- FAS Departments: Fees are charged for non-academic functions, academic symposia, conferences, and any events that charge attendees. IMS also charges fees for special course meetings that are open to members of multiple courses, or are open to the public, or meet at night or during the weekend;
- Student Groups;
- Individuals and outside organizations;
- Extension & Summer School Classes;
- Other Harvard Schools.
There is a 4-hour minimum labor charge for all weekend events.
Labor for events that end after their scheduled end time
Events that end more than 30 minutes after their scheduled end time will be charged for equipment and double the labor rate for the additional time.
Cancelling services- please provide as much advance notice as possible
- Weekday events that are canceled or modified with less than two full business days' notice will be charged for all scheduled labor;
- Weekend events that are canceled or modified after 12:00 PM the Monday preceding the event will be charged for all scheduled labor.
- Canceling events or services without notifying MTS will result in full charges for both the equipment and labor.
Modifying event requests
Modifications to event details (location, time, equipment, etc.) will be fulfilled subject to availability.
How charges are collected
- Harvard departments should provide a 33-digit billing code when requesting services and will be charged after the work has been completed;
- Student groups may pay by 33-digit billing code, cash, or a check payable to "Harvard University." When renting equipment, payment is due in advance. When hiring technicians to staff an event, student groups must pay within two business days of receiving the invoice, unless otherwise specified. Student groups failing to pay fees on-time will forfeit the 50% discount on equipment and may be refused service in the future;
- Individuals and outside organizations must pay by check payable to "Harvard University" at time of service or when an invoice is received;
- We do not accept credit cards.
Student Group Discount
Harvard College official student groups (those listed with Harvard College's Office of Student Life or with The Graduate School of Arts and Sciences) receive a 50% discount on equipment charges. The event must be funded by a Harvard source. Labor and materials cannot be discounted.
Harvard College student groups may also use the built-in multimedia equipment in first, second, and third floor Sever Hall classrooms (except room 113), first floor Boylston Hall classrooms, and Emerson Hall classrooms (except rooms 105 and 210) free of charge under the below conditions:
- The event must be a meeting limited to Harvard University students, faculty, and staff. Requests for rare exceptions must be emailed to firstname.lastname@example.org for events in Sever Hall or to email@example.com for events in all other locations;
- The student group must complete the Service Request form at least three days prior to the event. Students are strongly encouraged to receive instructions on the use of multimedia equipment;
- The student group must turn off all equipment at the end of their event. If equipment is left on, the group will be charged a rental fee;
- If the student group needs equipment that is not built-in or a technician is needed, regular student group fees will apply;
- Any damage, loss, or theft of the equipment will be charged to the student group. This includes the dismantling of equipment racks and cables.
Course lecture recording
Courses that wish to be recorded for the web will be asked to agree to our Service Level Agreement. NOTE: MTS works with HUIT to make recorded lectures are generally available for distribution online generally within three to five business days.
Copyright protection policies
We are unable to make copies of copyrighted audio, video, or multimedia materials without explicit written permission from the copyright owner. We can excerpt materials in accordance with Harvard Copyright Policies.