Policies for Space Use
Some events may require a license from the Cambridge License Commission
(831 Massachusetts Avenue, Cambridge, MA, 349-6140) per City of
Cambridge license requirements. The form for the license can be
obtained from Scheduling Services. Contact the License Commission
for current fees.
If an event is being held and any type of entertainment is involved,
including but not limited to disc jockey, live music, dancing
by patrons or dancing exhibition, theatrical performances, comedy
show, reading of poetry or other works, magic show, etc. AND
any type of payment or requested donation is required for entry;
an entertainment license is required. Neither lectures
nor seminars require entertainment licenses. Payment includes
pre-sold tickets, as well as, an admission at the door or requested
donation at the door.
If any goods are to be sold in conjunction with the event, i.e.,
T-shirts, promotional goods, etc., you must secure a transient
vendor license.
License applications must be made at least three business days
before the date of the event. Payment for a license can be
made by cash or check. Checks must be made payable to the City
of Cambridge. Copies of all licenses obtained must be on file
with the Harvard University Police Department and the KSG Scheduling
Services office prior to the function date. Please note that
any events, which include the transaction of cash, will also need
a HUPD security guard detail (see section on "Security").
Room Set Ups
Room Reservations provides room set up information to cleaning services if an event does not require Sodexho. A map or sketch will be provided with the number attending, and starting and stopping times. This information is to be supplied a week in advance by the event planner to the Room Reservations inbox. RR then submits it to cleaning services supervisor who assigns labor for the coming week.
If you event has any food/drink, please forward the set-up needs directly to Sodexho a week in advance.
Over-Time For Set-Ups on Evenings, Weekends, and Holidays
Overtime labor charges will be charged to departments for events that require labor on evenings that begin after 6:00 PM, weekends, holidays, or as recommended by the Operations Center Manager. This fee is a 2 person/4-hour minimum, $40.00/hour minimum, which is a $320.00 minimum charge.
Last Minute Set-Up Changes/Additions
Any last minute set-up changes/additions will incur a $75.00 fee charged to the event billing code or departmental billing code on file. Last minute is defined as less than 24 business hours or as the scheduling office recommends. We reserve the right to deny any request if labor is not available.
Fundraisers or Auctions are not permitted at the Kennedy School.
In accordance with the City of Cambridge fire codes, event attendance
shall not exceed the fire capacity as outlined on the Scheduling
Form.
Potluck events and some other large conferences/events may incur
a cleaning charge of $50.00 (larger events may be more). Contact
the Scheduling Services manager (LG-35) at 495-1125 for
more information.
A Health Permit may be required from the City of Cambridge if
your event involves homemade or catered food. Please contact Scheduling
Services for necessary paperwork.
In accordance with the City of Cambridge fire codes, open flames
(candles, lanterns, portable cooking devices, incense, etc.) are
not allowed on the Kennedy School property.
