Things to Know Before Running an Event

First, we have a database: http://web.mit.edu/asa/database/

Use this for adding others as financial signatories, room reservation signatories, new members, ect. It has information about our account numbers as well.
Main account: *** -- This is the account where we put in money that we did not get from Finboard (i.e. grants, donations)
Funding Account: *** -- The money we apply for from Finboard goes into this account. If you want to check our transactions for these accounts, go to: http://web.mit.edu/sapweb/PS1/reporting_home.shtml/, and click the tabs under "Student Groups" on left panel. Email funds@mit.edu for access (specify that you want access to both the main and funding accounts, or they might not give you access to both accounts).

How to add people to mailing lists:

1. Announce: http://mailman.mit.edu/mailman/admin/mitai-announce/members/add pwd(***)
2. Exec: from an Athena prompt, type: blanche -a (person's Kerberos name) mitai-exec (example: blanche -a hannazhu mitai-exec)

I.) Reserve Rooms:

1. Go to http://web.mit.edu/registrar/
2. Go to classrooms tab, click on reservations. On the left panel, you can look at pictures of rooms under "Classroom Inventory."
3. Click on "Request form for ASA groups"
4. Under "Making a Reservation," click on the appropriate term. Fill out the form and submit.

II.) Reserving CAC (Campus Activities Classroom) facilities (I think this includes Student Center):

http://web.mit.edu/eventguide/reserving/cac.html

III. General things that need to be done for large events:

- Go to ASA office on 5th floor of student center to get a registration form for the event if the event is over 100 people: bring this form to schedules office (5-111); police (left of parking office on ground floor of student center); back to ASA office. (Note: We must have police if audience is over 100 people)
- Contact A/V: http://studentlife.mit.edu/dsl/es/av
- Go to CAC office or above CAC website (http://web.mit.edu/eventguide/reserving/cac.html) to reserve things like podiums, tables with table cloths for speakers)
- Go to parking office to reserve parking spots for speakers

IV. Places to publicize (info from Kayvan):

A) MIT events calendar: http://events.mit.edu
B) Northeast Amnesty website: http://www.amnestyusa.org/Events/Northeast/page.do?id=1103581&n1=5&n2=50&n3=800 (username: *** pw: ***)
C) http://idealist.org (username: ***; pw:***)
D) Sydney & Pacific (the biggest grad dorm) events calendar: http://s-p.mit.edu/news_events/sp_anno/submit.php?type=event
E) Email the GSC off-campus chair details about the event and ask them to include in their weekly emails.
F) We get 1 free full-page of advertising in the Tech (divided anyway we want): http://tech.mit.edu/ads/adinfo.html?type=mit
G) DomeView (Infinite Corridor Glass Display): http://studentlife.mit.edu/infinitedisplay
H) To reserve the infinite corridor glass display case or lobby 10 table at: http://web.mit.edu/eventguide/reserving/cac.html#students
I) To reserve Student Center drop poster panels (where they hang the "Welcome MIT Families" banner): http://web.mit.edu/eventguide/reserving/cac.html#students

Other Advertising Tips (from Kayvan):

Email other interested groups/departments/programs to see if they're interested in helping to advertise- here's a partial list (Program on Human Rights & Justice phrj@mit.edu; Center for International Studies cis-info@mit.edu; Program in Women's Studies wgs@mit.edu; Western Hemisphere Project hemisphere-feedback@mit.edu.

V. Dorm lists (and other programs):

bc-talk@mit.edu; random-hall-talk@mit.edu; nh-forum@mit.edu; next-forum@mit.edu; macgregor@mit.edu; bexley@mit.edu; sponge-talk@mit.edu; mccormick-announce@mit.edu; bexley-minus-fascists@mit.edu; cis-all@mit.edu; archall@mit.edu; vap-all@mit.edu; sap@mit.edu; arctan-exec@mit.edu; dusp@mit.edu