administrative resources

HMS Event Policies and Procedures

These procedures apply to all events occurring on-campus at Harvard Medical School.
The information below pertains to events that (if alcohol is being served) are taking place in a venue with a liquor license and licensed bartenders. Most of the buildings on the HMS campus have beer and wine licenses, so they do not require special purchases of licenses.
At HMS, students, faculty or staff may reserve rooms for events. A room reservation for an event involving large groups requiring special room set-ups or including alcohol may trigger further review.
Steps to take:
  • You may be required to povide information about the type of event, who is sponsoring the event, whether food or alcohol will be served, entertainment, room set up, and so on pending Room Scheduling review.  For assistance contact Patty Cunningham at pat_cunningham@hms.harvard.edu.
  • Room Scheduling may have HMS Security review the event. They may attach a police detail to the event, especially if it is after hours and involves a large number of students; the detail is charged to the department or student group sponsoring the event.
  • For events where alcohol will be served (but not sold), access to the events must be controlled and set away from public corridors. One person must act as the alcohol monitor and be stationed near the alcohol to ensure no under-age or excessive drinking occurs. A sign prohibiting under-age drinking must be posted near the alcohol. For further information on or a copy of the HMS alcohol policy, please email Patty Cunningham at pat_cunningham@hms.harvard.edu.