Lower Lecture Hall Event Guidelines

Source: https://haa.fas.harvard.edu/lower-lecture-hall-event-guidelines Parent: https://haa.fas.harvard.edu/undergraduate-program

Lower Lecture Hall Event Guidelines

The 485 Broadway Lower Lecture Hall can be booked for events and lectures, provided one follows the guidelines below. Failure to do so will cause your booking to be cancelled. To book the Lower Lecture Hall, the event must be sponsored by a Harvard University department, association, or group. Please reach out to HAA Staff as early as possible to avoid any trouble with your booking, and the event itself. 

Lower Lecture Hall Guidelines: 

• Please do not post anything on the doors or walls of the lecture hall, as the adhesive can damage the paint.
• Food is not allowed inside the hall.
• Do not schedule an event until at least 30 minutes after a class ends to prevent overlap. Events placed on the calendar too close to a section will be asked to reschedule. \

Before the Event: 

• Assign a point of contact between your group and the HAA. This person will be responsible for communicating with the department and must be present for the duration of the event.  \
• Determine the timeframe of the event: Events held outside of the operating hours of Monday–Friday 8:00-6:00pm will need additional support.
• Events outside of the building hours will incur additional service charges. \
• Estimate Number of Attendees:
• Service Charges will be increased for events with more than 50 attendees.
• Maximum room capacity is 118 people per the Massachusetts Fire and Emergency Evacuation Codes and Laws. The space cannot be used for events with more than 115 people counting speakers, staff and attendees. \
• Determine A/V Support needed:
• Format of event: Single Speaker on a podium vs Multiple speakers at a table; audience participation via questions requiring handheld microphones.
• Please note, the room only comes with the speaker podium and audience chairs. Please be prepared to bring any additional chairs or tables needed for panel or roundtable events.
• Events that are not HAA-sponsored, and events on weekends, will need to book A/V Support through ESS if necessary.
• Book a meeting between event Points of Contact and Gomez (jmgomez@fas.harvard.edu) to receive an overview of the room prior to the event.
• Fill out the form on the EMS booking page, also found here.
• Account for set up and takedown time in your booking. \

During the Event: 

• Keep Noise Levels contained: make sure volume levels on A/V Panel are not maxed out. Having the microphones too loud will result in noise and feedback.
• No Food is allowed within the Lower Lecture Hall.  \

After the Event: 

• Ensure that the Lower Lecture Hall is left in the same state that it was found in.
• Retrieve any media/USB drives from the podium computer if used. HAA is not responsible for any lost or stolen items. Lost items are not accounted for but might be left in the 485 Broadway Lost and Found.
• Make sure all used A/V Equipment is accounted for and returned to the audio room.

Contacts: 

• A/V Support, ESS: ess@fas.harvard.edu
• HVAC, Harvard Real Estate Operations: HRE_OPS@harvard.edu
• HRE Emergency Line: (617)495-5560
• Harvard Custodial Services: Vania Tanaca vania_tanaca@harvard.edu
• HAA Tech: JM Gomez jmgomez@fas.harvard.edu
• HAA Administrative Coordinator: Hilary Field hilary_field@fas.harvard.edu