsandlicenses E-mail: License@ci.cambridge.ma.usSecurity
Call Harvard University Police at 617-49(5-1212) in the event of a security, fire or medical emergency.
We recommend that events with a high-profile or controversial speaker and/or topic 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.