Gutman Conference Center

To request space, please submit this form. We will contact you within two business days to confirm your reservation.

*HGSE faculty, staff, and students: Please use the Events Reservation System for all internal event space requests.

Policies

Use of HGSE space is confirmed at the time the Operations-Events Office receives a signed contract from the client. Signing and returning the contract is the only way to guarantee the use of event space.

Storage is limited. If you need to set up your materials ahead of your event or to leave them overnight for a multi-day event, you will be charged for the use of the space, as it prevents rental by another client. Additionally, if you need to have material delivered ahead of your event, you will need to check availability of storage space. A fee will apply for the storage and relocation of this material ahead of your event.

Cancellation

• Events canceled within 30 days of the event are subject to a fee equal to 50% of the cost of the meeting space.
• Event canceled within one week of the event are subject to a fee equal to 100% of the cost of the meeting space.

The Gutman Conference Center has five rooms that can stand alone or be combined to form two larger spaces. Seating is flexible, with multiple options for furniture setup and arrangement. Rooms are rented at an hourly rate, with a 4-hour minimum. Charges may apply if time is needed to set up and clean up a room.

Billing and Payment

• Invoices are usually prepared and sent out via e-mail within one week.
• Harvard affiliates may pay their charges by using their 33-digit Harvard billing code. Transfers are only processed with written permission from the client: either via e-mail or signed invoice.
• External clients may pay their charges by check or credit card.

PDF Room Capacity

*If material is to be stored overnight in the rented space for a multi-day event, the 9 a.m. to 9 p.m. fee automatically applies. See our policies page for more information on material storage. 

*The maximum capacity will be reduced as furniture is added.

Additional rooms within Harvard's Graduate School of Education are also available for rent. Seating arrangements in the majority of these rooms are not flexible and there are food restrictions in some locations.

• Staff charges may be applied to any event. Depending on the size and complexity of a given event, multiple staff members may be required.
• Operations-Events Team staff charges are based on a rate of $45/hour with a four-hour shift minimum.
  • External groups are charged for all Events Team hours during the event + 1 hour before and after the event for set-up and break-down.
  • HGSE departments are charged only for time beyond normal business hours of Monday through Friday, 9 a.m. to 5 p.m.
• Custodial Team staff charges are based on a rate of $50/hour with a four-hour shift minimum. Custodial staff are required for events running evenings and weekends and may also be required for particularly large events during normal business hours.
• Security staff are required for events that run outside of normal building hours, as well as very large events and highly sensitive events. All groups are charged $45 per hour for security beyond normal building hours. There is a 4-hour shift minimum.
   

HGSE is pleased to be partnered with Rebecca's Café, the school’s sole-source catering and dining services provider. 

If you would like catering for an upcoming event, please contact Rebecca's Café staff:

• Ken Mayers, Director of Catering
• Eliza Reddick, Catering Sales Manager
  
  Office: 617-496-2738

We ask that catering orders be placed at least one week before the event’s start date.

Rebecca’s Café also maintains The Commons Café on the first floor of the Gutman Library.

Policies

• All catering is organized and ordered through Rebecca’s Café. Groups are not allowed to self-cater, or bring in unauthorized food and beverages.
• Linen is required for all service tables but is optional for dining tables. Linens should be ordered through Rebecca’s Café.
• Alcoholic beverages may be served but a bartender and per-head liquor liability insurance are required in accordance with the HGSE Alcohol Policy. All arrangements should be made through Rebecca’s Café.
   

• HGSE departments must organize their media needs directly through the Events Reservation System.  
• External groups organize their event audiovisual needs through the Events-Operations Office. 
• Additional charges may apply to the use of AV equipment or for support from the IT department.
• Because our event spaces are located in an academic setting, music and entertainment require advance permission.
• Wireless access to the Internet is available in the GCC and all classroom spaces at HGSE. Wired access is available on request.

Visit the Office of the Provost at Harvard for the policy on the use of Harvard names and insignias.