Planning an Event

Planning an Event

The content on this page is designed to help you with planning activities for your student organization. Please contact the Dean of Students Office with any questions.

Plan a meeting
Invite a Speaker
Plan a conference
Fundraise
Create a listserv
Access a listserv
Create and update websites
Access e-mail accounts
Reserve a Room
Publicize an Event
Order Food
Sign up for News@law e-mail
 

Plan a meeting

1. Reserve a room through the Special Events and Scheduling Office
2. Publicize the meeting
3. Send an e-mail to your organization listserv
4. Order food and drinks

Plan an Event 

Invite a Speaker

1. Extend an invitation to the individual(s) you would like to speak
2. If the person is a head of state, head of government, cabinet minister, or high American official or leader, or can be considered “famous”, contact the Dean of Students Office and the University Marshal’s office at marshal@harvard.edu. For more info on the Marshal’s office, visit http://www.marshal.harvard.edu/guidelines.html.
3. Why contact the University Marshal?
   • To make sure that another group or school has not invited the same person and make sure that once your organization extends an invitation, no other group sends a competing invitation.
   • In certain cases, the President of Harvard or Dean of Harvard Law School may want to invite the person and the marshal can help determine that. In those cases, it will help your organization because some speakers will be more likely to come if they receive an invitation from the President.
4. If the speaker or any of the invited guests needs accommodations for a disability, please contact Cathleen Segal in the Dean of Students Office.
5. Reserve a room through the Special Events and Scheduling Office.
6. Reserve A/V
   • Contact Media Services to reserve a microphone, equipment for showing a Powerpoint presentation or a film. There is also a price list available.
     
7. Controversial Speakers
   • Notify the Harvard Police of your event to request a detail officer http://www.hupd.harvard.edu/forms/
   •  Protest and Dissent Guidelines
8. Publicize the event
9. Order Food for the event

Planning a Conference

(In general, it is best to plan conferences at least one month in advance)

1. Before you begin planning your conference, please schedule a meeting with a representative in the Dean of Students Office to discuss your event. If possible, please have a tentative schedule and proposed budget. The Dean of Students Office will also be able to assist you with reserving space for your event by working closely with the Events Office.
2. Follow the directions for Inviting a Speaker for planning the individual elements of the conference (panels, talks, meals)
3. Hotel information for outside guests can be obtained from the Dean of Students office
4. Compiling a Conference website
   • The Dean of Students office can help you with compiling a conference website. Contact The Dean of Students Office(dos@law.harvard.edu) 

Fundraise

If you would like to raise additional funding for conferences, symposiums, workshops, or larger scale events during the year, please contact William Howell (wihowell@law.harvard.edu) to discuss how to do so. If you are planning to solicit funds from law firms, please consult the guidelines from the Alumni and Development Office.

Also, check out information on the Milbank, Tweed, Hadley & McCloy Student Conference Fund. 

Create and access a listserv

1. Listservs can be accessed here: http://internal.law.harvard.edu/cgi-bin/coloneldomo.cgi
2. The user name and password would be the same as those for your e-mail account. So if your e-mail address is cbrown@law.harvard.edu and your password is redbaron2 then your username is cbrown and your password is redbaron2. Similarly, if you are updating the listserv for your student organization, the user name and password would be the same as for signing in for e-mail (username: studentorg password: orgrocks5) 

Create and Update Websites

Get an sftp account

1. Request an sftp account here: http://www.law.harvard.edu/about/administration/its/students/sponsored/web.html
2. If you need training, contact ITS at help@law.harvard.edu 

E-mail Accounts

Get an e-mail address

1. Sign up for an e-mail account here: http://www.law.harvard.edu/apps/its/web/ftp-studorg.php
2. Sign in to your e-mail account using webmail: mymail.law.harvard.edu/

Change the password to your e-mail account

1. ITS can reset the password for your e-mail account.

Renew your e-mail address

(Many student organization e-mail accounts are set to expire annually on October 31.)

1. Contact the Dean of Students office at dos@law.harvard.edu to renew your account. 

Reserve a Room

1. The Special Events and Scheduling Office handles room reservations. If you are planning a conference or multi-function event, please contact The Dean of Students Office to make arrangements. For all other activities, reserve a room using the instructions below.
2. Fill out the new room reservation form here
3. If you have any questions about the form, or about arrangements for your event, contact events@law.harvard.edu or visit the events office in Pound 208.
4. Please note that completing the form does not constitute a reserved room. You will receive a confirmation from the events office once the room is scheduled. 

Publicize an Event

1. Public and Community Calendar – Announcements on the calendar feed into News@law and the Events screen in the Hark Concourse. The form for putting an event on the calendar is here. You can also go here for the room reservation form. Or send an e-mail to publicity@law.harvard.edu.
2. Posters – There are bulletin boards throughout the tunnels for postering
3. Stuff Hark Boxes (Please note that boxes marked with a red dot can only be stuffed with flyers from Harvard Law School organizations.)
4. Chalk Blackboards in Classrooms

Ordering Food and Drinks for an Event

1. Contact the Restaurant Associates Catering Office at 617-495-5538 or catering@law.harvard.edu
2. Order food from an outside vendor
   If you are planning to order food from someone other than Restaurant Associates, let events know if you need an extra table to set up the food and if you would like a tablecloth. Please note that Events held in Harkness Commons must use Restaurant Associates catering, per the Harkness Commons Food Policy.
3. Order drinks for an event
   Please note that if you are planning to serve alcohol at your event, you must follow the Alcohol Policy. 

Sign up for News@Law 

http://www.law.harvard.edu/news/list/daily/index.php