Student Group Events

Student Group Events with Alcohol  

All students are expected to comply with the laws of the Commonwealth of Massachusetts and with all University or School rules governing possessing or serving alcohol. 

• The consumption of alcohol on public property or on property open to the public is prohibited. 
• The transportation or consumption of alcoholic beverages in open containers in public areas of campus is prohibited. 
• If a person is seriously harmed, or could have been seriously harmed, as a result of consumption of alcohol or drugs at an event held, sponsored, organized, or supported by a Student Group and those directly responsible for the provision of alcohol or drugs are not identified, then the Student Center staff may hold the event hosts personally responsible. 
• Social event attendees must not be served more than one alcoholic beverage at a time. 
• The service of alcohol at any Student Group event must not exceed four hours. 

Drinking Age  

The minimum drinking age in Massachusetts is 21. To be served or provided with an alcoholic beverage, an individual must show proof of minimum drinking age by presenting a government-issued photo identification.  

• The sale, delivery, or furnishing alcohol to persons under the age of 21 is prohibited. 
• The possession or transportation of alcoholic beverages by individuals under the age of 21 is prohibited. 
• Proper age verification (21 years) is required for all social events where alcohol is being served. 

Bartenders  

Whenever the number of people in attendance exceeds 30 for an event where alcohol will be served, the Student Group is responsible for hiring a bartender(s). See this news article for resources to hire bartending staff.   

Food and Alcoholic Beverages  

A proportional amount of food and nonalcoholic beverages must be available at any event where alcohol is served.  

• Alcohol may not be served unless water, non-alcoholic beverages, and food are available. 
• Water and non-alcoholic beverages must be visible and as accessible as alcoholic beverages. 

University Alcohol License Policy  

The Harvard Events Office has posted the Harvard University Alcohol License Policy. 

Alcohol and Entertainment License   

One-day alcohol and/or entertainment licenses are required when: attendance is being charged, there is a cash bar or professional performances, or the event is open to the general public. Student Groups are responsible for obtaining such licenses from the appropriate city. Student Groups will need an approval email from HUPD when applying for licenses with the appropriate city. Plan to start this process at least three weeks before the event. See this Engage news article for details on obtaining licenses. 

Events Requiring Crowd Control  

According to the Massachusetts Board of Fire Prevention Regulations, if Student Groups hold events with over 100 people, then they must have a crowd manager. See this news article for how to arrange for crowd control.    

Police Presence  

Harvard University requires a Harvard University Police Department (HUPD) detail to be present for student sponsored events whenever the number in attendance exceeds 100 and alcohol is served. A police detail can be arranged by visiting the HUPD website. The appropriate number of police officers will be determined by the HUPD. See Harvard University Police Department (HUPD) website for pricing.  

Protocol Involving High-Profile Guests  

Harvard University regularly hosts distinguished visitors on campus. In order to facilitate the necessary official courtesies for distinguished visitors, the Student Center staff must be notified in advance and then appropriate University approval must be obtained before invitations to visit Harvard as guests of a Student Group may be issued.  

The University Marshal’s Office is the point of contact for the University and can offer advice and assistance on matters of protocol and appropriate procedures for issuing invitations to heads of state and other high-level dignitaries and officials. All Harvard students pursuing high-level invitations to speaking engagements on campus should read the following Information for Student Organizations.    

Dignitaries and Other High-Profile Guests  

For guidelines on inviting heads of state, dignitaries, and other high-profile visitors to speak at Harvard, please visit the University Marshal's website and refer specifically to its Invitation Protocol and Planning Checklist. These were updated in 2023 to include guidance on virtual events, but the protocol applies to both in-person and virtual events. Any invitation to a current head of state or government to participate in a virtual or in-person Harvard-sponsored event (including an event sponsored by a Student Group) must first be cleared with the University Marshal's Office. This applies to any school, department, center, institute, program, or Harvard-affiliated organization including Student Groups. The Marshal's Office will provide advice and consult with the Office of the President on any such invitation. The Marshal's Office should also be the first point of contact for any school, department, center, institute, program, or organization, including Student Groups that would like to invite any other senior US or foreign government officials to speak at a Harvard-sponsored virtual or in-person event. This is to avoid conflicting invitations, to ensure a proper historical record is kept, and to allow the Marshal's Office to provide advice and assistance on matters of protocol and appropriate procedures for issuing such invitations. 

The Marshal's Office expects that Student Groups will have first obtained permission and support from the Harvard School, department, center, or institute under whose auspices the event will take place, before inviting a dignitary to participate in an event, whether virtual or in person. Other terms and conditions may apply so it is always advisable to consult with the Marshal's Office in advance on invitations to dignitaries or high-level officials. 

Political Candidates During an Election Year 

The University, as a charitable organization, cannot invite any declared political candidate (local, state, or federal) for what could be considered a “campaign” event. Find the policy here. 

Student Group Events with Employers  

The Mignone Center for Career Success (MCS) often collaborates with Student Groups at Harvard Griffin GSAS to help them better manage their relationship with employers and to support career-related events for the Harvard community. Partnering with MCS also enables Student Groups and Harvard to maintain a long-term relationship with invited speakers and employers. In addition, MCS can publicize events related to careers.  

All events with employers, including virtual and off-campus events, should be reported to the Mignone Center for Career Success via careerservices.fas.harvard.edu/student-groups. Any employment recruitment events (i.e., information sessions and career fairs) should be coordinated with the Mignone Center for Career Success.  

If a Student Group event is open to all students at Harvard Griffin GSAS, then MCS may be able to help with:  

• planning and logistics  
• publicity  
• space  
• employer and alumni connections.  

If Student Groups are alerted to job opportunities, they must forward them by email to the Mignone Center for Career Success to be added to its jobs database. 

Student Group Events with Travel  

Student Groups traveling on business, even locally, should consider collecting travel waivers from leaders and members in advance of their trip.   

Student Groups considering domestic or international travel should refer to resources from the Harvard Global Support Services website. See this news article with more details on organizing Student Group travel.  

Policy for the Safety and Protection of Minors 

Harvard University is committed to providing a safe environment for everyone on its campuses and in its programs. This includes the thousands of minors who participate in programs and activities both on and off campus. Members of the Harvard community who interact with minors in any official capacity must foster and maintain an appropriate and secure environment for minors. See the Harvard University Policy for the Safety & Protection of Minors for more information.