Event Guidelines
HBS facilities are for use exclusively by current HBS affiliates (faculty, staff, MBA student groups) for events pertaining directly to the School and the interests of these groups. Events may not be hosted for or on behalf of any outside organizations, companies, other schools, etc.
Harvard University’s campus grounds and buildings support faculty, students, staff, other affiliates, and campus visitors in fulfilling the University’s teaching and research mission. HBS follows the common set of University rules. For more information please visit the Harvard Campus Rules page.
All relevant policies, rules, and guidelines governing events should be reviewed in advance, and must be observed while using HBS facilities. This is for the benefit of all community members, to maintain security and safety, and to ensure fair and orderly access to available facilities.
General Event Policies
The event owner/host assumes full responsibility for all aspects of the event including:
Adhering to all policies, rules, and guidelines
Monitoring the actions and behavior of all attendees
Ensuring complete payment for all goods and services and/or fees for any property damage or repair needed because of the event, etc.
Occupancy: The number of attendees in each space may not exceed the Maximum Occupancy of the assigned event spaces. Occupancy includes all event attendees, speakers/presenters, and support staff. The “Event owner/host” is responsible for managing attendance, ensuring that maximum capacity levels are not exceeded at any time.
Setup: All room layouts, furniture, vendor supported elements (such as event lighting, staging, etc.) will be managed by HBS Operations.
Service Providers: Only approved Harvard Business School service providers are permitted within HBS facilities. All services providers shall be identified and specifically approved by HBS Operations.
Political Activities: No political activities of any kind may be conducted at the Harvard Business School.
Open Flames: The use of open flame is generally not permitted; exceptions may be approved in extraordinary cases in accordance with applicable policies of the School or non-School based unit and only with advance written notice to the Campus Services team.
Exhibit & Displays: Regardless of whether it is a part of an exhibit or display, nothing should be affixed to University property, including but not limited to the exterior of buildings, doors/access points, windows, fences, entry posts, gates, utility or flag poles, waste containers, lighting, furniture, equipment, walls, floors, walkways/pavers, steps, statues, flags, tents, existing signage, or authorized third party structures (e.g., temporary scaffolding), trees, or other live plants, except in designated locations or with prior written approval from the Campus Services team.
Campus exhibits or displays that are to be shown outside of a residential unit, including but not limited to lighting projections, self-mounted displays, multimedia displays, and installations must be proposed in writing to the Campus Services team for approval. Schools and non-School based units may restrict the use of exhibits/displays in the spaces under their control and enforce the conditions established for authorization of displays/exhibits.
Chalking: Individuals and organizations are not permitted to chalk, paint, engrave, or otherwise write or draw on any University property without prior written approval from the Campus Services team. Any such unauthorized markings will be removed by, or under the direction of, authorized University personnel.
Noise: Excessive noise may not disrupt the campus residences, academic spaces, childcare facilities, or University offices. Amplified sound is not permitted without prior approval, including any necessary municipal permits, and requests for amplified sound will not be approved during reading or exam periods. Requests for approval for amplified sound will be reviewed by the Campus Services team with consideration of the surrounding buildings and residential community.
Temporary Structures: Temporary structures, including but not limited to professionally installed tents and other types of shelters, may not be installed without prior approval from the Campus Services team, the required municipal permit(s), and in some cases direct supervision from University personnel.
Commercial Activities: The sale or offering of outside goods or services within the HBS (Harvard Business School) Campus is prohibited. In particular, the sale, advertisement, and/or free give-away of commercial products is prohibited, unless advance authorization is provided by the Campus Services team, and then only in compliance with the Policy on the Use of Harvard Names and Insignias and related use of name policies and guidelines.
Lighting & Special Equipment: No lighting or other special equipment may be installed or used without the prior approval of HBS Operations or HBS Information Technology/IT.
Public Safety Details: If necessary, public safety details be required to support event programming (for crowd control, public safety, or dignitary protection). HBS Operations reserves the right to require a detail for any event at its sole discretion. These details will be arranged directly by HBS Operations & event owner shall pay for the cost of any details.
Event Guidelines & Policies
For additional information and guidelines, please visit the Campus & Event Services page (login required).
Space Use Costs & Fees
Generally, there are no space fees associated with programming facilitated by HBS affiliates. Costs may be incurred for catering, audio visual, maintenance/set-up, security, parking, signs, and so on. The event owner is responsible for ensuring complete payment for all goods and services and/or fees for any property damage or repair needed because of the event.
Questions?
The HBS Campus and Event Services teams are here to assist the HBS Community with event logistics pertaining to academics, meetings, seminars, conferences and more. Please contact roomreservations@hbs.edu or events@hbs.edu for more information.