In-Library events policy
The MIT Libraries welcome requests from MIT groups to use our event space (The Nexus) for the following types of events:
- Educational, cultural, or community wellness events sponsored by MIT community members that occur during normal open hours and that do not require closing the library to general use
- Orientation and instruction events that highlight Libraries’ programs, services, or resources
In addition, it may be possible to arrange to use other library spaces, including our reading rooms, our labs, and other teaching spaces. Such spaces may be requested for the types of events described above, as well as:
- Receptions in conjunction with exhibits in the Rotch Exhibition Space
- Activities requiring specialized equipment, software, or other resources
For events approved under this policy:
- All events held in any Libraries space must have a sponsor, who will serve as the main point of contact. Sponsors may be members of the Libraries’ staff, faculty or staff members from another Institute DLC, students, or postdocs. A staff or faculty contact person is required for all student-sponsored events.
- All events must have an MIT Libraries staff member serve as host. The host will assist the sponsor in coordinating event logistics. The host of any event held in a space other than The Nexus must be present for the entire event, including receiving deliveries, setup and cleanup, and securing the space. Our ability to approve requests for events is contingent upon the availability of an event host and an emergency backup.
- A member of the MIT faculty or staff must be present for the entirety of any student-run event held in a library space other than The Nexus.
- Responsibility for all setup/cleanup, services such as trash and recycling or furniture moving or rentals, A/V services and tech support, catering, etc. will be clearly agreed on at the time an event is scheduled. Resources for event planning can be found in the Institute Event Planning Guide. The sponsoring unit will be held responsible for all costs agreed on, as well as damages, repairs, or extra cleaning.
- All events conducted in Libraries spaces must follow all Institute guidelines and protocols (including all COVID safety policies and the events registration process), as well as the relevant Libraries’ policy:
Our ability to approve other types of events is limited and will be determined on a case-by-case basis. This may include:
- Events that are not educational in nature and are unrelated to Libraries’ programs.
- Social events, open only to invited guests.
- Events that take place outside of normal open hours.
- Events that require closing the library or that would unreasonably hinder normal library use.
See the Libraries’ Policy for Use of Libraries Spaces for non-Libraries Events for more details on these types of events.