Planning a Large Event or Conference

Step 1 – Financing and Fundraising:

 

Step 2 – Reserve Space:

  • Reserve space and submit publicity information to the HLS calendar through the Office of Scheduling & Support (commonly referred to as the Events Office).
  • In your room reservation, request Media Services for all AV equipment including: microphone, projector, etc.
  • If you have any questions about the online form, or about arrangements for your event, contact the Events Office or visit the office on the first floor of Holmes Hall.
  • Please note that completing the online request does not constitute a reserved room. You will receive a confirmation from the Events Office once the room is scheduled.

 

Step 3 – Invite a Speaker(s):

  • Extend an invitation to the individual(s) you would like to speak via e-mail, mail, or fax.
  • If you are covering travel expenses (airfare, lodging, cab fare) for your guests please review the information contained in the Harvard Travel Policies page.
  • If the person is a head of state, head of government, cabinet minister, or high American official or leader, or can be considered high profile, contact Jeff McNaught in the Dean of Students Office. We will then work with you and the University Marshal’s Office. All members of the Harvard community pursuing high-level invitations to speaking engagements on campus should keep in mind the Marshal’s Office guidelines. The University Marshal will:
    • check to see if another group has an invitation out to the same person.
    • ensure that there are no competing invitations once your invitation has been extended.
    • determine whether the President of Harvard or the Dean of Harvard Law School should personally invite an individual.
  • If the speaker or any of the invited guests needs accommodations for a disability, please contact Stephanie Russo in Accessibility Services in the Dean of Students Office.
  • Controversial Speakers?
  • Political Candidates & Speakers?
    • The President and Fellows of Harvard College is a registered 501(c)(3). Under the Internal Revenue Code, all section 501(c)(3) organizations are absolutely prohibited from directly or indirectly participating in, or intervening in, any political campaign on behalf of (or in opposition to) any candidate for elective public office. The prohibition applies to all campaigns including campaigns at the federal, state and local level. Violation of this prohibition may result in denial or revocation of tax-exempt status and the imposition of certain excise taxes. Those section 501(c)(3) organizations that are private foundations are subject to additional restrictions that are not described in this fact sheet.
    • Contact Jeff McNaught in the Dean of Students Office if you have questions about complying with these guidelines.

 

Step 4 – Publicize the Event:

  • Publicity for all events should be submitted through the online form when making your room reservation. The only events that should be submitted via Master Calendar are: off-campus events, on-campus rooms that are not in EMS, or conferences or events that are related events but require multiple rooms. Full instructions can be found here.
  • Create flyers/posters for the conference.
    • Design can be done by a member of your organization. Sample templates and information on the HLS Copy Center can be found here.
      If you need assistance with materials, contact the Dean of Students Office at least two weeks in advance.
    • Flyers can be printed by the HLS Copy Center or by an outside vendor such as Kinko’s/Anchor Press.
    • Posters & Chalking – There are bulletin boards throughout the tunnels and in most hallways in academic buildings for postering, and chalkboards in classrooms. Review our Bulletin & Chalkboard Policy, then post the flyers and your message on the bulletin boards and chalkboards spread across campus.
  • Update your org website to include information on your conference. Email the DOS Web Coordinator for assistance.
  • HLS Calendar – Announcements on the calendar feed into Calendar@law and the campus video screens. More information on publicizing through the calendar can be found here.
  • In all publicity, be sure to comply with Harvard’s Use-of-Name Policy:
    • Publications: a student organization should visibly display its affiliation with a school on the front page of any publication (including posters, brochures, or other publicity materials) by stating that it is “a student-run publication at Harvard Law School.” And, on its copyright page (or relevant section), the publication must also state: “The Harvard Law School’s name and/or shield are trademarks of the President and Fellows of Harvard College and are used by permission of Harvard University.”
    • Websites: as is the case with publications, a student organization should visibly display its affiliation with the school by stating that it is “a student-run organization at Harvard Law School” or “an officially recognized student-run organization of Harvard Law School.” This identity tagline needs to be placed in a prominent location on the main page of the website (typically in conjunction with the student organization’s name) and in a font size comparable to other fonts being used on the website. In addition, the website’s main page should also state: “The Harvard Law School’s name and/or shield are trademarks of the President and Fellows of Harvard College and are used by permission of Harvard University.”

     

Step 5 – Arrange Catering:

  • You will need to indicate on the Room Request Form whether food will be provided by RA or an outside vendor.
  • Please note that all events held in Harkness Commons, The Pub, and Milstein Function Space, on the Caspersen Patio, and on Jarvis Field must use Restaurant Associates per the Law School’s Food Policy. Questions regarding this policy should be directed to Jeff McNaught in the Dean of Students Office.
  • When ordering food, please be sensitive to the range of dietary restrictions reflected in our student body including Kosher, Vegetarian/Vegan and various food allergies. Please consult Restaurant Associates or the Dean of Students Office with questions.
  • You must follow the HLS Alcohol Policy if you plan on to serving alcohol at your event.
  • For catering with Restaurant Associates:
    • Review RA’s catering menu.
    • Contact RA’s Catering Office at 617-495-5538 or catering@law.harvard.edu to discuss your event needs (you can start with the menu and work to a budget or start with a budget and work to a menu).
    • Purchases made from RA can be paid using your organization’s 33-Digit Billing Code.
  • For catering with Outside Vendors:
    • If you plan to use an outside vendor contact the Dean of Students Office to discuss payment options. Many purchases can be made over the phone or online using a DOS purchasing card.
    • Be sure to note details about the outside vendor so Facilities can make appropriate plans for clean up.

     

Step 6 – Arrange Support for Speakers and Attendees:

 

Special Notes for Conferences:

  • In general, conferences should be planned several months in advance (at least three months in advance).
  • If you would like to plan a conference, schedule a meeting with Jeff McNaught in the Dean of Students Office before your planning gets underway to ensure you are aware of the relevant resources and policies.
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