Resources

  • Education Support Services (ESS)

    Once your student organization has confirmed a space for an event, Education Support Services (ESS) may support your audio/visual needs. Harvard College official student organizations receive a 50% discount on ESS portable equipment, but labor and materials cannot be discounted. Harvard College student organizations may also use the built-in multimedia equipment in all self-service locations under the following conditions:

    • The event is funded by the student group and has been approved in advance by the group’s faculty advisor/the Dean of Students Office.
    • The student group completes the Service Request form at least ten business days prior to the event.
    • Students will meet with a technician during business hours for orientation to the equipment prior to the event if needed.
    • The student group turns off all projectors and displays at the end of their event. Projectors and displays left on will be billed at full price.
    • All equipment is left in the same condition it was found. Any damage, loss, or theft of the equipment will be charged to the student group. This includes the dismantling of equipment racks and removal of cables and/or adapters

    ESS has limited ability to support hybrid events, such as those including participants from off- campus. We strongly encourage student organizations to consult with us at ess@fas.harvard.edu well in advance of making decisions on event format and the level of participation expected from remote participants.

    The HUA and ESS have purchased a variety of equipment to be used to support student organization events. Equipment that can be rented from ESS are various size sound systems, cameras, and projectors, please email ess@fas.harvard.edu to make a reservation. A late fee will occur if equipment is not returned on time. Additional gear can be rented from Cabot Science Library. Questions on the equipment can be directed to Susan Berstler, berstler@fas.harvard.edu.

    Media Production Devices: https://ess.fas.harvard.edu/event-media-production/media-production-services/

    Laptop Loan: https://ess.fas.harvard.edu/assistive-technology-center/laptop-loans/

    In some spaces, there are handheld wireless microphones that are kept locked in the room for security. If you wish to use these microphones, there will be an equipment charge with a 50% student group discount. There is a setup/breakdown fee for the labor involved in sending a technician during regular business hours and an overtime charge (if a technician is available) when your event occurs outside of our hours of operation.

  • SOCH Resources

    Portable AV Equipment

    In addition to the built in AV (projectors, projection screens, speakers) and set furniture available in many of the SOCH rooms, portable AV and furniture equipment that can be used by student organizations hosting events in the SOCH free of charge. Please reach out to the SOCH ahead of your event to check availability and reserve equipment.

    Portable Furniture

    While many of the SOCH's rooms already contain furniture, most of the large function rooms are left empty to allow for diverse types of events to occur. Student organizations are encouraged to work with SOCH staff prior to the event to arrange furniture needs and access to additional furniture.

    Vendors

    The following is a list of vendors that student organizations have utilized in the past for events. Their listing does not imply endorsement by the Student Engagement Team or Harvard University, and this list is not exhaustive of the vendors you can consider using for your events.

  • Audio/Visual

    Educational Support Services (ESS): www.ess.fas.harvard.edu/

    Bay State Sound: http://www.baystatesound.com/

    4Wall: http://www.4wall.com/

    High Output: http://www.highoutput.com/

    STAGEDGE: http://www.stagedge.com/

  • Equipment Rental

  • Tents

  • Staging

  • Novelties

    Fun Enterprises: http://www.its2cool.com/

    Party People, Inc.: http://www.partypeopleinc.com/