Actual room allocation is at the discretion of the Samberg Conference Center scheduling coordinator and will be detailed on the space confirmation. On occasion, specific room assignments may be amended by the Samberg Conference Center scheduling coordinator and any such change would be communicated to the event host as soon as possible.
The scheduling system for the Center will operate on a rolling, 18-month calendar. All events are subject to fees for the use of space and catering services requested. Additional fees will be assessed for events that exceed a 5-hour service period in the evening, conclude after 11pm and/or are held on weekends and legal holidays.
Use of the Samberg Conference Center includes basic furniture arrangement but does not include linen for dining, meeting or serving tables. MIT has partnered with Restaurant Associates (RA) to provide food, beverage and staff for all events at the Conference Center. RA will advise on options for linen rental. While the Center maintains an inventory of furniture for a variety of event types and sizes, there may be occasions when rental furniture is needed and that cost would be assumed by the event.
All events are subject to a food and beverage minimum as determined by Restaurant Associates.
Weekend and holiday space requests are subject to a minimum number of guests in addition to the food and beverage minimum.
In accordance with MIT and the Commonwealth of Massachusetts health and insurance regulations, all food and beverage items must be supplied and prepared by Restaurant Associates at the Samberg Conference Center. Neither food nor beverage items shall be removed from the premises unless approved and packaged by the Restaurant Associates culinary team (i.e. boxed lunches) and no outside food or beverage may be brought into the Samberg Conference Center.
The use of the exterior terrace on Floor 7 is at the discretion of the Samberg Conference Center management and is exclusive to events using Salons on that floor.
PAYMENT INFORMATION
The Samberg Conference Center at MIT requires that the method of payment is to be established in advance to include either an authorized cost object or credit card details. There are established food and beverage minimums for each room.
CATERING POLICIES, ATTENDEE GUARANTEE, AND FINAL COUNT
Catering menu selections and service details should be finalized at least 14 days in advance of the event. Clients will be issued a Banquet Event Order (BEO) outlining the menu selections, estimated attendance counts, service time and details. Once this BEO is authorized with the client signature it becomes part of the overall commitment and contract with The Samberg Conference Center at MIT.
Notification of the final number of participants is due not less than 72 hours (3 business days) prior to the start date. If a final guarantee count is not received by the 3rd business day prior to the start date, clients will be charged for the estimated guest count on the BEO or the actual guest count, whichever number is higher. Food will be prepared to serve approximately 3% over the final guarantee count. Efficient preparation for your event will require that the room set-up count and the catering guarantee be within 5% in order to meet the expectations of the group. If the served count is higher than the guarantee, the served number will prevail on the final bill.
Any changes made during your event must be made with the Catering Manager on Duty. If the client changes any part of the event or count, as a result of inclement weather within 48 hours of the event, the food, labor, floral orders, specialty rentals or equipment ordered for the event will be charged at cost. If the event is postponed due to weather, and rescheduled within a week, appropriate discounts may apply.
CANCELLATION
Cancellation of an event will require written notification.
In the event a function is canceled, Client shall be responsible for and pay MIT/RA the following percentages of the estimated charges as liquidated damages and cancellation fees:
Cancellation 0 to 30 days prior to the event: 100% of the estimated charges including food/beverage charges.
Cancellation 30 – 90 days prior to the event: 50% of the estimated charges including food/beverage charges.
Client acknowledges that RA shall incur expenses and post deposits for Client’s event. Client further acknowledges that it would be impractical or extremely difficult to remediate the actual damages suffered by RA in the event of a cancellation of the event, and therefore the amount calculated as set forth above shall be paid to RA as liquidated damages and not as a penalty or forfeiture, and that such amount is reasonable and equitable under the circumstances. If Client cancels and MIT and RA is able to rebook the space and date for a comparable event, then the above cancellation charges shall be reduced by the revenue from the rebooked event.
LIABILITY
Client agrees to assume responsibility for any damages to the Samberg Conference Center by its guests, invitees, agents, or employees, for the cost of repairs and/or replacements. Neither MIT nor RA will be responsible for the loss of or damage to any merchandise or articles left in the Samberg Conference Center prior to, during or following the event. Any charges incurred through damage or loss through an outside vendor (i.e.: linen, decorations, floral pieces, etc.) that the result of the Client’s guests, agents, vendors, invitees or employees are the sole responsibility of the Client.