Events/Events Protocol

This section will review event protocol, tips for planning, plans for promoting and publicizing and ideas for successful events. 

Alcohol

If an RA is responsible for serving alcohol and sees someone who they may doubt is 21, s/he should ask for identification before serving an alcoholic beverage. In this respect, RAs operate under the same guidelines as any other person serving alcohol. When the RA is not serving, but sees someone who may not be 21 attempting to secure alcohol, the RA should notify the Event Organizer about the specific incident and remind them about the need to check identification. The RA’s role should be to ensure that the Event Organizer is proceeding responsibly and consistently with GSAS policies - not necessarily to become responsible for checking identification. It is the responsibility of the Event Organizer to ensure proper conduct of all guests. An RA may close down a party if they find that there is disorderly conduct and/or not responsible serving of alcohol. The RA needs to consider carefully when to involve the Police. Reactions can be quite strong when a party involving alcohol is closed down.

For events where alcohol is served, it is a good idea to have such a flyer posted to be on the safe side and cover any kind of questions that might arise later (if something did happen that caused a problem). If it is certain that everyone attending is over 21, it is not mandatory that such a flyer be posted. It is never a bad idea though! As to what type of ID the guests may have, the standard is necessarily somewhat flexible due to the diverse population in the residence halls – a passport or driver’s license are the most desirable forms of ID. However, alcohol must not be served to anyone whose identification looks suspicious.

Who is responsible with regard to serving alcohol? It depends on the location and host of the event.

Resident’s Room - The resident is responsible; however, there is potential exposure for an RA and the School, depending on the nature of interaction with the resident about the serving of alcohol.

Residence Hall Lounge - It is the responsibility of the Event Organizer to arrange for a SES team as appropriate (the requirements for doing so are clearly stated in the lounge reservation rules). RAs may be asked on occasion or decide on their own to check on a party to make sure that everything is going well and that the appropriate measures for a responsible party have been taken care of. If an RA observes a party that is not being handled either appropriately and/or responsibly, they are expected to intervene. As stated earlier, the RA can close down a party that they think may be too loud or disorderly.

Student Event Services Team

An SES team should be called when an event is expected to have 30 or more people in attendance. If there will be fewer than 30 people, it is up to the Event Organizer to decide if they want to call for a SES team. If the Event Organizer decides not to have a SES team, an RA should consider visiting the party to check on how things are going. The Event Organizer should use practical sense. It IS the responsibility of the organizer to inform the RA of the event as well as GSAS Residential Life.

GSAS Residential Life can require a SES team if we think that it is appropriate for the type of party and number of guests. In order to request an SES team, please complete their online form. The SES rates are $21.50 per person per hour, with a four hour minimum charge.

Event Ideas

Below is a list of popular and/or creative event ideas. Each year, RAs do new and different events, so think outside of the box! Beyond your budget, you are not limited in terms of events.

Food

  • Brunch
  • Chinese Dim Sum
  • Cookie Bake
  • Gingerbread House Making
  • Ice Cream Social
  • International Food Potlcuk/Festival
  • Make your own: burritos, pizzas, dumplings, etc.
  • Picnic on the Charles River
  • Smoothies/Milkshakes
  • Sushi
  • Tea Break
  • Wine and Cheese Party

Films/TV

  • Holiday movie screening (ex: Love Actually) with snacks
  • Movie Night with snacks
  • NCAA basketball tournament viewing party
  • Oscar Viewing Party
  • Outing to a movie theater (Boston Common, Brattle Sq., etc.)
  • Presidential Debate Viewing
  • Sporting event viewing party: SuperBowl, Olympics, etc.
  • TV show screening (ex: Fresh Off the Boat, Game of Thrones, etc.)

Holiday Events

  • Chinese New Year Party
  • Cinco de Mayo Party
  • Easter Egg Dyring/Hunt
  • Pumpkin Carving

Outings

  • Apple picking
  • Beach trip (Revere, Quincy, Crane, Cape Cod, etc.)
  • Dudley House Events
  • Freedom Trail
  • Harvard Square Tour
  • Harvard-Yale Football Game (or other Harvard sporting event)
  • Head of the Charles
  • Karaoke Night
  • MFA First Friday
  • Red Sox Game
  • Swan Boats in Boston Common

Sports/Games

  • Board Games Night
  • Candlepin Bowling
  • Exercise Competition/get-together
  • Hiking/walking (Fresh Pond, Boston Harbor Islands, Middlesex Fells, etc.)
  • Ice-Skating (in Science Center Plaza, Frog Pond in Boston, etc.)
  • Ping-Pong Tournament
  • Poker Night with snacks
  • Puzzle Night
  • Trip to the Harvard gym
  • Volleyball (outside of Child Hall)