The Great Dome on a sunny day in autumn; Photo by Christopher Harting
MIT Event Planners October 2019 News: Vol. 2
Illustrated graphic of an orange pumpkin
Fall 2019 Meeting: Thank you!

Thanks to everyone who joined us for our Fall 2019 Event Planners Meeting at the Courtyard Marriott Hotel. For those who were unable to attend, we've recapped some key information below.

PS: We're growing! Did you know that the MIT Event Planners Group has reached 500 members ? If there's someone in your office who's interested in joining, we'd love to have them! New members may sign up online .
Using MIT's name and trademark

Peter Bebergal of the MIT Technology Licensing Office (TLO) provided an overview of MIT's name and trademark use guidelines at our October 9 meeting. As an event planner, you might encounter questions about MIT's name and trademark use when coordinating with external sponsors, as well as when creating giveaways or swag with the MIT logo.

Information and guidelines are available at the MIT TLO website . If you have specific questions, please contact

Concurrently, MIT Communications Initiatives provides graphic identity and branding guidelines , including do's and don'ts for MIT logo usage. If you have questions, Communications Initiatives is available to assist.
MIT stage banners and lectern sign; Photo by Jake Belcher

Above: The MIT lectern sign and stage banners both use the MIT logo. These pieces were produced for official Institute purposes.

In the event that an outside entity with whom you're working asks to use MIT's name or likeness in its materials, consult with MIT TLO.

If you are unsure if you've used the MIT logo properly in materials created for MIT purposes, consult with Communications Initiatives.
Happy graduate holds up her MIT diploma at Commencement; Photo: Jake Belcher
Commencement 2020: Important ceremony updates

Academic Council made the decision to pause the implementation of changes for Commencement 2020 and to keep the Doctoral Ceremony and Commencement Exercises the same as 2019. There will be no changes to the ceremonies in 2020.

Here are the details for the 2020 program:

  • Thursday, May 28, 2020: Doctoral degree candidates will receive their diplomas and hoods at a morning ceremony in Killian Court. No tickets will be required.
  • Friday, May 29, 2020: Bachelor’s and Master’s candidates will receive their diplomas at the Commencement Exercises in Killian Court at 10 am. All 2020 degree candidates are invited; each may receive up to four (4) guest tickets.

Additionally, Academic Council decided to move ahead with engaging the MIT community in planning and implementing structural changes for Commencement 2021 and beyond. The faculty, students, and staff on this committee will develop plans for a meaningful and celebratory Killian Court experience for all graduates, along with a suite of degree presentation ceremonies that will be held in a range of appropriate venues.

Please direct questions regarding the schedule for 2020 and the new committee to .
Winter meeting package deal from Courtyard Marriott Boston Cambridge
The Courtyard Marriott Boston Cambridge, gracious hosts of our Fall 2019 Event Planners Meeting, are offering a special winter meeting package, which includes:

  • $95/person all-day meeting package (non-inclusive of taxes and service fees)
  • One complimentary meeting room (if you have 15 or more attendees)
  • Full-day catering service (breakfast, lunch, and two breaks)
  • Complimentary LCD package
  • Complimentary parking
  • Double Marriott points

For rates and availability, please contact: Purvasha Saini , Sales Manager, (617) 715-1773
Meeting and event accessibility
Institute Events is working with the MIT Disabilities Employee Resource Group and other colleagues to gather resources and tools planners need to organize inclusive, accessible events. Examples of inclusive and accessible arrangements to consider include, but aren't limited to:
  • Providing accommodations for attendees with vision or hearing impairment
  • Selecting a menu that accommodates a variety of dietary restrictions and common allergies (i.e., nut-free and vegetarian options, etc.)
  • Locating gender-neutral bathrooms
  • Selecting a venue accessible to people who use wheelchairs or other mobility devices

We want to hear from you! What questions have arisen as you've worked to plan inclusive events? Do you know where to turn when you need more information? Please send your comments and questions to .

We also invite you to refer to 10 Considerations for Planning an Inclusive Event . This helpful article was compiled by the MIT Disabilities Employee Resource Group and is an excellent starting guide to planning accessible events at MIT.

Stay tuned for more information and resources!
Eventplanners listserv: Manage preferences and access archives

Did you delete that email with the name of a highly recommended breakfast caterer? Do you want to limit the number of event planners emails you receive? You're in luck! Not only can you control your delivery preferences for the listerv, you can also access the list's archives.

To access the Eventplanners Mailman archives:
  1. Visit
  2. At the very top of the page under About Eventplanners, click the link for Eventplanners Archives
  3. Log in with your email and password*
  4. A full archive list will appear
To update your delivery preferences:
  1. Visit
  2. Log in with your email address and password*
  3. Scroll down to Your Eventplanners Subscription Options. If you wish to receive emails less frequently, you may want to opt for Digest Mode (select On). From this page, you may also review your other list preferences. 
  *If you don’t remember your password, you may opt to have a new one emailed to you:
  • From, scroll to the bottom of the page to the section Eventplanners Suscribers.
  • Enter your email address in the box below the words To unsubscribe from Eventplanners, get a password reminder, or change your subscription options enter your subscription email address and follow the instructions.
Dinner reception in MIT Samberg Center Salon T; photo by Jake Belcher
We have a winner!

Thank you to everyone who participated in the Samberg Conference Center drawing at the MIT Event Planning Expo on September 18. Congratulations to RLE's Arlene Wint, who won free facility use fees for two spaces at her next event at Samberg!
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