Reserve Your Event Space with EMS E14/15 Scheduler

Start by submitting your event reservation request through the EMS E14/15 Scheduler. To access the E14/E15 Event Space Calendar, send an email to e14e15scheduler@media.mit.edu. This access is exclusively available to MIT students, staff, and faculty who can serve as event hosts. Keep in mind that there might be other reservation requests in the queue for the same date, time, or room. Requests are processed on a first-come, first-served basis. Reservations are accepted on a rolling basis and up to 9 months in advance. If your desired reservation date falls outside of the 9-month window it will not be accepted.

Room Availability

The E14/E15 event spaces are in high demand and tend to fill up fast. To secure your spot, we strongly suggest making a reservation at least 9 months ahead of time. Keep in mind that you can't overlap with existing events or their setup and breakdown times. To check availability and reserve your space visit the E14/15 Event Space Calendar.

MIT Affiliation

• Media Lab Community: Coordinate with your group's admin for reservations.
• MIT Faculty, Staff, and ASA-Recognized Student Groups: Utilize the EMS web form available on the E14/E15 Event Space Calendar. Access via Touchstone is necessary.
• Sloan Student Groups: Reach out to the Sloan Student Life Office staff for assistance.
• Non-MIT Groups: If you're not affiliated with MIT, please request space usage through an internal MIT co-sponsor. Kindly refrain from directly contacting the E14/E15 Event Staff for event space reservations.

Reservation Fee

• Valid MIT Cost Object: A valid MIT cost object is required to reserve space and process the internal journal voucher (JV).
• 10% Reservation Deposit: A 10% reservation deposit is required.

Event Details

Finalize event details six weeks prior to the event.

• Complete an MIT Event Registration if required.
• Reserve in-house furniture OR Confirm furniture rental from outside vendor(s).
• Confirm all other rental details related to specialty lighting, stage(s),  etc.
• Submit work orders through Atlas to  request custodial services and furniture set up and removal  (tables, chairs, stages, custodial, etc.) and audio visual services.

After completing the necessary steps upload the details of registrations, contracts, and work orders to the Additional Information Section of the E14/15 Event Space Calendar or email  e14e15scheduler@media.mit.edu.

Host Responsibilities

Prior to the event, the following information must be submitted to the e14e15scheduler@media.mit.edu:

• Full event agenda with work orders and vendor arrival/departure times .
• Vendor load in / load out schedule, including time at the loading dock. 
• Schedule a meeting to review final details and pick up keys.   Understand your responsibilities before, during, and after the event.
• Follow the event sustainability guidelines.
• Notify caterers of their responsibilities.

Day of the Event

• Oversee the entire event including vendor deliveries and pickups.
• Act as the central point person for the E14/E15 scheduling staff.
• Pick up and return access cards and keys promptly.
• Close loading dock when not in use.
• Responsibly lock up the space in the evening.

Event Registration

A MIT event registration needs to be filed for a majority of the events hosted in E14 and E15.  MIT requires event registration if the event meets any of the following criteria:

• more than 100 attendees
• more than 20% of attendees are not members of the MIT community
• events are co-sponsored with a non-MIT partner
• alcohol will be served
• minors will be in attendance 

Please visit the MIT Institute Events website for full details regarding event registration. 

If you're familiar with the Institute's rules regarding event registration, here are some important reminders:

• Events are registered through Atlas, under "Event Planning" then "Register New Event".
  
• Make sure to submit your form at least 4 - 8 weeks prior to the event
• If there will be a cash bar, there are two registrations required:
  1.  MIT Event Registration
  2.  City of Cambridge special one-day liquor license (allow up to 6 weeks for processing)

Return to event space rules and regulations

Related Resources

How to create an E14/E15 events-related work order.

Check out the FAQs.

For questions please contact e14e15scheduler@media.mit.edu.