Accessibility:
Organizations should plan their events and activities with accessibility in mind. University Disability Services provides resources and guidelines for event planners.

Audio-Visual & Music Equipment:
All audio-visual services in the Plaza tent are arranged for a fee as part of an approved event. Please see  “Event Services” policies for more information. 

Event Services by Harvard Common Spaces & Harvard Events Management:
Common Spaces collaborates with Harvard Events Management to provide event support for the Plaza tent. Common Spaces supports student-organized events and Events Management supports school and department-run events. 

Restrooms:
While there are no restrooms located on the Plaza, visitors may use the restrooms located in the basement of the Science Center. All events must budget for a Science Center restroom attendants for events with more than 150 guests.

Security:
The Common Spaces office will review your event request and anticipated number of attendees to determine if the event space can support it. Depending on the scope, scale, and nature of an event, it may require HUPD details, Securitas officers, crowd control managers, and additional staffing. Large events for over 100 people, late night social events, ticketed events, and events with high profile participants are the most common types of events that require police or security at an additional charge. Multi-day events, including set-up and teardown days, require a mandatory security detail even during non-event times.

Trash:
All events will be billed for trash, recycling, and composting services provided by Harvard Trash and Recycling Services. 

Water/Electrical Use:
Arrangements for water hook-up or connection to electricity must be made in advance with Common Spaces or Harvard Events Management as part of the event planning process. Additional staffing fees will apply for services provided by Harvard FMO.

Penalties/Non-compliance:
All events taking place in the Plaza Tent or open Plaza area must be requested to the Common Spaces office for approval. Unapproved events will be given a warning, invited to submit their event in advance for another day and time, and asked to leave. If this occurs a second time within an academic year, this may result in suspension of booking privileges at the Science Center Plaza.

Restricted Dates:
There are event date restrictions during reading and exams periods as well as during certain University holidays and activities.

Severe Weather:
Approved events taking place in the Plaza Tent will need an extreme weather location secured in case of thunder and lightening. Plaza Tent events will be cancelled or paused due to thunder and lightening.

All tabling and events should display clear, printed, and visible signage reflecting the University school or organization hosting the activity. Event planners are responsible for providing event signage and Common Spaces will provide event sandwich boards. Electronic PDF versions of proposed event posters must be provided to the Common Spaces office for review at least one week in advance of the event.

Alcohol:
Alcohol is rarely permitted at events that are open to the entire campus community, especially if the activity is in an outdoor location. Any exceptions to this policy will be considered on a case-by-case basis.

Food Requirements:
Food provided at events must be prepared by an approved licensed foodservice establishment caterer. Crimson Catering, Harvard University Dining Services (HUDS), and the Harvard Faculty Club are the on-campus approved caterers.  Food trucks that vend on the Science Center Plaza may also be utilized to provide catering services.  Please note that Harvard organizations (other than those noted above) may not prepare and sell their own food products.

Use of compostable serveware is recommended to comply with the MassDEP Composting Requirements.

Foods bought in single-serve, wrapped packages which do not need temperature control for safety, such as wrapped candy and chips are permitted for free giveaways but not for sale. These items must be purchased from licensed wholesalers per EH&S’s food safety policy.

In extremely rare circumstances, organizations may be permitted to prepare their own food for events open beyond its membership under the supervision of a Serve-Safe trained food safety manager in a licensed kitchen and under the auspices of a temporary foodservice permit from the City of Cambridge. View more information about food safety at Harvard.  

Food Trucks:
Common Spaces manages the Plaza food truck program which operates seven days a week for lunch and dinner. Any inquiries about food trucks or requests for special food truck events must be coordinated through the Common Spaces office.

Egress:
The Plaza is community space. Key areas including the brick sidewalks and all entry points onto the Plaza may never be blocked and must remain open for safe passage by pedestrians and bicyclists.

Parking Information:

On-campus: There is no on-site parking available. One-day or multi-day guest parking passes can be purchased through Harvard Transportation and Parking Services.

Off-campus: The Harvard Square Business Association provides a list of municipal parking lots in the Square.  Please note rates and availability vary.  Metered street parking is also available.

Vehicle Loading on the Plaza:

Cars: the Common Spaces office may grant permission to individuals looking to unload equipment from their vehicles. All requests should be made at least one week in advance. Load-in/out should take no more than 10 minutes. There is absolutely no parking in or around The Plaza, the surrounding lawns or at the corner of 1 Oxford/Kirkland Streets.

Trucks: as the Plaza is an overpass, there are weight limits and trucking restrictions. Please contact the Common Spaces office to review and schedule any truck deliveries.

Blackout Dates:
Organizations are not permitted to host events, programs or activities during Reading or Exam Periods and spaces are unavailable for reservation during that time. When there is a University need, Common Spaces may block additional dates.

Chalking:
Is only permitted as part of a requested and approved event for artistic or information purposes. Chalking as part of an approved event will be removed via power washing following the event. Unapproved chalking will be removed and organizers will be charged the cost for clean-up. 

Commercial Activities/Free Giveaways:
In compliance with University policy, commercial activities are prohibited and educational activities on the Plaza are prioritized.  In particular, the sale, advertisement, and/or free give-away of commercial products is prohibited. In rare cases, Common Spaces may grant permission  and only if the request is in compliance with the Policy on the Use of Harvard Names and Insignias.

Sponsorship:
All events taking place at the Science Center Plaza require a recognized student organization, school, or department to act as the primary liaison with the Common Spaces office or Harvard Events Management. Co-sponsorship of an event by a Harvard organization with a non-Harvard or unrecognized student group or individuals generally is not permitted on campus, nor is sponsorship by proxy. The sponsoring Harvard organization is responsible for compliance with applicable policies, Campus Use Rules, and applicable laws. All exceptions to this sponsorship requirement must be consistent with the Policy on the Use of Harvard Names and Insignias and related use-of-name policies and guidelines.

Lawns & Planted Areas:
No motorized vehicles shall be permitted on lawns or planted areas. There shall be no disturbance from stakes or other excavations without first obtaining permission from Facilities Maintenance Operations.

Noise:
University policy prohibits excessive noise amplification during business hours when it may disrupt the workday, classes, or other events. Amplification is not approved during reading or exam periods. Requests to play amplified music as part of tabling or an event must be propsed to the Common Spaces office in advance of part of a tabling or event request.

Occupancy Limits:
The Common Spaces office will review your event request and anticipated number of attendees to determine if the event space can support it. Depending on the scope and nature of an event, it may require HUPD detail, Securitas officers, crowd control managers or extra staffing.  Large events for over 150 people, late night social events, ticketed events, and events with high profile participants are the most common types of events that require police or security. An HUPD or Securitas officer is required for every 150 people at an additional charge. Multi-day events, including set-up and teardown days, require a security detail even during non-event times. 

Open Flames/BBQ/Candles/and Cambridge Fire:
The use of open flame on the Plaza is generally not permitted.  Exceptions will be considered for approved and planned events that are working directly with Common Spaces, Harvard Events Management, or Crimson Catering/Crimson Event Services that request the use of outdoor propane heaters. Use of outdoor propane heaters must be permitted and approved by the Cambridge Fire Department. In some cases, a Cambridge Fire detail may also be required for a special event. All approved use of open flame must be in compliance with Harvard Environmental Health & Safety fire policy.

Signage Restrictions: 
Any décor, posters or signs must be freestanding; nothing may be affixed to the exterior of buildings, doors, fences, entry posts, gates, utility poles, waste containers, existing signage, walls, floors, or tent structures. Unapproved decor, posters, or signs will be removed immediately from the Science Center Plaza if not part of an approved tabling activity, event, or exhibit.

Smoke-Free Campus:
All of the Common Spaces venues adhere to Harvard’s Tobacco-Free policy.

Filming and media:
Videotaping and reporting are prohibited on campus without prior permission. To apply for a permit, please review the University's policies for photography and filming on campus
and contact Harvard Public Affairs and Communications (HPAC).

Licensing by the City of Cambridge:
The City of Cambridge License Commission (CLC) issues a variety of licenses to organizations for events on the Plaza. Licenses requirements should be discussed with Common Spaces office or Harvard Events Management as part of the event planning process. 

Licenses include:

• One-day Entertainment License:
  • Required when there is an admission charge.
• One-Day Vendor’s License:
  • Required for any cash handling and the sale of goods at an event
  • A license that provides special dispensation to hold a raffle. Raffles involve the sale of tickets or entries for a random drawing.  (Door prizes and drawings, where no cash is involved, are permitted without a license and not considered games of chance).
• Tents/Structures Permit:
  • Any tents larger than 10’ x 10’ require a permit. Tent structures beyond the Plaza Tent and pop-up tents for approved activities such as the Farmers' Market or tabling will not be approved. 
  • Staking of Tents is permitted by University personnel on Memorial West Lawn only as part of approved Commencement and Reunion event activity each year. Dig Safe procedures must be followed for staking.  If the designated area is not marked, the required Harvard approval has not been secured, or the required supervision is not available, tent installation may not proceed.

Exhibits/Displays 
All exhibits/displays must be proposed in writing to the Harvard Common Spaces office for timely review and approval before installation. Unapproved exhibits/displays will be removed immediately. Only Harvard recognized student organizations, schools, and departments may be approved for an exhibit or display.

An exhibit at the Science Center Plaza is defined as a selection of items with accompanying text content which serves as communication between the exhibit/display organizers and visitors. A display at the Science Center Plaza is defined as a selection of items with little or no accompanying text content. In the case of either an exhibit or display, attribution to the artist(s) and school, department, or recognized student group hosting the exhibit/display is required.

Common Space is often asked, “what is the difference between an Exhibit/Display vs. Tabling at the Science Center Plaza?” The difference is one of scale. An exhibit/display cannot fit on top of a six-foot table, which is the approved size for tabling at the Science Center Plaza.

Science Center Plaza Exhibition/Display Time, Manner, and Place Restrictions:

• Available to recognized student groups, school, or department at Harvard University.
• Approved display period may be up to a maximum of three days per exhibition/display within a given week, per recognized student group, school, or department. There is a limit of 3 exhibit/displays per semester; and 6 exhibit/displays per academic year to allow all requesting groups the opportunity to utilize the space. Exhibits/displays cannot be back-to-back resulting in an exhibit/display period of greater than 3 days.
• Two Seasonal Exhibit/Display Locations are:
  • Memorial Hall West Lawn is generally available from September to November and mid-March to August. Memorial Hall West Lawn is a flat grassy lawn area adjacent to the Science Center Plaza, the Science Center, and Annenberg Hall.
  • Plaza Hardscape is generally available November and mid-March to mid-April. Plaza Hardscape is the large flat, stone paver surface normally occupied by the Plaza Tent during the fall and spring. Please note that the Plaza Hardscape exhibit/display location is available on a more limited basis due to the fall and spring Plaza Tent installation, the winter installation of Plaza WinterFest, and the summer installation of a shade canopy.
  • Requesting groups may use only one designated Exhibit/Display location.

Exhibit/Display Planning Requirements:

• Proposal must conform to all Campus Use Rules on Exhibits/Displays.
• Exhibit/Display proposals must be received a minimum of three weeks (21 days) in advance of date request.
• Allow up to three business days response from the Common Spaces office.
• For consideration, exhibit/display requests must submit a detailed exhibition proposal including:
  • Digital images of proposed artwork
  • Information on medium and dimensions of individual objects and overall proposed exhibit/display area needed.
  • Proposal must describe plans for: Installing exhibit/display in an outdoor, unprotected area with potential wind and inclement weather (gusts on the Plaza can occasionally reach 55 mph).
• Exhibition organizers must work with the Common Spaces office to:
  • Make potential physical adjustments to the exhibit/display to ensure suitability to the windy outdoor display sites.
  • Be flexible with dates due to other planned activities on the Science Center Plaza.
  • In most cases, exhibits/displays will need to be set up and taken down daily by exhibit/display organizers.
  • Participate in planning meetings with the Common Spaces office and other key Harvard departments as needed to ensure physical suitability of proposed exhibit/display for the site.
  • Provide an exhibit/display poster to accompany the exhibit/display that provides an attribution of the Harvard recognized student organization, school, or department hosting the exhibit/display.
  • Commit to daily on-site staffing of exhibit/display.

Exhibits/Displays may not:

• Affix any items to University property, including but not limited to the exterior of buildings, doors/access points, windows, fences, entry posts, gates, utility or flag poles, waste containers, lighting, furniture, equipment, walls, floors, walkways/pavers, steps, statues, flags, tents, or authorized third party structures (e.g., temporary scaffolding), or trees or other live plants.
• Affix or utilize cameras, video, amplified sound equipment, including devices capable of such functions, or other media.
• Expand or modify exhibit/display during on-site installation beyond what has been proposed and approved.

Specific Space Considerations:

• The Science Center Plaza is an open, unprotected space with high winds. Given the weather conditions, many displays and exhibits are not suitable to the area.
• Additional safeguards and planning are necessary for all displays due to the direct proximity of the Plaza to the Cambridge Underpass, a busy four-lane road located directly below.

Tabling:
Officially recognized student organizations, schools, and departments may request space on the Science Center Plaza (or the Smith Campus Center) to do flyering and marketing for their events. To review policies and to submit a Tabling request, please visit the "Get Involved" section of the Common Spaces website.