Conference Services: Frequently Asked Questions
Who do I contact to begin room reserve process?
Please visit the room request form to begin the process.
What is the address for the Radcliffe Institute?
The main address of the Radcliffe Institute for Advanced Study is 10 Garden Street, Cambridge, MA 02138.
Find directions to the Radcliffe Institute for Advanced Study
What time can my event begin? End?
Events may not begin before 8 a.m., including preparation time, and must be broken down by 11 p.m. All buildings must be vacated at this time.
Will there be a staff member available to meet my guests?
Each event must have a program coordinator on site. Radcliffe staff will gladly help with logistical and technical issues during the event as well.
Do all the rooms have the same A/V equipment?
All function rooms have wireless Internet access.
It is recommended that the Radcliffe Gym, Room 112 and the Sheerr Room be used when A/V equipment is necessary.
The Radcliffe Gym has the most advanced A/V equipment, including a built-in digital projector, podium, podium computer, VGA and HDMI, Blue-ray DVD player, document camera, 2 wireless handheld microphones, 4 headset/lapel microphones, live stream, and video conferencing capabilities.
The Sheerr Room offers a built-in digital projector, podium, podium computer, VGA connection, CD player, document camera, built-in conference phone, 4 wireless handheld microphones, 4 lapel microphones, and video conferencing capabilities.
Seminar Room 112 in the Radcliffe Gym offers a built-in digital projector and DVD/VCR/CD player.
Is there a charge for use of the audiovisual equipment?
Yes, pricing is based on function needs and should be discussed with our Audio Visual Technician prior to your event.
How will I know how to run the equipment? Is training or support available?
If your event is during regular business hours (Monday through Friday 9 a.m.–5 p.m.) there will be a staff member available during most of your event. However, you must be trained on using the equipment prior to your event. Contact roomreserve@radcliffe.harvard.edu or call the Meeting Space Assistant at 617-495-8617 to arrange for training. If a technician is needed for your event after business hours, you will be charged an additional fee.
You may hire an outside company for your A/V needs. However, they will need to bring their own A/V equipment.
What do the different setup types mean?
Seated style – round tables with chairs (8-10/table)
Theatre style – chairs only, facing forward
Classroom style – rectangular tables and chairs
Boardroom style – rectangular tables pushed together and chairs around the outside
What sort of decorations can I use?
Balloons and flowers are permitted in all rooms. Candles are prohibited in all Radcliffe buildings due to fire laws. Any hanging decorations must be discussed prior to the event with the Meeting Space Assistant.
My event will be catered. What do I need to know?
The Institute has preferred vendors for caterering (Crimson Catering, Cronkhite Dining Room, Faculty Club, and Tables of Content). Cronkhite Dining Room and Crimson Catering hold coffee breaks during business hours. See “Coffee Break” below for more information.
Delivery and pick-up of catered food/equipment must be prearranged with roomreserve@radcliffe.harvard.edu to ensure storage space is available. Drop-off meal service is also the responsibility of the group, as well as the cleanup and disposal of trash.
“Coffee Break” services must be arranged through the Cronkhite Dining Room (617-495-8688) for events held Monday through Friday during the academic year, unless the caterer you hire is also serving lunch/dinner.
All food, trash, and catering equipment must be removed from the premises by either the caterer or the event organizer. If any trash is left in the room, you will be charged for trash removal.
When is security required at events?
All events held in Fay House and some event scheduled during non-business hours may require security personnel and/or cleaning staff. Additional charges will apply.
